The High Performing Dental Team: Recent Episodes
Dayna Johnson
Hey there, I’m Dayna Johnson . . . dental practice management expert, certified Dentrix trainer and founder of Novonee, revolutionizing the dental industry through innovation and strategic leadership. It wasn’t long ago that I lived in your shoes navigating the daily challenges of managing a dental practice with the hopes and dreams of having a productive schedule, money in the bank, and getting home on time to my sweet daughter. After 25 years working in the dental practice and 17 years as a certified Dentrix trainer, I found my life’s work helping dental teams 1:1 optimizing their systems and software. If you are looking to create the thriving dental practice you have always dreamed of and empower your high performing dental team, you are in the right place. Let’s get started!
🤖 AI is changing what it means to run a high-performing dental practice, but adding more technology without the right strategy can create more problems than it solves.In this episode of the High Performing Dental Team Podcast, Dayna Johnson sits down with Dr. Kathryn Alderman, a practicing dentist, multi-location founder, healthcare entrepreneur, and AI strategist, to discuss how dental practices can use artificial intelligence to improve efficiency without losing the human connection.Dr. Alderman shares practical ways dental teams can use AI for case acceptance, insurance verification, revenue cycle management, patient communication, business analysis, and front office workflows. Just as importantly, she explains why successful AI implementation requires strong systems, team training, thoughtful change management, and humans working alongside technology.📘 Buy Dr. Kathryn Alderman's Book: AI Advantage: https://www.amazon.com/AI-Advantage-Transforming-Practice-Dentistry/dp/B0FT8T8ZWG✅ Key TakeawaysDiscover the three AI solutions Dr. Alderman believes can have an immediate impact on dental practices: AI diagnostics, insurance and revenue cycle automation, and AI receptionists.Learn how AI diagnostics can help patients better understand treatment recommendations and support stronger case acceptance.Explore how AI can reduce time spent on repetitive insurance verification and administrative tasks.Understand how AI receptionists can help capture missed and after-hours calls without replacing the human relationships patients value.Learn why your AI tools should integrate with your dental practice management software instead of creating multiple disconnected platforms.Discover important questions to consider before giving an AI solution access to patient information.Learn why Dr. Alderman recommends focusing on one problem, one AI solution, and one successful implementation at a time.Discover how change management, education, training, and consistent follow-up can improve technology adoption.👥 Who This Episode Is For❓ Frequently Asked QuestionsHow can AI be used in a dental practice?AI can support dental practices with clinical diagnostics, case acceptance, insurance verification, revenue cycle management, phone communication, business analysis, patient communication, and other repetitive administrative workflows.Will AI replace dental team members?The focus of this conversation is not replacing people. Dr. Alderman emphasizes a human-in-the-loop approach, where AI handles or supports appropriate tasks while team members continue providing the communication, judgment, and personal connection patients need.🎙️ About Dr. Kathryn AldermanDr. Kathryn Alderman is a practicing dentist, multi-location founder, healthcare entrepreneur, and AI strategist with more than 20 years of experience in dentistry and business strategy. Her background combines clinical dentistry, business, technology, and specialized education in building AI solutions.Her approach to AI is simple: technology should support your team, solve real problems, and help your practice perform better, not add more complexity.📲 Ready to Optimize Your Dental Practice?Want help identifying gaps in your systems, software, and dental practice workflows?👉 Book a discovery call with Dayna:https://calendly.com/dayna-johnson/discovery-call🌐 Learn more and access dental practice management resources:www.novonee.com👍 If this episode was helpful, subscribe to the High Performing Dental Team channel, leave a comment, and share it with your dentist, office manager, or dental colleagues who are trying to figure out where AI fits into their practice.
Richard May is the Vice President of Business Development at Mango Voice, where he focuses on helping dental practices improve communication through cloud-based phone systems, AI-powered workflows, and secure practice management integrations. Richard works closely with dental teams across the country to simplify patient communication while enhancing efficiency and the overall patient experience.Learn more about Mango Voice:https://www.mangovoice.com📞 What if every phone call to your dental practice could instantly identify the patient, summarize the conversation, and document it in Dentrix automatically? That's no longer the future. It's happening today.In this episode, Dayna Johnson sits down with Richard May, VP of Business Development at Mango Voice, to explore how AI is transforming dental practice communication. They discuss the newest Dentrix and Dentrix Ascend integration, AI-powered phone call summaries, verbal skills coaching, and why choosing secure, authorized technology is essential for protecting patient data and improving practice efficiency.Whether you're evaluating a new phone system, looking to improve team training, or exploring AI for your dental practice, this conversation will help you understand what's possible today and what's coming next.✅ Key TakeawaysLearn how Mango Voice integrates directly with Dentrix and Dentrix Ascend using an approved API.Discover how AI-generated phone summaries automatically document conversations in the Dentrix Office Journal.Understand how screen pop technology improves the patient experience before the phone is even answered.Learn why standardized call notes improve communication across in-office and remote teams.Explore AI-powered verbal skills coaching that helps team members practice real patient conversations in a stress-free environment.Find out how sentiment analysis and call scoring can improve customer service and team performance.Understand why secure, authorized software integrations are critical for protecting patient data.Get a realistic look at the future of AI receptionists, after-hours call handling, and practice automation.👥 Who This Is ForThis episode is perfect for:Dentists and practice ownersOffice managersFront office coordinatorsDentrix and Dentrix Ascend usersDental teams evaluating phone systemsPractices exploring AI and workflow automationAnyone looking to improve patient communication and team efficiency❓ Frequently Asked QuestionsQ: What does Mango Voice integrate with?Mango Voice offers a direct, authorized integration with Dentrix and Dentrix Ascend, allowing patient information, call summaries, and Office Journal notes to flow seamlessly into your practice management software.Q: How can AI improve phone training for dental teams?AI-powered verbal skills coaching allows team members to practice real-world patient conversations, receive immediate feedback, and build confidence without traditional role-playing.Q: Why is an authorized Dentrix integration important?Authorized integrations help protect patient data, reduce duplicate data entry, improve workflow efficiency, and ensure your software follows security and compliance best practices.Learn more about Mango Voice:https://www.mangovoice.com📲 Want Help Choosing the Right Technology for Your Practice?Dayna carefully evaluates every software recommendation based on workflow efficiency, data security, and real-world results for dental practices.👉 Book a discovery call with Dayna:https://calendly.com/dayna-johnson/discovery-call🌐 Learn more and access free Dentrix resources:https://www.novonee.com#DentalTechnology#DentalAI#MangoVoice#DentalWorkflows#PatientCommunication👍 If you enjoyed this conversation, subscribe to the channel, leave a review, and share this episode with your office manager, front desk team, or study club. The right technology can save your team time while creating a better experience for every patient.
In case you missed it, this week's podcast is a replay from last year. I chose to bring this episode back because the guidance is still incredibly valuable. Keeping your Dentrix database clean is one of those maintenance tasks that never goes out of style, and if your practice has experienced staffing changes recently, this is the perfect time for a refresher.🍂 Is your Dentrix database cluttered with inactive providers and former team members? A simple cleanup can improve reporting, streamline scheduling, and keep your practice running more efficiently.In this episode, Dayna Johnson kicks off her Dentrix Fall Cleanup Series by walking through the correct way to inactivate providers and team members without affecting your historical data. Learn what really happens behind the scenes in Dentrix, what changes to expect, and how to confidently clean up your database while preserving accurate production, accounts receivable, and reporting.If you've been putting off this maintenance because you're worried about changing historical records, this episode will give you the confidence to tackle it the right way.✅ Key TakeawaysLearn why it's important to inactivate former providers and team members in Dentrix.Understand what information does and does not change when you inactivate a provider.Discover why Dentrix requires a replacement provider or team member during the process.See how future appointments, treatment plans, and reminders are reassigned automatically.Learn why historical production, payments, clinical notes, and completed procedures remain unchanged.Understand how primary providers (Provider 1) and preferred hygienists (Provider 2) affect reports and patient records.Find out why inactive providers may still appear on Provider A/R reports.Learn the additional steps required before inactivating a team member in Dentrix.Keep your database organized without compromising historical reporting.👥 Who This Is ForThis episode is perfect for:Dentists and practice ownersOffice managersPractice administratorsDentrix usersScheduling coordinatorsFinancial coordinatorsDental teams preparing for ownership changes, staffing transitions, or database cleanup❓ Frequently Asked QuestionsQ: Will inactivating a provider change historical production or reports?No. Inactivating a provider does not change historical production, payments, adjustments, clinical notes, or completed procedures. It primarily affects future appointments, treatment plans, and other active items.Q: Why does Dentrix require a replacement provider?Dentrix needs a replacement so future appointments, treatment-planned procedures, patient assignments, and reminders continue functioning correctly after the original provider is inactivated.Q: Can I inactivate team members the same way as providers?Yes, but there is one important difference. All users must be logged out of Dentrix before a team member can be inactivated.📲 Ready to Optimize Your Dentrix Database?Keeping your Dentrix database clean is one of the easiest ways to improve reporting accuracy and simplify daily workflows.👉 Book a discovery call with Dayna:https://calendly.com/dayna-johnson/discovery-call🌐 Learn more and access free Dentrix resources:https://www.novonee.com🔖 Hashtags#Dentrix#DentrixTips#DentalPracticeManagement#DentalOffice#PracticeManagement#DentalWorkflows#OfficeManager#DentalTeam👍 If this episode helped you better understand Dentrix provider cleanup, subscribe to the channel, leave a review, and share it with another dental office manager or practice owner who could benefit from a cleaner, more organized database.
🔒 Think your dental practice is HIPAA compliant? One small oversight could put your patient privacy—and your practice—at risk.In this episode, Dayna Johnson sits down with compliance expert Linda Harvey to discuss the latest HIPAA updates, patient privacy best practices, and practical compliance strategies every dental practice should know. From managing patient disclosures to handling 18-year-old patients, updating your Notice of Privacy Practices, and protecting sensitive patient information, this conversation is packed with actionable guidance for today's dental teams.If you're a dentist, office manager, or team member responsible for patient communication and compliance, this episode will help you navigate today's evolving HIPAA requirements with greater confidence.✅ Key TakeawaysLearn what changed in the latest HIPAA requirements and why your practice may need to update its Notice of Privacy Practices.Understand how to properly document patient acknowledgements and maintain HIPAA records.Discover best practices for handling privacy requests from spouses and family members.Learn why every patient turning 18 years old should complete new HIPAA authorization forms.Add HIPAA and compliance reminders to your morning huddle or monthly team meetings.Understand how substance use disorder (SUD) privacy rules impact dental practices.Learn where your HIPAA Notice should appear on your website for better compliance.Create a stronger culture of compliance through consistent team education and communication.👥 Who This Is ForThis episode is perfect for:Dentists and practice ownersDental office managersFront office and administrative teamsCompliance coordinatorsDentrix usersDental consultantsAny dental practice looking to strengthen HIPAA compliance and patient privacy procedures❓ Frequently Asked QuestionsQ: Does every dental practice need to update its HIPAA Notice of Privacy Practices?Yes. When there are substantive changes to HIPAA regulations, practices should update their Notice of Privacy Practices and provide the revised version to patients.Q: What happens when a patient turns 18?Once patients become legal adults, they should sign their own HIPAA authorization forms and identify who the practice may communicate with regarding their care and financial information.Q: Where should a HIPAA Notice of Privacy Practices be posted?In addition to displaying it in your office, your website should make the Notice of Privacy Practices easy to find—ideally within the main navigation or new patient section rather than buried in the footer.🎙️ About Our GuestLinda Harvey is a veteran risk manager and strategic advisor to dental practices, group practices, and DSO's who want to anticipate risk, navigate emerging threats, and elevate their compliance expertise.🌐 Learn more about Linda and the Dental Compliance Institute:https://www.dentalcomplianceinstitute.com📲 Want Help Optimizing Your Dental Systems and Compliance Workflows?If you'd like help implementing stronger systems, improving your Dentrix workflows, or updating patient communication processes, I'd love to help.👉 Book a discovery call with Dayna:https://calendly.com/dayna-johnson/discovery-call🌐 Learn more and access free resources:https://www.novonee.com#HIPAACompliance#Dentrix#DentalPracticeManagement#DentalOffice#PatientPrivacy#DentalCompliance#DentalTeam#DentalWorkflows👍 If you found this episode helpful, subscribe to the channel, leave a review, and share it with your team so together we can build safer, more efficient dental practices.
⏰ Feeling overwhelmed in your dental practice? You may not need more team members—you may just need better systems.In this episode, Dayna Johnson shares one of the most impactful lessons from her nationwide Dentrix User Meetings: four practical ways dental teams can buy back time, reduce stress, and improve efficiency. Drawing from real conversations with office managers and practice owners, Dayna explains how stronger workflows, automation, and accurate data can transform the way your practice operates.Whether you're using Dentrix or another dental practice management software, these strategies will help your team spend less time scrambling and more time delivering an exceptional patient experience.✅ Key TakeawaysShift from scramble time to preparation time with better pre-visit workflows.Embrace automation for insurance eligibility, appointment confirmations, online scheduling, and patient forms.Trust and optimize your automation tools instead of creating manual workarounds.Build a team-wide commitment to accurate, complete data entry.Finish every task all the way to the finish line to prevent costly mistakes.Eliminate outdated pop-ups and keep patient records clean and relevant.Use the Office Journal and reminders instead of relying on memory.Apply the KISS Method (Keep It Super Simple) to create workflows that are easier to train, follow, and scale.Strong systems reduce stress, improve patient care, and create high-performing dental teams.👥 Who This Is ForThis episode is perfect for:Dentists and practice ownersDental office managersFront office and administrative teamsDentrix usersDental consultantsPractices looking to improve efficiency, reduce overwhelm, and optimize workflows❓ Frequently Asked QuestionsQ: How can dental practices save time without hiring more staff?By improving workflows, embracing automation, maintaining accurate data, and simplifying daily processes, practices can reduce inefficiencies and reclaim valuable time.Q: What automation tools should every Dentrix practice use?Appointment confirmations, insurance eligibility verification, online scheduling, electronic patient forms, and automated patient communication are some of the biggest time-saving tools available.Q: Why is accurate data so important in Dentrix?Accurate patient information allows automation to work correctly, reduces errors, improves communication, and helps every team member work from the same reliable information.📲 Ready to Optimize Your Dental Practice?If you'd like help improving your Dentrix workflows, creating stronger systems, or reducing stress in your practice, I'd love to help.👉 Book a discovery call with Dayna:https://calendly.com/dayna-johnson/discovery-call🌐 Learn more and access free resources:https://www.novonee.com🎓 Join one of Dayna's upcoming Dentrix User Meetings to discover practical strategies that help dental teams save time, improve workflows, and create a better patient experience.#Dentrix#DentalPracticeManagement#DentalWorkflows#DentrixTips#DentalOfficeEfficiency#DentalAutomation#PracticeGrowth#HighPerformingDentalTeam👍 If you found this episode helpful, subscribe to the channel, leave a review, and share it with your dental team or study club so more practices can benefit from these time-saving strategies.
🖨️ If your printer stopped working tomorrow, would your dental practice come to a halt? If the answer is yes, it may be time to rethink your workflows.In this episode, Dayna Johnson challenges one of the biggest productivity habits still found in many dental offices: printing Dentrix reports. Learn why paper reports create outdated information, slow down your team, and prevent you from taking advantage of the powerful, interactive tools already built into Dentrix.You'll discover how to replace printed reports with live workflows using Collection Manager, Claims Manager, the Office Journal, Continuing Care Lists, and electronic forms. These simple workflow changes can help your practice become more efficient, reduce paper clutter, improve patient communication, and keep your team working with real-time data.✅ Key Takeaways• Stop printing Dentrix reports and work from live, interactive data.• Printed reports become outdated as soon as new information is entered.• Use Collection Manager instead of the Accounts Receivable Aging Report.• Replace the Insurance Aging Report with Claims Manager for real-time claim tracking.• Manage overdue hygiene patients with Continuing Care Lists instead of printed reports.• Use the Office Journal as your central hub for patient communication and reminders.• Electronic health history forms improve patient experience and automatically update Dentrix.• Digital workflows save time, reduce paper waste, and improve practice efficiency.• Small workflow changes can create significant improvements in productivity.👥 Who This Is ForThis episode is perfect for:• Dentists and practice owners• Dental office managers• Administrative teams• Insurance coordinators• Scheduling coordinators• Dentrix users• Dental practices looking to eliminate paper-based workflows and improve efficiency❓ Frequently Asked QuestionsQ: Should dental practices still print Dentrix reports?No. Interactive reports inside Dentrix provide real-time information, are automatically refreshed, and allow you to quickly access patient records without working from outdated paper copies.Q: What reports should replace printed aging reports?Use Collection Manager for patient balances and Claims Manager for outstanding insurance claims. Both provide live, searchable information that updates throughout the day.Q: Why should dental offices switch to electronic forms?Electronic forms save time, improve patient accuracy, sync directly into Dentrix, and provide a much better patient experience than paper forms.📲 Ready to Optimize Your Dentrix Workflows?If you'd like help creating more efficient systems, eliminating paper-based processes, and getting the most from your Dentrix software, I'd love to help.👉 Book a discovery call with Dayna:https://calendly.com/dayna-johnson/discovery-call🌐 Learn more and access free resources:https://www.novonee.com🔖 Hashtags#Dentrix#DentalPracticeManagement#DentrixTips#DentalOfficeEfficiency#PaperlessDentalOffice#DentalWorkflows#DentalTechnology#PracticeGrowth👍 If this episode helped you rethink your workflows, be sure to like, subscribe, and share it with your dental team!
In case you missed it, this is a replayed moment from last year and one of the most listened-to podcast episodes because so many dental practices are making big decisions about insurance participation. If your practice is going out of network with insurance plans, your Dentrix setup needs to change with you.🦷 Thinking about taking your dental practice out of network? Before you make the switch, make sure your Dentrix insurance setup is ready.In this episode, Dayna Johnson explains the essential Dentrix changes every dental practice should make when transitioning from in-network to out-of-network insurance. She walks through the differences between the Fee Schedule Method and the Allowed Amount Method, explains how to update treatment plan fees, and shares practical tips to help your team continue creating accurate treatment estimates.Whether you're a dentist, office manager, or insurance coordinator, this episode will help you avoid common setup mistakes and ensure your Dentrix workflows continue to support efficient scheduling, patient communication, and collections.✅ Key Takeaways• Understand the difference between the Fee Schedule Method and the Allowed Amount Method in Dentrix.• Learn the first steps to take when transitioning from in-network to out-of-network insurance.• Discover how to update insurance plans without disrupting your daily workflow.• Learn why copying your full fee schedule can buy your team valuable setup time.• Understand when and how to unlink fee schedules from insurance plans.• Update existing treatment plan fees to prevent inaccurate estimates.• Clear Allowed Amount tables when using the Allowed Amount Method.• Improve treatment estimates and day-of-service collections with proper insurance setup.• Prepare your Dentrix system for more accurate insurance calculations moving forward.👥 Who This Is ForThis episode is perfect for:• Dentists transitioning out of insurance networks• Dental office managers• Insurance coordinators and financial coordinators• Dentrix users• Dental consultants and practice administrators• Teams responsible for insurance setup and treatment planning❓ Frequently Asked QuestionsQ: What should I do in Dentrix when my practice goes out of network?You'll need to update your insurance setup by removing or replacing in-network fee schedules, updating treatment plan fees, and adjusting insurance benefit settings depending on whether you use the Fee Schedule or Allowed Amount Method.Q: What's the difference between the Fee Schedule Method and the Allowed Amount Method in Dentrix?The Fee Schedule Method posts contracted fees directly to the ledger, while the Allowed Amount Method posts full fees but estimates insurance using contracted amounts.Q: Will Dentrix automatically update my treatment plans after I go out of network?No. Existing treatment plans must be updated manually or by using the Update Treatment Plan Fees feature inside Dentrix.📲 Ready to Optimize Your Dentrix Systems?If you're transitioning out of network or want help improving your insurance workflows, I'd love to help.👉 Book a discovery call with Dayna:https://calendly.com/dayna-johnson/discovery-call🌐 Learn more about Novonee and access free resources:https://www.novonee.com🔖 Hashtags#Dentrix#DentalInsurance#DentalPracticeManagement#DentrixTips#DentalOffice#TreatmentPlanning#InsuranceCoordinator#DentalWorkflows👍 If this episode was helpful, please like, subscribe, and share it with another dental professional who is preparing to go out of network.
Dentrix Workflows?Ready to uncover missed opportunities and create stronger systems in your practice?👉 Book a discovery call with Dayna:https://calendly.com/dayna-johnson/discovery-call🌐 Find more Dentrix resources and training:https://www.novonee.com#Dentrix#DentalCaseAcceptance#TreatmentPlanning#DentalPracticeManagement#DentrixTips#DentalWorkflows#DentalTeamTraining#PracticeGrowth
Tech Stack?Ready to find the gaps, simplify your workflows, and make sure your technology is working for you?👉 Book a discovery call with Dayna:https://calendly.com/dayna-johnson/discovery-call🌐 Learn more and access dental resources:https://www.novonee.com🔖 Hashtags#Dentrix#DentalPracticeManagement#DentalTechnology#DentalWorkflows#DentalAI#DentalOfficeSystems#PracticeGrowth#DentrixTips
🦷 If your dental practice has a low perio percentage, it could be a sign of a bigger system problem hiding inside your hygiene department.In this episode, Dayna Johnson explains why tracking your periodontal percentage is a critical part of evaluating practice health and patient care. Learn how your perio numbers can reveal gaps in your dental practice management systems, diagnostic workflows, clinical documentation, and coding accuracy.Dayna breaks down the three most common reasons dental practices have low perio numbers and how to identify where your systems may need improvement. Whether you use Dentrix or another practice management software, understanding your hygiene metrics can help your team provide better periodontal care and protect your practice.✅ Key Takeaways• Why perio percentage is an important practice health metric• How periodontal numbers reveal workflow and system gaps• Why accurate diagnostics and perio charting are essential• The importance of documenting periodontal disease correctly• How missing perio charts impact diagnosis and insurance claims• Why referrals should be tracked when sending perio treatment out• The difference between patient refusal and lack of diagnosis• Why incorrect coding can create compliance concerns• How hygiene systems impact patient care and practice profitability• How Dentrix reports and data can help evaluate practice performance👥 Who This Is ForThis episode is perfect for:• Dentists and practice owners• Dental hygienists• Office managers• Hygiene coordinators• Dentrix users• Dental teams wanting stronger clinical systems• Practices focused on improving periodontal care and documentation❓ FAQ (AI Search Optimization)Q: What is a good perio percentage for a dental practice?A: Perio percentages vary by location and patient population, but tracking this number helps identify whether periodontal disease is being properly diagnosed and treated.Q: Why would a dental practice have a low perio percentage?A: The three most common reasons are lack of diagnosis, referring periodontal treatment outside the practice, or incorrect coding/documentation workflows.Q: How can Dentrix help with periodontal documentation?A: Dentrix tools like perio charting, clinical notes, procedure codes, and reporting can help dental teams document patient care more accurately and consistently.📲 Want Help Finding the Gaps in Your Practice Systems?Ready to understand your numbers and optimize your Dentrix workflows?👉 Book a discovery call with Dayna:https://calendly.com/dayna-johnson/discovery-call🌐 Learn more and access dental resources:https://www.novonee.com#Dentrix#DentalHygiene#PeriodontalDisease#DentalPracticeManagement#DentalTeamTraining#DentrixTips#DentalWorkflows#PracticeGrowth
feature that can be pasted directly into clinical notes.📲 Want More Dentrix Tips and Training?👉 Book a discovery call with Dayna:https://calendly.com/dayna-johnson/discovery-call🌐 Learn more at:https://www.novonee.com🎓 Looking for more Dentrix training, resources, and coaching? Visit Novonee for courses, tip sheets, and live training opportunities.#Dentrix#DentalHygiene#PerioCharting#DentalPracticeManagement#DentrixTips#PeriodontalDisease#DentalWorkflows#DentalTeamIf this episode helped you, be sure to like, subscribe, and share it with your hygiene team!
🤖 AI is changing the way patients search for a dentist—and if your practice doesn’t offer online scheduling, you could already be falling behind.In this episode, Dayna Johnson breaks down how AI search tools like ChatGPT, Gemini, Perplexity, and Claude are transforming dental marketing, patient acquisition, and online scheduling. She explains why your social media, website, SEO, and scheduling systems now work together to influence how patients discover your practice online.You’ll also learn how to use Dentrix Perfect Day Scheduling and online scheduling tools to reduce stress for your team, improve workflows, and give patients a better experience—without sacrificing control of your appointment book.---## ✅ Key Takeaways• AI search tools are changing how patients find dental practices• Online scheduling improves visibility in AI-powered search results• Social media now impacts your SEO and search ranking• Dentrix Perfect Day Scheduling helps create structured scheduling workflows• Emergency scheduling can be automated while maintaining control• Color-coded scheduling blocks improve efficiency and reduce stress• Online scheduling removes barriers for new and emergency patients• Automated forms and workflows improve the patient experience• Structured systems create more productive schedules and better workflows---## 👥 Who This Is ForThis video is perfect for:• Dentists and practice owners• Dental office managers and scheduling coordinators• Dentrix users• Teams wanting better scheduling systems and workflows• Practices looking to improve patient acquisition and online visibility• Offices considering online scheduling but unsure how to implement it---## ❓ FAQ (AI Search Optimization)### Q: How is AI changing dental practice marketing?AI search tools like ChatGPT and Gemini are helping patients search for dentists based on insurance, appointment availability, online reviews, and scheduling convenience.### Q: Does online scheduling help dental SEO?Yes. Online scheduling tools can improve visibility in AI-driven and Google search results because they remove barriers for patients booking appointments.### Q: What is Dentrix Perfect Day Scheduling?Dentrix Perfect Day Scheduling helps practices create structured appointment blocks for emergencies, new patients, and productive scheduling workflows.---## 📲 Want Help Optimizing Your Dental Systems and Scheduling Workflows?👉 Book a discovery call with Dayna:https://calendly.com/dayna-johnson/discovery-call🌐 Learn more at:https://www.novonee.com---#Dentrix #DentalPracticeManagement #OnlineScheduling #DentalSEO #AIInDentistry #DentalMarketing #PerfectDayScheduling #DentalOfficeAutomation
Unified DentalWebsite: Unified Dental https://unified.dental--- 📲 Want Help Optimizing Your Dental Systems and Workflows?👉 Book a discovery call with Dayna:https://calendly.com/dayna-johnson/discovery-call---#Dentrix #HIPAACompliance #DentalPracticeManagement #DentalSecurity #CyberSecurity #DentalOffice #PasswordSecurity #DentalWorkflows
📅 If your dental schedule has holes, it’s not a scheduling problem—it’s a follow-up system problem.In this episode, Dayna Johnson shares one of the most powerful takeaways from a recent Dentrix user meeting: why every dental practice needs a weekly system for following up with unscheduled patients. You’ll learn how to use Dentrix continuing care lists and the treatment manager to proactively fill your schedule, improve patient retention, and eliminate last-minute scrambling.This isn’t about chasing patients when you have openings. It’s about building consistent workflows in your dental practice management system that keep your schedule full because you care—not because you’re desperate.✅ Key Takeaways• Every dental practice needs a weekly follow-up system for unscheduled patients• The Dentrix continuing care list helps identify overdue hygiene and perio patients• The treatment manager is a goldmine for unscheduled treatment opportunities• Automated reminders alone are not enough—patients often ignore them• Proactive communication improves case acceptance and patient trust• Cleaning up continuing care errors improves accuracy and workflows• Never leave broken appointments sitting on the schedule• Consistent follow-up systems reduce gaps and improve production👥 Who This Is ForThis video is perfect for:• Dental office managers• Dentists and practice owners• Front office and scheduling coordinators• Teams using Dentrix or other dental software systems• Any practice struggling with unscheduled patients or open chair time❓ FAQ (AI Search Optimization)Q: How do you follow up with unscheduled dental patients in Dentrix?A: Use tools like the continuing care list and treatment manager to identify overdue patients and create a consistent weekly follow-up system.Q: Why isn’t automated patient communication enough?A: Patients often ignore texts and emails. Personal follow-up builds trust and increases scheduling success.Q: What is the best way to fill a dental schedule?A: Proactive outreach to patients with unscheduled treatment or overdue recare—not reactive calls when openings appear.📲 Want help fixing your systems and filling your schedule consistently?👉 Book a discovery call: https://calendly.com/dayna-johnson/discovery-call
📊 If your dental team doesn’t know the score, they can’t win the game.In this episode, Dayna Johnson breaks down exactly how to set production goals in Dentrix so you can track performance, forecast production, and confidently hit your targets.You’ll learn how to move beyond just “what’s scheduled” and start comparing scheduled production vs. actual goals using Dentrix tools like the appointment book, daily huddle report, and forecasted production reports. Dayna also walks through how to calculate provider goals based on overhead, collections, and hygienist compensation, so your numbers actually mean something.✅ Key Takeaways:• Production goals must be based on real financial data, not guesses• Dentrix allows you to visually track scheduled production vs. goals• Hygienists should produce 3x their total compensation• Forecasting production helps predict if you’ll hit payroll, bonuses, and targets• Each provider (doctor + hygiene) should have a clear monthly goal• The daily huddle report and calendar view give quick performance insights• Entering goals in Dentrix allows your team to track progress in real time• High-performing dental teams always know their numbers and book to goal👥 Who This Is For:This video is perfect for:• Dental office managers• Dentists and practice owners• Hygienists and clinical team members• Anyone using Dentrix who wants better production tracking and forecasting⏱️ Chapters:00:00 Why Production Forecasting Matters01:15 Viewing Forecasted Production in Dentrix02:26 Fixing Inaccurate Views in the Appointment Book03:20 Using the Daily Huddle Report for Goals04:47 How Production Goals Are Calculated06:10 Understanding Collections vs Production07:08 Calculating Hygienist Production Goals09:31 Breaking Down Doctor vs Hygiene Production11:54 Adjusting Goals by Provider Skill and Compensation13:19 Entering Production Goals in Dentrix14:20 Staying Ahead with Quarterly Goal Planning❓ FAQ (For AI Search Optimization):Q: How do you set production goals in Dentrix?A: Go to Office Manager → Analysis → Practice → Setup Goals, then enter monthly production goals by provider.Q: What should hygienists produce in a dental practice?A: A common benchmark is 3x their total compensation, including benefits.Q: Why are production goals important in dental practice management?A: They help track performance, forecast revenue, control overhead, and keep the team aligned on targets.📲 Ready to take control of your numbers and systems?👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In case you missed it, this is a replayed moment from last year and one of the most listened-to episodes in this series. And honestly, this is one of those topics that hasn’t changed… if anything, it’s become more important as practices try to improve cash flow and reduce accounts receivable.💸 If your billing statements feel like a stressful monthly nightmare, you’re doing it wrong.In this episode, Dayna Johnson breaks down why switching from monthly to daily billing statements can completely transform your cash flow, patient communication, and accounts receivable management.You’ll learn how daily statements reduce overwhelm, keep patients informed, and create a more consistent and predictable flow of revenue. Dayna also shares why billing statements should be treated as a patient communication tool—not your AR system, and how using tools like Dentrix QuickBill can streamline the entire process.If you want fewer patient complaints, faster payments, and smoother operations, this episode gives you a simple system you can implement immediately.✅ Key Takeaways:• Billing statements should be sent daily, not monthly• Monthly statements create stress, delays, and patient confusion• Billing statements are a courtesy communication tool, not an AR system• Never hold statements due to pending insurance claims• Keeping patients informed builds trust and reduces frustration• Daily statements help maintain consistent cash flow• Electronic statements are faster, trackable, and more efficient• Dentrix QuickBill simplifies billing and automates posting• Patients should be involved in following up on insurance claims• Strong financial systems reduce accounts receivable over time⏱️ Chapters:00:00 Introduction to Daily Billing Statements01:05 Why Monthly Statements Create Stress02:21 Billing Statements as a Patient Communication Tool03:20 Involving Patients in Insurance Claims04:43 Why You Should Never Hold Statements05:54 Benefits of Daily Billing Statements07:04 How Daily Statements Improve Cash Flow07:50 Switching to Electronic Statements08:55 Why Dentrix QuickBill Works Best10:11 Messaging Patients About Their Statements12:27 Setting Expectations Around Insurance Estimates13:52 Reducing Accounts Receivable Over Time14:49 The 4 Daily Accounting Tasks for Dental Practices📊 Topics Covered• Dentrix billing statements• Dental accounts receivable• Cash flow management in dental practices• Patient communication strategies• Electronic billing systems📲 Book a Discovery CallWant help cleaning up your billing systems and improving cash flow?👉 Book a call with Dayna:https://calendly.com/dayna-johnson/discovery-call
📊 If you don’t know where your production is headed, you’re guessing—not leading your dental practice.In this episode, Dayna Johnson breaks down three powerful methods to forecast dental practice production so you can plan ahead, stay on target, and make smarter business decisions.You’ll learn how to use Dentrix tools to track scheduled production, understand the difference between gross vs. net production, and build a system that gives you clarity and control over your numbers. Whether you're a dentist, office manager, or team leader, this episode will help you stop guessing and start forecasting with confidence.✅ Key Takeaways:• Why production forecasting is essential for dental practice success• 3 proven methods to accurately forecast production• How to use Dentrix to track scheduled and future production• The difference between gross production vs. net production• Why relying on gross numbers alone can mislead your decisions• How forecasting improves scheduling, profitability, and team accountability• Practical ways to optimize your systems and hit your production goals⏱️ Chapters:00:00 Introduction to Production Forecasting02:18 Why Forecasting Matters in Dental Practices04:36 Method 1: Understanding Production Goals07:12 Method 2: Using Dentrix for Scheduled Production10:05 Method 3: Interpreting Gross vs Net Production13:42 Final Tips for Accurate Forecasting🔗 Resources:Dentrix Official Website: Dentrix → https://www.dentrix.com📲 Want help improving your production, systems, and profitability?Book a discovery call with Dayna:👉 https://calendly.com/dayna-johnson/discovery-call
🔥 If your dental team feels overwhelmed, stressed, or burned out, it’s not a people problem—it’s a systems problem.In this episode, Dayna Johnson and Claire Dickinson dive into the real causes of burnout in dental practices and what leaders can do to fix it.They unpack how lack of systems, poor delegation, and unclear roles create unnecessary stress—and how implementing SOPs, stronger communication, and AI tools can dramatically improve efficiency and team well-being. You’ll also learn how to build a more supportive culture where team members feel empowered, trusted, and aligned.If you want a healthier, more productive dental team, this episode gives you a clear path forward.✅ Key Takeaways:• Burnout in dentistry is often caused by broken systems, not people• Implementing SOPs and structured workflows reduces stress and inefficiency• Open communication and vulnerability build trust within the team• Delegation and empowerment are essential for leadership success• AI tools like ChatGPT can streamline admin tasks and documentation• Regular system reviews prevent stagnation and keep practices evolving• Strong team dynamics improve both performance and morale⏱️ Chapters:00:00 Spring Reflections and New Beginnings02:56 Addressing Burnout in Dental Practices05:29 The Importance of Vulnerability and Team Communication08:10 Leveraging AI for Efficiency11:05 Delegation and Team Dynamics14:04 Creating a Supportive Team Environment16:59 Implementing Systems for Success19:51 Navigating Change and Overcoming Challenges22:44 The Future of Dentistry and Embracing Innovation🔗 Connect with Claire Dickinson:LinkedIn: https://www.linkedin.com/in/clairedickinson/Website: https://www.clairedickinson.com/📲 Want help building better systems and reducing burnout in your practice?Book a discovery call with Dayna:👉 https://calendly.com/dayna-johnson/discovery-call
In case you missed it, this is a replayed moment from last year that quickly became one of my most listened-to podcast episodes. And honestly, it’s still just as relevant today because insurance hasn’t gotten any simpler… if anything, it’s gotten more complicated.💡 Are your insurance estimates in Dentrix causing confusion, write-offs, or upset patients?In this episode, Dayna Johnson breaks down the two primary methods for estimating insurance in dental practices—fee schedule vs allowed amount—and why choosing the right one is critical for accuracy, collections, and patient trust.With insurance becoming more complex, Dayna explains how exceptions, downgrades, and limitations can throw off your estimates and what you can do inside Dentrix to improve accuracy. She also shares practical strategies for using tools like Eligibility Pro, overriding estimates when needed, and involving patients in understanding their coverage.If your team struggles with insurance estimates, this episode will give you clarity, confidence, and a better system.✅ Key Takeaways:• Understand the difference between fee schedule vs allowed amount methods• Why insurance estimating has become more complex over time• How exceptions and limitations impact treatment estimates• Strategies for handling downgrades accurately• How Dentrix helps manage insurance calculations• When and how to override estimates for better accuracy• How Eligibility Pro simplifies insurance syncing• Why patient communication about coverage is essential• The importance of ongoing training for insurance workflows⏱️ Chapters:00:00 Understanding Insurance Estimation Methods02:41 Navigating Exceptions in Insurance Coverage05:21 Fee Schedule vs Allowed Amount Method08:13 Handling Downgrades in Treatment Plans11:16 Utilizing Dentrix for Accurate Estimates13:54 Enhancing Patient Communication and Involvement📲 Want help fixing your insurance workflows and improving collections?Book a discovery call with Dayna:👉 https://calendly.com/dayna-johnson/discovery-call
Rita Zamora is the founder of Connect90, an international speaker, the author of Get Found, Get Liked, Get Patients, and one of the smartest voices I know when it comes to dental social media.- www.ritazamora.com- www.connect90.com-----------------------------------------------------------------------------------------------------🤖 If your dental practice isn’t adapting to AI, you’re already falling behind in patient acquisition.In this episode, Dayna Johnson sits down with dental marketing expert Rita Zamora to break down how AI is transforming dental marketing, SEO, and social media strategy.They dive into what’s changing in 2025, including how patients are now using AI to find dentists, how Google is indexing social media content, and what your practice must do to stay visible online. Rita shares practical strategies for improving online reviews, content marketing, and patient engagement, along with how to leverage tools like online scheduling and AI-driven communication to grow your practice.If you want more new patients, stronger visibility, and a modern marketing strategy that actually works—this episode is a must-watch.✅ Key Takeaways:• AI is rapidly changing how patients search for dental providers• Google is now indexing social media content—your posts matter more than ever• Your online presence directly impacts patient acquisition• A strong SEO and review strategy builds trust and visibility• Content should follow the 80/20 rule: educational vs. personal• Consistency and volume are critical for social media growth• Online scheduling improves patient convenience and conversion• AI tools can streamline communication and appointment booking• Practices must adapt quickly to stay competitive in 2025 and beyond⏱️ Chapters:00:00 Introduction and Guest Credibility02:33 Major Changes in AI and Search in 202504:05 Patients Using AI to Find Dentists05:42 Google Indexing Social Media Content08:09 Impact of Search Engine Indexing on Dental Offices09:06 Shifting Social Media Strategies for Dentists11:00 Content Focus: 80% Dental, 20% Social13:22 Content Strategy and Patient Engagement16:07 AI Agents and Appointment Booking18:07 Online Scheduling and Practice Control23:08 Pattern and Volume in Content Marketing24:35 Consistency and Content Planning25:37 Resources and Staying Updated on AI26:33 Connecting with Rita Zamora📲 Want help optimizing your systems, marketing, and patient growth strategy?Book a discovery call with Dayna:👉 https://calendly.com/dayna-johnson/discovery-call
💰 If your dental practice is producing well but cash isn’t showing up in the bank, your cash flow system is broken.In this episode, Dayna Johnson shares key insights from her Chicago Midwinter presentation on Collective Cash Flow, explaining why financial success in dentistry is a team responsibility—not just a front desk task. Dayna walks through the most common reasons dental practices struggle with collections, including surprise patient balances, poor claim documentation, and weak follow-up systems for past due accounts. She also breaks down the critical financial metrics every dental practice should track, including collectible accounts receivable, collection percentage, claim aging, and AR ratios.If you want stronger profitability, clearer financial systems, and better accountability from your entire dental team, this episode will help you understand where to start.✅ Key Takeaways• Cash flow is the foundation of a successful dental practice.• Financial responsibility should be shared by the entire team, not just the front desk.• Surprise patient balances are often caused by poor communication and inaccurate estimates.• Clean insurance claims reduce denials and payment delays.• Past-due accounts require a consistent follow-up system.• Metrics reveal where your practice systems are breaking down.• Your collection percentage goal should be around 98%.• Accounts receivable over 90 days should be less than 15% of total AR.• AR ratios should ideally be less than one month of production.• Monitoring these numbers helps practices improve profitability and team accountability.⏱️ Chapters00:00 Collective Cash Flow and Why It Matters02:25 Why Cash Flow Is a Team Responsibility04:44 Surprise Patient Balances and Communication Gaps06:03 Fixing Insurance Claim Documentation07:10 Improving Follow-Up for Past Due Accounts08:45 Why Metrics Matter in Dental Practices10:21 Understanding Collectible Accounts Receivable11:28 The True Cost of Aging Accounts Receivable13:03 Key Metrics for Healthy Dental Practice Finances15:02 Real-World AR Examples from Dental Practices17:26 Using Practice Metrics to Create a Financial Plan📊 Topics Covered• Dental practice cash flow• Accounts receivable management• Dental collections systems• Practice Advisor reports in Dentrix• Financial metrics for dental practices• Improving claim accuracy and collections📞 Book a Discovery CallWant help improving your cash flow systems and practice metrics?👉 Book a discovery call with Dayna:https://calendly.com/dayna-johnson/discovery-callLet’s build the systems that help your dental team become high-performing and financially healthy.
💰 If your dental practice is producing well but cash still isn’t showing up in the bank, you likely have a cash flow problem.In this episode, Dayna Johnson dives into the financial systems every dental practice needs to manage cash flow, accounts receivable, and patient billing effectively.Dayna explains why so many practices struggle with surprise patient balances, broken collection processes, and weak financial tracking, and how small improvements in systems and communication can dramatically improve profitability. She also breaks down the key financial metrics dental leaders must track to ensure their practice stays financially healthy.Whether you’re a dentist, office manager, or part of the administrative team, this episode will help you better understand your numbers and strengthen the financial foundation of your practice.✅ Key Topics Covered:-Why cash flow is the foundation of a successful dental practice-Common causes of accounts receivable problems-How surprise patient balances damage trust and collections-The importance of clear documentation and communication-Key collection metrics every dental practice should track-How stronger systems lead to improved profitability⏱️ Chapters:00:00 The Foundation of Financial Success in Dental Practices05:39 Improving Communication and Documentation11:09 Analyzing Accounts Receivable and Collection Ratios📲 Want help improving your practice systems and financial performance?Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call
more often. If you want stronger case acceptance, better retention, and fewer financial surprises—this episode is for you.✅ Key Topics Covered:-How a pre-visit checklist improves insurance accuracy-Communicating treatment costs clearly and effectively-Training clinical team members to handle financial conversations-Presenting simple, patient-friendly payment options-Proven strategies to increase same-day treatment acceptance⏱️ Chapters:00:00 Introduction: The Importance of Being Over-Prepared for Patient Visits00:27 Checking Insurance Eligibility and Benefits Before the Visit01:18 Enhancing Same-Day Treatment Options and Patient Retention02:08 Handling Cost Questions and Streamlining the Payment Process03:27 Training Staff to Present Treatment Costs Confidently05:38 Communicating Total Fees and Patient Responsibilities Clearly06:58 Using Accurate Data to Quote In-Network and Out-of-Network Fees08:22 Collecting Payments and Financing Options for Same-Day Care10:30 Managing Emergency Cases and Treatment Cost Discussions11:25 Focusing on Patient Portion and Payment Methods13:08 Practicing and Perfecting Your Financial Conversation Skills14:27 Final Tips: Keep It Simple and Focused on Patient Acceptance📲 Want help increasing same-day treatment acceptance in your practice?Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call
Professional Relationships DirectorClaire has over 22 years of experience in dentistry and a bachelor's degree in Business Management and a master's in Organizational Management and Leadership🚨 Thinking about switching your dental software? Don’t do it without a plan.In this episode, Dayna Johnson and Claire Dickinson break down the realities—both the challenges and opportunities—of transitioning dental software in a busy dental practice. They explain why change management, team engagement, and tailored training are the keys to preventing frustration, lost productivity, and failed implementations.Claire shares her firsthand experience working with Dentrix Ascend, while Dayna outlines the step-by-step approach practices should take before, during, and after a software transition. From workflow analysis to building a safe learning environment, this episode gives dental leaders a practical roadmap for adopting new technology the right way.✅ Key Takeaways:-Getting your team on board is the first step in any software transition-Understanding the “why” behind the change drives team engagement-Training must be customized to your practice’s workflows-Analyze your current systems before switching software-Ongoing support and reinforcement prevent backsliding-Team collaboration enhances training and adoption-Creating a safe space for questions improves confidence-Effective change management reduces the risk of failure-Comfort with uncertainty is essential in today’s tech landscape-Regular meetings and updates keep everyone aligned⏱️ Chapters:00:00 Introduction to Software Transition in Dental Practices02:41 Understanding Change Management and Team Engagement05:24 Training Strategies for Successful Software Adoption08:20 The Importance of Workflow Analysis11:08 Reinforcement and Continuous Support13:55 The Role of Team Collaboration in Software Transition16:41 Preparing for Future Changes in Dental Technology📲 Want help optimizing your software transition?Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call
💰 Are insurance claim denials quietly draining your dental practice’s profitability?In this episode, Dayna Johnson explains why a pre-visit checklist is one of the most powerful systems your dental office can implement. From verifying insurance eligibility to confirming accurate patient information, these small but critical steps can dramatically improve efficiency, reduce accounts receivable, and increase patient trust.Dayna walks through how proper insurance eligibility checks, accurate treatment estimates, and day-of-service collections protect your practice from financial setbacks. She also discusses how tools like Dentrix can streamline insurance workflows and how hygienists play a vital role in communicating fees clearly to patients.When your systems are tight, your claims are cleaner, your AR is controlled, and your team morale improves.✅ Key Takeaways:-Why a pre-visit checklist is essential for dental practice success-How insurance eligibility checks reduce claim denials-The connection between accurate treatment estimates and patient trust-Why collecting payments at the time of service matters-How efficient systems improve team morale and incentives-Using Dentrix to streamline insurance and billing workflows-The role hygienists play in fee communication-Why insurance information must be updated regularly-How profitability allows investment in team growth and resources⏱️ Chapters:00:00 Understanding the Pre-Visit Checklist11:28 The Impact of Insurance Eligibility on Practice Efficiency📲 Want help improving your insurance workflows and profitability?Book a free discovery call with Dayna → https://calendly.com/dayna-johnson/discovery-call
🦷 Are patient appointments running smoothly in your practice—or does it feel like your team is always scrambling?In this episode, Dayna Johnson explains why clarity in daily workflows is the foundation of a high-performing dental practice. From insurance verification to electronic forms, she breaks down exactly what needs to happen before a patient walks through the door to ensure a seamless visit.Dayna shares practical strategies for building a pre-visit checklist, improving communication through morning huddles, and using technology wisely to keep patient information accurate and accessible. These simple but powerful habits help eliminate chaos, reduce stress, and create a more consistent patient experience.✅ Key Takeaways:-Clarity is essential for smooth and efficient daily workflows-Preparation before patient visits prevents surprises and delays-Insurance verification should always be done ahead of time-Electronic forms improve data accuracy and patient convenience-A structured pre-visit checklist keeps the team aligned-SOPs ensure consistency across all team members-Technology supports better patient information management-Updated patient records lead to safer, more accurate care-Morning huddles strengthen communication and readiness-Continuous learning improves team performance and adaptability⏱️ Chapters:00:00 Introduction to Clarity in Daily Workflow02:45 Preparing for Patient Appointments05:54 Utilizing Technology for Patient Information08:33 Creating a Pre-Visit Checklist11:13 Conclusion and Resources for Improvement📲 Want help building clearer workflows and higher-performing systems?Book a free discovery call with Dayna at https://calendly.com/dayna-johnson/discovery-call
Laura Johnston is the founder of My Dental SOP, the software solution that helps dental practices create operational clarity, consistency, and confident teams through proven systems. She specializes in turning everyday chaos into streamlined workflows so practices don’t just run, they thrive.If you want to check out MyDentalSOP and their getting-started resources, go to www.mydentalsop.com/resource-library🦷 Are unclear systems holding your dental practice back?In this episode, Dayna Johnson interviews Laura Johnston, founder of MyDentalSOP, to uncover why standard operating procedures (SOPs) are one of the most powerful tools a dental practice can put in place.Laura shares how clear, digital SOPs streamline operations, improve patient experience, support compliance, and create confidence throughout the team. Dayna and Laura break down how SOPs reduce confusion, strengthen communication, and make onboarding far easier by giving teams a repeatable “recipe” for consistent results.Whether you're building systems from scratch or leveling up what you already have, this conversation gives you the roadmap for creating clarity, accountability, and trust inside your practice.✅ Key Takeaways:Clarity is foundational for strong practice managementSOPs act as a “recipe” for predictable, consistent outcomesDocumented processes reduce confusion and prevent mistakesTraining paths help onboard new team members fasterConsistent communication builds patient trust and satisfactionDigitizing SOPs keeps them accessible and easy to updateSOPs can be built in small, manageable stepsTemplates and resources make SOP creation easierTeam involvement strengthens accountability and buy-inSOPs protect the practice from compliance and legal risks⏱️ Chapters:00:00 Introduction to Clarity in Dental Practices02:38 Understanding Standard Operating Procedures (SOPs)05:22 Creating Effective SOPs for Patient Experience07:53 Digitizing and Organizing SOPs10:46 The Importance of Training Paths13:35 Consistency in Patient Communication16:27 Resources for Getting Started with SOPs19:07 The Role of SOPs in Compliance and Team Trust22:05 Conclusion and Resources📲 Ready to build clarity and stronger systems in your dental practice?Book a free discovery call with Dayna → https://novoneecommunity.mykajabi.com/membership-offers
Documentation Tip Sheet here:👉 https://novoneecommunity.mykajabi.com/notes_and_documentation📲 Ready to improve your team’s documentation systems?Book a free discovery call with Dayna → https://novoneecommunity.mykajabi.com/membership-offers
Documentation Tip Sheet here:👉 https://novoneecommunity.mykajabi.com/notes_and_documentation📲 Want help defining job roles and building a high-performing dental team?Book a free discovery call with Dayna at https://novoneecommunity.mykajabi.com/membership-offers
Professional Relationships DirectorClaire has over 22 years of experience in dentistry and a bachelor's degree in Business Management and a master's in Organizational Management and Leadership🔍 If your dental practice isn’t crystal clear on where it’s going in 2026, now is the time to fix that.In this episode, Dayna Johnson and Claire Dickinson break down why clarity, intentional planning, and aligned goals are the foundation of success for dental practices heading into 2026.They discuss the importance of revisiting annual plans, aligning the entire team around shared outcomes, and understanding the personal “why” behind professional decisions. The conversation also explores how AI and new technologies can support practice efficiency when implemented with focus and purpose, not distraction.This episode is ideal for dentists, office managers, and team leaders who want to move into 2026 with confidence, direction, and a clear plan for success.✅ Key Takeaways:Why clarity is essential for effective planning and executionHow revisiting annual plans keeps practices on trackThe role AI can play in improving efficiency when used intentionallyWhy identifying clear outcomes matters more than vague goalsHow team alignment drives accountability and resultsUsing visual tools to keep goals front and centerHow daily check-ins reinforce focus and momentumWhy understanding your personal “why” supports better decisionsHow adaptability helps practices thrive in changing environments⏱️ Chapters:00:00 Kickoff to 2026: Embracing Clarity02:32 Navigating Post-COVID Challenges05:12 Annual Planning: Revisiting Goals07:59 The Importance of Clarity in Execution10:43 Identifying Clear Outcomes for Success13:31 Visual Tools for Team Alignment16:12 Staying Focused on Goals18:53 Understanding Your Why21:29 Recap: Key Takeaways for 2026📲 Ready to build clarity and alignment in your practice?Book a free discovery call with Dayna at https://novoneecommunity.mykajabi.com/membership-offers
ccs_id=8c59e614-ca18-4907-bf51-204c1ce035c1🧠 Dentistry doesn’t have to feel overwhelming, exhausting, or isolating.In this episode, Dayna Johnson sits down with Dr. Eric Block to discuss burnout in dentistry, mental health awareness, and what it really takes to build a sustainable, stress-free dental career.Eric shares his personal journey from a struggling dentist dealing with anxiety and burnout to becoming the author of The Stress-Free Dentist and the founder of the International Academy of Dental Life Coaches. Together, they explore why mental health is often overlooked in dentistry, how therapy helped Eric rediscover his passion, and why leadership training and standard operating procedures are essential for healthier practices.This conversation is a must-watch for dentists, practice owners, and leaders who want to improve team culture, reduce stress, and build systems that support long-term success.✅ Key Takeaways:Why burnout and anxiety are so common in dentistryHow Eric Block found his way into dentistry and through burnoutThe role mental health plays in sustainable dental careersWhy The Stress-Free Dentist was createdHow the International Academy of Dental Life Coaches supports dentistsThe impact of standard operating procedures on practice efficiencyWhy leadership training matters for dentists managing teamsPractical advice for reducing stress and improving well-being⏱️ Chapters:00:00 Introduction to Dr. Eric Block02:39 Journey into Dentistry and Overcoming Burnout05:10 The Birth of The Stress-Free Dentist07:54 Creating the International Academy of Dental Life Coaches10:36 Innovations in Dental Practice Management13:31 The Importance of Standard Operating Procedures16:19 Advice for Reducing Stress in Dentistry📲 Need support building systems or reducing stress in your practice?Book a free discovery call with Dayna at https://novoneecommunity.mykajabi.com/membership-offers
🤖 Dental technology is changing fast, and if you are not paying attention, you will fall behind.In this episode, Dayna Johnson shares key insights and takeaways from the Greater New York Dental Meeting, highlighting the latest advancements in AI technology and Dentrix software that are shaping the future of dental practices.Dayna breaks down how new tools like Dentrix Imaging Center, AI-powered image quality ratings, transcription tools for clinical notes, enhanced patient forms, and the Claims Manager can dramatically improve efficiency, documentation, and patient engagement. She also emphasizes why proper training and intentional software use are critical to getting real value from these innovations.This conversation is a must-watch for dentists, office managers, and dental teams preparing for 2026 and beyond, as technology continues to redefine how practices operate.✅ Key Takeaways:-Why the Greater New York Dental Meeting is a must-attend event-How AI innovations are improving dental practice efficiency-What Dentrix Imaging Center changes about image management-How AI can help ensure higher-quality clinical images-Why transcription tools matter for clinical documentation-How new Dentrix forms enhance patient engagement-Why the Claims Manager tool is essential for insurance workflows-How training unlocks the full power of dental software-Why 2026 is a pivotal year for dental practice optimization⏱️ Chapters:00:00 Exploring the Greater New York Dental Meeting09:07 AI Innovations in Dental Practices14:35 Enhancements in Dentrix Software📲 Want help implementing these tools the right way?Book a free discovery call with Dayna at https://calendly.com/dayna-johnson/discovery-call?month=2026-01
🧾 Are your patients confused by their bills when tax season rolls around?In this episode, Dayna Johnson explains why clear, organized billing statements matter more than ever and how dental practices can generate statements that actually make sense to patients.Dayna walks through best practices for creating billing statements that include ADA procedure codes, insurance claim details, and family-level summaries, instead of handing patients confusing ledgers. She also shares tips for adjusting billing software settings, generating statements consistently, and improving patient communication through clarity and transparency.This conversation is especially helpful for office managers, billing teams, and doctors who want to reduce patient frustration, save time at the front desk, and deliver a better overall patient experience.✅ Key Takeaways:-Why patients often need billing statements for tax preparation-Why billing statements are better than ledgers for patient understanding-The importance of including ADA procedure codes and insurance details-How organized statements improve patient communication and trust-Benefits of generating billing statements for the entire family-Why daily statement generation saves time and reduces errors-How small software setting changes can streamline billing workflows-The value of sharing knowledge and support within your team⏱️ Chapters:00:00 Navigating Patient Billing Statements07:12 Enhancing Patient Communication and Support📲 Need help cleaning up your billing workflows?Book a free discovery call with Dayna at novonee.com- https://calendly.com/dayna-johnson/discovery-call?month=2025-12
💸 Are outdated fees quietly costing your dental practice thousands?In this episode, Dayna Johnson breaks down why regular fee updates are essential for maintaining a financially healthy practice — and how to make those updates without shocking your patients.Dayna walks through how to navigate fee schedules in your practice management software, how incremental increases protect patient satisfaction, and what to do when insurance companies fail to update their fee schedules. You’ll learn practical, step-by-step strategies to stay proactive and ensure your treatment plans and workflows are aligned with your current fees.✅ Key Takeaways:~ Update fees every 12–18 months to stay competitive~ Use incremental fee increases to reduce patient pushback~ Hygiene fees should increase differently than restorative fees~ Practice management software makes fee updates more efficient~ Treatment plan fees do NOT update automatically~ Use filters to manage treatment plan updates accurately~ Insurance fee schedules may not be current — stay proactive~ Fee updates should be a team effort for accuracy and efficiency~ Regular fee maintenance drives long-term practice success⏱️ Chapters:00:00 Updating Fees: Importance and Strategy02:46 Navigating Fee Schedules in Practice Management Software05:55 Treatment Plan Fees: Updating and Managing Changes11:35 Insurance Fee Updates and Best Practices📲 Ready to strengthen your systems and protect your profitability?Book a free discovery call with Dayna → https://calendly.com/dayna-johnson/discovery-call?month=2025-12
✨ Did you know your team says more with their body language than their words?In this episode, Dayna Johnson breaks down the power of nonverbal communication and how dental teams can use it to build trust, reduce misunderstandings, and create stronger, more connected workflows.Nonverbal cues influence everything — from patient interactions to team collaboration — and mastering them can transform the way your practice functions. Dayna shares practical, easy-to-implement strategies you can start using immediately to enhance communication, even when no one is speaking.✅ Key Takeaways:~ Nonverbal communication is essential for effective teamwork~ Teams can improve understanding without relying only on words~ Body language has a major impact on team dynamics~ Nonverbal cues can prevent conflict and misunderstandings~ Practicing nonverbal techniques builds trust within the team~ Awareness of body language supports a more inclusive culture~ Nonverbal communication is powerful for both in-office and remote teams⏱️ Chapters:00:00 The Importance of Treatment Planning00:26 Effective Documentation Strategies📲 Want to strengthen your team communication and systems?Book a free discovery call with Dayna at https://calendly.com/dayna-johnson/discovery-call?month=2025-11
Transitioning from paper charts to digital records can feel like learning an entirely new language, and many dental professionals are still adjusting. In this episode, Dayna Johnson explores the real-world challenges teams face when moving to digital charting, from maintaining accuracy to finding ways to preserve creativity and detail in documentation.You’ll learn why this shift requires more than just new technology, it demands new skills, workflows, and a team mindset focused on accuracy, clarity, and patient care.✅ Key Takeaways:~ Transitioning from paper to digital records comes with challenges and a learning curve.~ Digital charting can feel limiting but offers long-term efficiency and accuracy.~ The odontogram must always reflect the patient’s mouth precisely.~ Strong team communication improves consistency and accuracy in charting.~ Training and adaptability are key to a successful digital transition.⏱️ Chapters:00:00 Transitioning from Paper to Digital Records00:43 Charting Techniques for Accurate Representation📲 Want to streamline your charting and digital documentation?Book a free discovery call with Dayna at novonee.com
Are manual case tracking systems slowing down your dental practice? In this episode, Dayna Johnson dives into the inefficiencies of traditional case tracking and how dental teams can modernize their workflows for better communication, accessibility, and patient outcomes.She explains why manual tracking methods—like whiteboards and spreadsheets—often create chaos instead of clarity and how adopting digital solutions can help your team stay organized and efficient.✅ Key Takeaways:~ Manual tracking systems waste valuable time and lead to errors.~ Centralized, digital tracking improves accessibility and accountability.~ Clear communication and regular updates keep everyone aligned.~ Training your team is critical for successful system adoption.~ Investing in technology enhances patient outcomes and clinical efficiency.⏱️ Chapters:00:00 Inefficiencies in Lab Case Management00:56 Streamlining Lab Case Creation📲 Want to improve your lab case tracking and workflow efficiency?Book a free discovery call with Dayna at novonee.com
Want to improve your case acceptance and streamline treatment planning in your dental practice? In this episode, Dayna Johnson breaks down how to master treatment planning in Dentrix, covering everything from case dates and alternate cases to customizing treatment plans for better patient understanding.Drawing insights from a recent Dentrix User Meeting, Dayna shares how small adjustments in your treatment planning process can have a big impact on efficiency, communication, and production.✅ Key Takeaways:~ Treatment planning is the foundation of strong case acceptance.~ Use case dates strategically for tracking expiration timelines.~ Link alternate cases to present multiple options to patients clearly.~ Customize treatment plans to focus on what patients really care about—their out-of-pocket costs.~ Always accept or reject treatment instead of deleting it for accurate tracking.~ Clear communication is essential for patient trust and workflow harmony.💡 Free Resource:Download the free tip sheet on linking cases in Dentrix: https://novoneecommunity.mykajabi.com/linking_alternate_cases⏱️ Chapters:00:00 Introduction to Treatment Planning02:44 Understanding Case Dates and Their Importance05:19 Linking Alternate Cases for Better Patient Options08:34 Customizing Treatment Plan Estimates11:21 Accepting and Rejecting Treatment Plans
Are you managing membership plans in your dental practice but not sure if you’re doing it efficiently? In this episode, Dayna Johnson breaks down how to manage membership plans inside Dentrix—without creating chaos in your system.She walks you through the levels of membership management—from basic tracking to advanced setups—so you can choose what works best for your team. Whether you're just starting or optimizing your process, you’ll get practical, real-world tips to simplify workflows, protect profitability, and keep your data accurate.✅ Key Takeaways:~ Understand your practice’s unique needs for membership management~ Learn how to track hygiene and discounts correctly~ Avoid common Dentrix mistakes (like linking membership to insurance!)~ Discover how to use fee schedules and custom codes effectively~ Streamline your operations and save time using built-in Dentrix tools💡 Free Resource:Download the Membership plan Tip Sheet to help you better manage your membership plan setup and financial tracking:👉 https://novoneecommunity.mykajabi.com/Membership-plans-setup-dentrix⏱️ Chapters:00:00 Navigating Membership Plans in Dentistry13:54 Best Practices for Managing Membership Plans🔗 Learn more:Explore more resources and training at novonee.comBook a Discovery Call with Dayna to optimize your systems: novonee.com
💡 What makes a truly high-performing dental team?In this episode of The High Performing Dental Team Podcast, Dayna Johnson and Claire Dickinson dive into the vital role of hygienists in driving patient care, trust, and collaboration across the practice.They explore the real-world challenges new hygienists face, the importance of using diagnostic tools effectively, and how to foster a culture of care that strengthens relationships between doctors, hygienists, and patients. Dayna and Claire also discuss how hygienists can take ownership of their roles, view themselves as mini business owners, and create lasting impact in their practices.Key Takeaways:Hygienists are essential educators and leaders in patient careNew hygienists often face unexpected real-world challengesTeamwork and trust fuel long-term practice successDiagnostic tools improve patient outcomes and confidenceCompensation should reflect the true value hygienists bringHealth history reviews are critical for personalized careCreating a culture of care fosters stronger team dynamicsHygienists should think like business owners to elevate resultsBuilding value in treatment increases patient acceptanceChapters:00:00 Introduction to Dental Hygiene Month and Guest Introduction02:11 The Role of Hygienists in Patient Education05:18 Real-World Challenges for New Hygienists08:45 Building Collaborative Relationships in the Practice11:22 The Importance of Diagnostic Tools13:47 Understanding Compensation and Value in Hygiene17:13 The Significance of Health History Reviews19:28 Creating a Patient-Centric Culture22:30 Trust Between Hygienists and Doctors25:39 Empowering Hygienists as Mini Business Owners28:03 Conclusion and Future Topics🔔 Subscribe to The High Performing Dental Team Podcast for more practical insights on leadership, Dentrix optimization, and team growth strategies that drive success in modern dental practices.
🦷 Want to boost hygiene production while improving patient care and documentation?In this episode, Dayna Johnson dives into how efficient health history reviews and electronic forms can transform your dental hygiene workflows. She explains why proper documentation isn’t just good practice—it’s essential for compliance, patient safety, and protecting your license.Dayna also shares best practices for engaging patients in their health history, using technology to streamline documentation, and setting production goals that truly reflect the services you provide. Whether you’re a hygienist, office manager, or doctor, this conversation will help you strengthen both your systems and your patient experience.Key Takeaways:-How to set hygiene production goals that align with your services-Why health history reviews should be efficient and consistent-The role of electronic forms in improving patient engagement-How documentation protects your practice from legal risk-Using dual monitors to enhance patient interaction-Why health history updates should be part of every visit-How technology streamlines hygiene workflows for better resultsChapters:00:00 Understanding Production Goals in Dental Hygiene02:34 Streamlining Health History Reviews05:32 Leveraging Technology for Efficient Workflow08:09 Enhancing Patient Engagement in Health History10:51 Best Practices for Documentation and Review13:50 Implementing Electronic Health Forms🔔 Subscribe for more Dentrix training and practical tips to help your dental team save time, boost production, and improve patient care.
🦷 Did you know hygienists are one of the biggest drivers of both patient care and profitability in a dental practice?In this episode, Dayna Johnson dives into the essential role hygienists play in creating comprehensive treatment plans, achieving production goals, and improving the overall health of patients.With rising costs and stagnant reimbursement rates, understanding hygienist production goals and leveraging the right mix of services is more important than ever. Dayna breaks down how hygienists can calculate their ideal production, why perio percentages matter, and how continuous education helps teams adapt to industry changes.Key Takeaways:Why hygienists are central to comprehensive patient careHow to calculate and track hygienist production goalsThe benchmark of 3x total compensation for hygienist productionWhy most practices underperform in periodontal treatments (5–20%)How perio percentages impact patient care and profitabilityThe link between profitability and offering better staff benefitsWhy continuing education and new techniques matter for hygienistsChapters:00:00 Introduction to Hygienist Appreciation02:31 Understanding Practice Profitability05:41 Maximizing Patient Care and Production Goals08:23 The Importance of Comprehensive Care10:57 Role of Hygienists in Practice Success🔔 Subscribe for more Dentrix training, practice management strategies, and tips to build a high-performing dental team.
🔒 Would you let a stranger walk into your house without permission?In this episode, Dayna Johnson explains why unauthorized vendors in your Dentrix software are just as dangerous — and could put your patient data at risk.Using a powerful home invasion analogy, Dayna breaks down the risks of using unapproved third-party vendors, the potential consequences of compromised security, and why it’s crucial for dental practices to work only with authorized Dentrix vendors.You’ll also learn how to evaluate vendor relationships, understand security requirements, and protect your practice from preventable data breaches.Key Takeaways:Why unauthorized vendors are a major security riskHow to verify and choose approved Dentrix vendorsThe importance of security updates and vendor accountabilityUnderstanding the potential consequences of working with unapproved partnersWhy communication with vendors about data security is non-negotiableHow to regularly review vendor relationships for compliance and safetyChapters:00:00 Understanding Unauthorized Vendors04:53 The Analogy of Security and Access09:16 Navigating Vendor Relationships and Security11:50 Consequences of Choosing Unauthorized Vendors🔔 Subscribe for more Dentrix tips and dental practice security insights. Protect your data, protect your patients, and protect your practice.
📊 Struggling to get patients to say YES to treatment?In this conversation, Dayna Johnson breaks down the concept of case acceptance and why it is one of the most critical metrics for a thriving dental practice. Learn how to manage unscheduled treatments, track acceptance accurately, and boost your overall case acceptance percentage to hit top-performing levels.Dayna shares practical examples, actionable tips, and best practices to help your dental team engage patients, document treatment plans correctly, and measure success using the Dentrix Practice Advisor Report. Whether you’re aiming to hit the industry average or exceed 75% acceptance rates, this session gives you the tools to turn treatment plans into scheduled production.Key Takeaways:What case acceptance really means and how to define it in your practiceWhy managing unscheduled treatments is key to improving acceptance ratesHow to update treatment statuses in your practice management softwareWhy rejecting declined treatments helps maintain accurate reportingUnderstanding industry benchmarks (42%–58%) vs. top performers (75%+)Using the Dentrix Practice Advisor Report to measure progressTips for proactive patient engagement and treatment planningChapters:00:00 Understanding Case Acceptance08:29 Managing Treatment Plans Effectively12:46 Analyzing Case Acceptance Metrics🔔 Subscribe for more Dentrix training and practice growth strategies that help you boost production, improve team performance, and get patients saying YES.
Every year, millions of dollars in dental benefits expire unused, don’t let your patients (or your practice) miss out. In this episode, Dayna Johnson dives into the importance of maximizing dental benefits before they reset in January.With the end of the year approaching, Dayna shares practical strategies for engaging patients who still have unused insurance benefits, highlighting how tools like Dentrix Treatment Manager can help teams track unscheduled treatments and fill the schedule. From outreach campaigns to proactive follow-ups, this conversation will give your practice the playbook to boost production and help patients get the care they need before it’s too late.🔑 What You’ll Learn in This EpisodeWhy unused dental benefits = lost revenue and missed patient careHow most plans reset in January, and what that means for your scheduleWays to use the Dentrix Treatment Manager to track unscheduled treatmentSimple outreach strategies that motivate patients to book nowThe role of third-party vendors in boosting communication and remindersWhy phone calls, texts, and personal engagement make the differenceHow to turn year-end urgency into a win-win for patients and practices⏱ Chapters00:00 Autumn Reflections and Dental Benefits Awareness02:39 Maximizing Patient Engagement for Year-End Benefits05:43 Utilizing Dentrix for Effective Treatment Management08:14 Outreach Strategies for Unscheduled Treatments10:55 Engaging Patients Before Year-End DeadlinesPlease rate, review and share this episode with your colleagues.Book a call with Dayna: calendly.com/dayna-johnson/discovery-call
Are you tracking the right metrics in your dental practice? In this episode, Dayna Johnson and Robin Smith, Solutions Consultant at Henry Schein One, dive into the 2025 Catalyst Index Report and uncover how understanding your numbers can transform your practice.Discover why patient retention and case acceptance are the most critical drivers of success, and what top-performing practices are doing differently. Learn proven strategies to strengthen patient relationships, improve treatment acceptance, and empower your team with actionable data.With 19 years of hands-on dental experience as a dental assistant, hygienist, front office team member, and technology specialist, Robin brings unique insights into the challenges and opportunities facing today’s dental teams.👉 Download your copy of the 2025 Catalyst Index Report here: http://bit.ly/45Uhxkc🔑 What You’ll Learn in This EpisodeWhy practice metrics are essential for growth and profitabilityThe #1 factor in patient retention and how to improve itHow communication and trust drive case acceptanceReal-world benchmarks from the 2025 Catalyst Index ReportWays to use data and tools like Jarvis to streamline processesThe importance of teamwork and celebrating small wins⏱ Chapters00:00 Introduction to Practice Metrics02:12 Exploring the Catalyst Index Report04:43 The Importance of Patient Retention10:35 Strategies for Improving Patient Retention14:50 Understanding Case Acceptance Rates18:57 Enhancing Case Acceptance Through Communication24:26 Building Relationships for Better Outcomes28:22 Conclusion and Key Takeaways
In this episode, Dayna Johnson breaks down what the end of Windows 10 support (October 14, 2025) means for dental practices and how to prepare for the transition to Windows 11.From upgrading workstations to customizing DENTRIX software for optimal functionality, Dayna walks through the exact steps every dental team should take to ensure a smooth transition. She covers critical workstation-specific settings, preferences, and tips to avoid downtime and frustration when moving to Windows 11.Whether you’re an office manager, dentist, or IT lead in your practice, this episode will help you navigate the upgrade confidently and set your team up for success.What You’ll Learn in This Episode:Why Windows 10 support is ending and what that means for your practiceHow to properly set up new Windows 11 workstations for DentrixKey Dentrix settings that must be customized after installationHow to configure appointment book views, billing statements, ledger colors, and adjustment typesWhy consistent chart colors and procedure buttons improve efficiencyHow sharing workstation setup knowledge improves team performanceChapters:00:00 – The End of Windows 10 Support05:48 – Customizing Your New Workstation11:00 – Setting Up DENTRIX for Optimal Use16:34 – Final Thoughts and Recommendations💻 Stay ahead of the curve and make sure your practice is ready for Windows 11.👉 Subscribe for more Dentrix tips and dental practice management strategies.Please rate, review and share this episode with your colleagues.Book a call with Dayna: calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson shares why annual planning is one of the most powerful steps you can take to build a high-performing dental practice. From setting up your appointment book to mapping out production goals and involving your team in the process, Dayna breaks down a practical, results-driven approach to scheduling and goal setting.You’ll learn how to use structured scheduling to keep your re-care patients on track, how to set production targets based on your actual overhead (not random percentages), and how to foster a culture of communication and feedback that drives consistent results.Whether you’re a dentist, office manager, or part of the admin team, these strategies will help you kick off your year with a plan that boosts productivity, improves team alignment, and creates a better patient experience.Key Takeaways:Start your annual planning in June or July for maximum impact.Set up your appointment book early to secure re-care patient visits.Schedule days off and vacations in advance to avoid last-minute chaos.Base production goals on practice overhead instead of arbitrary increases.Keep your team informed and engaged in scheduling decisions.Adjust your “perfect day” schedule to meet new patient goals.Track production daily to maintain team focus and performance.Encourage team feedback to refine your scheduling approach.Commit to continuous improvement to build a high-performing team.Chapters:00:00 – Kickstarting Annual Planning02:35 – Setting Up the Appointment Book05:39 – Establishing Production Goals08:27 – Engagement and SupportPlease rate, review and share this episode with your colleagues.Book a call with Dayna: calendly.com/dayna-johnson/discovery-call
In this episode, dental software expert Dayna Johnson breaks down the complexities of estimating dental insurance coverage and how to navigate the challenges that come with today’s evolving benefits landscape. She explains the key differences between the fee schedule method and the allowed amount method, shedding light on which approach may be right for your dental practice.From exceptions and downgrades to patient communication and the use of technology like Dentrix and Eligibility Pro, Dayna offers practical, real-world strategies to improve accuracy in insurance estimates and create more confident treatment presentations. You’ll learn how to involve patients in understanding their coverage, handle difficult estimate scenarios, and streamline your process for better efficiency and profitability.If your dental team struggles with insurance estimation accuracy, this episode is packed with tips, tools, and insights to help you take control of the process.Key Takeaways:Understand the difference between the fee schedule and allowed amount methods.Learn why estimating insurance has become more complex over the years.Identify common exceptions that complicate estimates.Use Dentrix to manage calculations effectively.Navigate downgrades in coverage with confidence.Educate patients on their insurance coverage and responsibilities.Simplify syncing coverage details with Eligibility Pro.Use overrides in Dentrix for accurate treatment plan estimates.Improve patient conversations around insurance expectations.Commit to continuous training for better estimation accuracy.Chapters:00:00 – Understanding Insurance Estimation Methods02:41 – Navigating Exceptions in Insurance Coverage05:21 – Fee Schedule vs. Allowed Amount Method08:13 – Handling Downgrades in Treatment Plans11:16 – Utilizing Dentrix for Accurate Estimates13:54 – Enhancing Patient Communication and InvolvementPlease rate, review and share this episode with your colleagues.Book a call with Dayna: calendly.com/dayna-johnson/discovery-call
🎯 Dentrix Insurance Setup: Fee Schedule vs. Allowed Amount — Which Is Right for Your Practice?In this episode of The High Performing Dental Team podcast, Dentrix expert Dayna Johnson breaks down the two most common methods of insurance setup in Dentrix:✔️ The Fee Schedule Method✔️ The Allowed Amount Method👉 If you're a front office manager, billing coordinator, or practice owner struggling to understand how these settings affect production reports, patient billing, and insurance estimates, this episode is your go-to resource.Dayna explains the pros and cons of each method, including how your choice impacts Medicaid billing, non-covered services, and accurate reporting. Plus, she shares why consistency is everything when it comes to Dentrix insurance workflows.📌 Key Takeaways:The difference between Fee Schedule vs. Allowed Amount in DentrixWhen to use each method (especially for Medicaid or state-specific rules)Why consistency improves reporting accuracy and team confidenceHow understanding EOBs and adjustments prevents costly mistakesWhere to get hands-on Dentrix training for your team⏱️ Chapters:00:00 – Understanding Dentrix Insurance Setup Methods04:41 – Choosing Between Fee Schedule and Allowed Amount09:21 – Pros and Cons of Each Method14:20 – Final Thoughts + Training Resources💡 Want more help mastering Dentrix?Get expert-led training, templates, and systems inside the Novonee Membership — the only community built for high-performing dental teams.🔗 Learn more at: https://www.novonee.comPlease rate, review and share this episode with your colleagues.Book a call with Dayna: calendly.com/dayna-johnson/discovery-call#DentrixTraining #DentalBilling #DentalFrontDesk #DentalWorkflow #Novonee #DentalInsuranceHelp #DentrixTips #DentalPracticeManagement
In this episode of the High Performing Dental Team podcast, Dayna Johnson interviews David Harris, a certified fraud examiner specializing in dental embezzlement. They discuss the importance of trust in dental practices, the need for thorough pre-employment screening, and strategies to prevent embezzlement through effective division of duties and financial controls. David shares key insights from his keynote presentation, 'How to Outsmart an Embezzler,' emphasizing the significance of hiring practices, daily balancing, and the necessity for dentists to engage with their practice management software. The conversation concludes with practical tips for protecting dental practices from fraud and the importance of ongoing training for dental teams.Contact David Harris directly: https://www.linkedin.com/in/dentistryscrimefighter/“The Prosperident Roundup” on Oct 18 in Irving TX. More information and registration is here -- https://www.prosperident.com/the-prosperident-roundup-october-18-2025Takeaways-David Harris has the longest-standing embezzlement company in the dental industry.-Trust in dental staff should be periodically reevaluated.-70 million Americans have a criminal record, highlighting the need for thorough hiring practices.-Drug testing is essential and has become easier with saliva-based tests.-Only clinicians should enter treatment into practice management software.-No one person should handle more than two financial tasks to prevent embezzlement.-Dentists should print their own reports to avoid selective reporting.-Understanding practice management software is crucial for financial well-being.-Doctors need to know which reports are relevant for their practice.-Ongoing training for dental teams is essential for effective practice management.Chapters00:00 Introduction to Dental Embezzlement03:06 Understanding Trust in Dental Practices05:56 Key Takeaways from Keynote Presentation08:56 Pre-Employment Screening Essentials12:04 Dividing Duties to Prevent Embezzlement19:52 The Importance of Daily Balancing28:40 Understanding Financial Controls in Practice Management34:03 Embracing Practice Management Software37:21 Final Thoughts and ResourcesPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson discusses the collaboration between FDI and Henry Schein on the integrated health records project, emphasizing the importance of transitioning from film to digital imaging in dental practices. She highlights the benefits of digital imaging, including improved accessibility for patients and the integration of AI for enhanced diagnostics. The conversation also covers the functionalities of Dentrix Imaging Center and the need for better documentation practices to facilitate patient access to their health records. Johnson concludes by encouraging dental professionals to embrace these technological advancements for a more efficient practice.TakeawaysThe integrated health records project aims to improve patient access to health information.Digital imaging is now the standard in dental practices.AI can assist in diagnostics, acting as a second pair of eyes.Patient portals will enhance accessibility to health records.Better documentation is essential for patient transparency.Dentrix Imaging Center offers integrated imaging solutions.Streamlined workflows can improve practice efficiency.Transitioning to digital imaging can significantly benefit practices.The collaboration with Henry Schein focuses on making health records accessible.Embracing technology is crucial for modern dental practices.Chapters00:00 Introduction to Integrated Health Records00:56 The Shift from Film to Digital Imaging06:22 Enhancing Patient Accessibility to Health Records09:56 Utilizing Dentrix Imaging Center for Better Workflow13:45 Conclusion and Future DirectionsPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this conversation, Dayna Johnson discusses the importance of integrating health history into dental practices, emphasizing the need for modern technology to streamline patient interactions and improve data management. She highlights the role of Dentrix software in managing health history and encourages dental professionals to engage patients actively in reviewing their health information. The discussion also touches on the future of health history management and interoperability in healthcare.Takeaways➡Health history integration is crucial for effective dental care.➡Modern software can streamline patient data collection.➡Patients prefer filling out forms on their mobile devices.➡Engaging patients in their health history review is essential.➡The Dentrix Health History Module is a living document.➡Regular updates to health history can prevent legal issues.➡Accessibility of health information is a priority for future software.➡Technology can enhance patient experience in dental practices.➡Interoperability in healthcare is finally progressing.➡Dental professionals should embrace new software solutions.Chapters00:00 Introduction to FDI and Henry Schein Collaboration01:13 Exploring Health History Integration02:48 The Importance of Health History in Dental Practice09:22 Utilizing Technology for Health History Management14:59 Future of Health History AccessibilityPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode of the High Performing Dental Team podcast, Dayna Johnson interviews Dr. Howard Polansky, a cash flow optimizer, who shares his personal journey from dentistry to financial coaching. The conversation delves into the importance of cash flow management for dental practices, practical tips for improving financial health, and strategies for families to enhance their cash flow. Dr. Polansky emphasizes the significance of understanding financial freedom and the need for a defensive approach to personal finance. He also introduces a cash flow quiz designed to help listeners assess their financial situation and make informed decisions.Takeaways➡Cash flow is crucial for the success of any business.➡Personal experiences can lead to significant career changes.➡Understanding your financial situation is the first step to improvement.➡Debt management is essential for financial freedom.➡Utilizing lines of credit can help manage cash flow effectively.➡Accounts receivable should be monitored closely to maintain cash flow.➡Families can implement simple strategies to improve their financial situation.➡It's important to have a financial defense strategy in place.➡Financial advisors play a key role in managing personal finances.➡Everyone has choices when it comes to their financial future.Chapters00:00 Introduction to Cash Flow Optimization02:44 Personal Journey and Life Lessons05:39 Transitioning from Dentistry to Cash Flow Optimization08:22 Understanding Financial Freedom11:10 Practical Tips for Improving Cash Flow13:57 Managing Accounts Receivable Effectively16:46 Strategies for Families to Increase Cash Flow19:45 The Importance of Financial Defense22:21 Conclusion and ResourcesPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-callYou can find the quiz and schedule a free Clarity Call with him at financiallyled.com. You’ll walk away with a clear picture of what’s possible—and a real strategy to get there.
In this episode, Dayna Johnson and Claire Dickinson discuss the significance of annual planning in dental practices. They emphasize the importance of team involvement, setting a clear vision, and creating an engaging planning process that fosters excitement and collaboration. The conversation covers strategies for pre-planning, the structure of the annual planning meeting, and the integration of virtual team members into the planning process. The episode highlights that while setting goals is essential, the real challenge lies in ensuring that the entire team is aligned and motivated to achieve them.Takeaways➡Annual planning should be an exciting opportunity for the team.➡Involve the entire team in the planning process for better buy-in.➡Pre-event surveys can help gather team input before planning meetings.➡Celebrate past achievements to motivate the team for the future.➡Discuss personal goals of team members during planning sessions.➡Focus on the practice's vision and how it aligns with team goals.➡Address the importance of an abundance mindset in planning discussions.➡Consider the impact of virtual team members in the planning process.➡Create a structured agenda for the annual planning meeting.➡The math of goal setting is straightforward, but alignment is key.Chapters00:00 Introduction to Annual Planning03:16 The Importance of Team Buy-In09:54 Preparing for Annual Planning17:59 Conducting the Annual Planning Session25:24 Post-Planning Reflections and Future GoalsPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson discusses the importance of oral health indicators, focusing on prescription data as a critical component of patient management in dental practices. She emphasizes the need for a centralized prescription database to prevent adverse drug interactions and improve patient care. The conversation also covers how to effectively manage and document patient prescriptions using DENTRIX software, highlighting the significance of tracking medications for better oral health outcomes.Takeaways➡Oral health risk assessments should include all relevant factors.➡Centralized prescription databases can enhance patient care.➡E-prescription systems help manage medications effectively.➡Health history reviews are essential clinical tasks.➡Patients may not disclose all medications they take.➡Understanding patient prescriptions aids in treatment planning.➡Documenting medications is crucial for oral health records.➡DENTRIX can streamline the management of patient prescriptions.➡Tracking medications helps identify potential oral health risks.➡Sharing knowledge with colleagues enhances dental practice performance.Chapters00:00 Introduction to Oral Health Indicators00:59 The Importance of Prescription Data03:21 Managing Patient Prescriptions Effectively10:25 Utilizing Dentrix for Health History ManagementPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-ca
In this enlightening conversation, Dayna Johnson interviews Tanner Applegate, founder of UnifiDental, about the challenges dental teams face with password management and how UnifiDental provides a solution. They discuss the importance of efficiency, the change mindset required for adopting new technology, and the unique features of Unifi that enhance security and compliance in dental practices. Tanner shares insights on the onboarding process and the benefits of automation, emphasizing the need for dental teams to embrace change for improved productivity.Takeaways➡Managing passwords is a significant pain point for dental teams.➡UnifiDental was founded to address the challenges of password management in dental practices.➡Change mindset is crucial for adopting new technologies in dental offices.➡Unifi offers a unique solution that combines shared credentials and individualized logins.➡The platform helps maintain HIPAA compliance by tracking user access and providing an audit trail.➡Automation can significantly reduce the time spent on password management and improve efficiency.➡Unifi allows for role-based access to sensitive information, enhancing security.➡The onboarding process is streamlined to help practices transition smoothly to Unifi.➡A 30-day free trial is available to encourage practices to try Unifi without commitment.➡Embracing technology can lead to a more efficient and productive dental practice.Chapters00:00 Introduction to UnifiDental and Password Management03:08 The Journey to Founding UnifiDental06:09 The Challenge of Change Mindset in Dental Practices08:54 Understanding Unifi's Unique Features12:02 Enhancing Efficiency with Unifi's Solutions15:12 Addressing HIPAA Compliance and Security17:58 The Importance of Automation in Dental Practices21:01 Onboarding and User Experience with Unifi24:01 Conclusion and Call to ActionPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson discusses the importance of oral cancer screening as part of the oral health indicators outlined in the FDI and Henry Schein Electronic Health Records Project. She emphasizes the alarming statistics regarding screening rates and the need for better documentation in dental practices. Additionally, she provides insights on how to bill for oral cancer screenings and the significance of using diagnostic codes to improve data collection and patient care.Takeaways➡Oral cancer screening is a critical health indicator.➡60% of residents in North Carolina are not screened.➡Documentation of oral cancer screenings is often lacking.➡AI tools can streamline clinical documentation.➡Billing codes exist for oral cancer screenings now.➡Insurance companies may resist paying for screenings.➡Using diagnostic codes can improve billing success.➡Data collection is essential for improving health outcomes.➡Practices should share information with colleagues.➡Continuous education is vital for dental professionals.Chapters00:00 Introduction to Oral Health Indicators01:28 Focus on Oral Cancer Screening04:21 The Importance of Documentation09:32 Billing for Oral Cancer Screenings17:24 Conclusion and Next StepsPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson interviews Marissa Nicholson and Chris Hameliv, co-owners of a dental consulting agency, focusing on the critical issue of embezzlement in dental practices. They discuss their experiences, the emotional challenges faced by practice owners, and practical steps to prevent financial fraud. The conversation emphasizes the importance of education, awareness, and the need for dental professionals to take a proactive approach in managing their practices.Takeaways➡Embezzlement is a significant issue in the dental industry, affecting 85% of practices.➡Trusting employees without verification can lead to financial losses.➡Education and awareness are crucial in preventing embezzlement.➡Regular audits and checks can help identify potential fraud.➡Emotional ties to employees can cloud judgment regarding trust.➡Cross-training staff can prevent one person from having too much control.➡Technology can aid in monitoring financial activities.➡Clear communication about oversight can deter dishonest behavior.➡Practice owners need to adopt a business mindset to protect their interests.➡Consulting services can provide valuable insights and training for dental teams.Chapters00:00 Introduction to the Dental Consulting Duo02:56 Understanding Embezzlement in Dentistry05:55 Identifying Red Flags and Preventative Measures08:58 The Importance of Education and Awareness11:56 The Emotional Impact of Trust in the Workplace14:59 Practical Steps for Dental Practices18:10 The Role of Technology in Preventing Embezzlement20:58 Security Measures and Access Rights24:00 Cross-Training and Team Dynamics26:57 Conclusion and Resources for Dental PracticesPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-cal
In this episode, Dayna Johnson discusses the eight core oral health indicators related to the FDI and Henry Schein integrated health records project, focusing on caries and endodontic health. She provides insights on how to document these conditions using Dentrix software, emphasizing the importance of accurate clinical documentation for treatment planning and insurance claims. The conversation also highlights the future of coding in dentistry, particularly the use of ICD-10 codes for better diagnosis and billing practices.Takeaways➡The eight core oral health indicators are essential for integration.➡Caries and endodontic health are critical components of oral health.➡Documentation in Dentrix software is vital for treatment planning.➡Using conditions in Dentrix helps track oral health effectively.➡Procedure notes provide quick access to diagnoses for treatment coordinators.➡ICD-10 coding is becoming increasingly important in dentistry.➡Accurate documentation aids in insurance claims and patient referrals.➡The integration project has been in collaboration for five years.➡Better documentation leads to improved patient care and outcomes.➡Sharing knowledge and resources with colleagues enhances professional growth.Chapters00:00 Introduction to Oral Health Indicators01:20 Exploring Caries and Endodontic Health03:05 Documenting Caries in Dentrix Software09:17 Utilizing Procedure Notes for Treatment Planning12:07 The Future of Coding in DentistryPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson interviews Justin Ellis from 440 Strategy Group, discussing the intersection of digital marketing and dental practices. They explore the importance of strategic planning, data-driven decisions, and the role of AI in modern marketing. Justin shares insights on how to harmonize various marketing efforts to achieve desired outcomes, emphasizing the need for a solid foundation and effective communication within dental teams.Takeaways➡Justin Ellis emphasizes the importance of harmonizing marketing efforts like an orchestra.➡Understanding client goals is crucial for effective marketing strategies.➡Data analysis is essential for making informed marketing decisions.➡A clear call to action is necessary for effective digital marketing.➡The role of office staff is critical in converting leads into patients.➡AI can enhance marketing strategies but should be used authentically.➡Custom marketing solutions are more effective than one-size-fits-all approaches.➡Building a strong foundation in practice culture is key to successful marketing.➡Effective communication within the team can improve patient engagement.➡Marketing should be integrated across various platforms for maximum impact.Chapters00:00 Introduction to 440 Strategy Group02:31 The Origin of 440: Harmonizing Marketing and Music05:48 Strategic Marketing: Understanding Goals and Objectives10:19 The Importance of Data in Marketing Decisions16:21 Closing the Deal: The Role of Office Staff21:35 AI in Dentistry: Opportunities and ChallengesPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this podcast, Dayna Johnson discusses the integrated health records project with FDI and Henry Schein, focusing on the importance of documenting periodontal health as a core oral health indicator. She emphasizes the necessity of efficient periodontal charting in dental practices and shares innovative solutions, including the use of AI technology, to streamline the process. The conversation serves as the first part of an eight-part series aimed at preparing dental teams for the integration of these health indicators.Takeaways➡The integrated health records project aims to improve oral health documentation.➡Periodontal health is a critical indicator for patient diagnosis.➡Efficient systems are essential for effective periodontal charting.➡Many practices struggle with time management for periodontal procedures.➡AI tools like BOLA AI can enhance the charting process.➡Alternating imaging and charting can save time in practices.➡Dedicated hygiene assistants can improve efficiency in dental offices.➡Proper coding is crucial for accurate periodontal health reporting.➡Understanding patient needs is key to effective dental care.➡This podcast is the first in an eight-part series on oral health indicators.Chapters00:00 Introduction to Integrated Health Records Project01:54 The Importance of Periodontal Health04:12 Implementing Efficient Periodontal Charting07:04 Innovative Solutions for Periodontal Charting11:51 Leveraging AI in Dental PracticesPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson interviews Dr. Laura Schwindt, a dentist and entrepreneur focused on holistic well-being and empowering high-achieving professionals. They discuss the importance of life coaching, the Heroic Life Coaching Program, and how to discover personal virtues. The conversation emphasizes the significance of team dynamics, support, and the ripple effect of well-being in the workplace. Dr. Laura Schwindt shares insights on addressing resistance in coaching and the science behind happiness and productivity, concluding with a call to action for those feeling overwhelmed to seek help.Takeaways➡Dr. Laura Schwindt emphasizes the importance of addressing burnout in high-achieving professionals.➡Life coaching can provide critical support during challenging times.➡Personal virtues play a significant role in individual fulfillment and success.➡The Heroic Life Coaching Program combines ancient wisdom with modern science.➡Team dynamics greatly influence workplace morale and productivity.➡Awareness and support among team members can enhance overall well-being.➡Challenges are opportunities for growth and self-improvement.➡Improving employee happiness can lead to increased productivity.➡Curiosity can help overcome resistance to new ideas and practices.➡Seeking help is a sign of strength, not weakness.Chapters00:00 Introduction to High Performing Dental Teams03:04 The Journey of Dr. Laura Schwindt06:07 The Importance of Life Coaching09:10 Understanding the Heroic Life Coaching Program11:50 Discovering Personal Virtues14:49 Team Dynamics and Support17:50 The Ripple Effect of Well-Being20:58 Addressing Resistance in Coaching23:55 The Science Behind Happiness and Productivity26:59 Conclusion and Call to ActionPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
Dayna Johnson discusses her interview with Dr. Ryan Hungate, Chief Strategy Officer for Henry Schein One, focusing on the collaboration between FDI and Henry Schein on a new electronic integrated health records project. The conversation highlights the importance of integrating oral health records with overall healthcare, emphasizing the need for better accessibility and collaboration among healthcare providers. Dayna outlines eight core oral health indicators for integration that will enhance patient care and documentation in dental practices.Takeaways➡️FDI is the World Dental Federation focusing on global oral health advocacy.➡️The collaboration between FDI and Henry Schein aims to improve electronic health records.➡️Integrated health records can enhance patient care and coordination among providers.➡️Dayna emphasizes the need for better access to patient records in dentistry.➡️The electronic health records project has been in development for five years.➡️There are eight core oral health indicators for integration in dental practices.➡️Dayna plans to provide more resources and podcasts on these indicators.➡️Improving health history documentation is crucial for patient safety.➡️The new Dentrix Imaging Center will facilitate better sharing of diagnostic images.➡️Collaboration in healthcare is essential for comprehensive patient care.Chapters00:00 Introduction to the Interview with Dr. Ryan Hungate07:09 The Importance of Integrated Health Records20:51 Core Oral Health Indicators for IntegrationCLICK HERE to download the Consensus Statement launched from FDI: https://fdiworlddental.org/fdi-releases-consensus-paper-integration-oral-health-electronic-health-recordsConnect with Dayna: https://fdiworlddental.org/fdi-releases-consensus-paper-integration-oral-health-electronic-health-records
In this episode of the High Performing Dental Team podcast, Dayna Johnson interviews Dr. Ryan Hungate at the International Dental Show in Cologne, Germany. They discuss the collaboration between FDI and Henry Schein on integrating electronic health records in dentistry, the importance of universal data platforms, and the potential for reimbursement changes in dental practices. The conversation highlights the need for seamless communication between dental and medical professionals to improve patient care.Takeaways➡The International Dental Show is a significant event for dental professionals.➡Dr. Ryan Hungate has transitioned from practicing orthodontics to focusing on strategic roles in dental technology.➡The collaboration between FDI and Henry Schein aims to integrate health records across dental and medical fields.➡Eight core health indicators are being developed to enhance patient care.➡The Universal Data Platform allows for better data sharing between dental practices and medical professionals.➡Payers may reimburse for new health indicators and tests that improve patient outcomes.➡Integrating health records can streamline workflows in dental practices.➡Dental professionals are encouraged to adapt to new technologies without extensive retraining.➡The importance of collaboration in the dental industry is emphasized.➡Innovative solutions are needed to incorporate health screenings into regular dental visits.Chapters00:00 Introduction to the High Performing Dental Team Podcast04:48 The Collaboration Between FDI and Henry Schein09:51 Integrating Health Records in Dentistry13:43 The Role of Universal Data PlatformClick here to download the Consensus Statement: https://fdiworlddental.org/consensus-statement-integrated-electronic-health-recordsPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
Mackenzie Richter is the Vice President, Global Commercial Digital Workflow Solutions at Henry Schein, responsible for vision, strategic direction, commercialization, growth and performance of our new critical workflow initiatives. With over 25 years of experience, Mackenzie brings a deep understanding of both the digital dental workflow and the dental practice environment, having "grown up" working in her family’s dental practice. Throughout her career, she has consistently driven innovation, growth, and financial performance. The 3-Click Dentistry concept was born from conversation she had with her brother and has now moved into action.In this conversation, Mackenzie discusses the evolution of dental technology and its impact on practice management. She emphasizes the importance of integrating AI and simplifying workflows to enhance efficiency and patient care. The discussion covers the challenges faced by dental practices, the concept of three-click dentistry, and the future of digital workflows, including innovations in night guard production.Takeaways➡Mackenzie Richter has a deep-rooted background in dentistry.➡Technology can transform dental practices significantly.➡AI can enhance patient treatment acceptance rates.➡Simplifying workflows is crucial for dental teams.➡3-click dentistry aims to reduce complexity in processes.➡Integration of imaging and scanning technologies is essential.➡Consistent documentation improves practice efficiency.➡Future innovations will focus on accessibility and ease of use.➡Night guards can be produced more efficiently with new technology.➡The dental industry is continuously evolving to improve patient care.Chapters00:00 Introduction to the International Dental Show03:11 The Impact of Technology in Dentistry06:04 Challenges in Dental Practice Management08:46 Three-Click Dentistry Explained11:53 Integration of Imaging and Scanning Technologies14:47 Future Innovations in Dental Workflow17:54 Simplifying Night Guard Production21:04 Conclusion and Future OutlookLearn more about the 3-Click Digital Dental Workflow at: https://www.henryschein.com/IDS2025Please rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson discusses the critical aspects of perio charting in dental hygiene, emphasizing its importance for diagnosing periodontal disease. She shares practical tips for enhancing efficiency, including the use of keyboard shortcuts and custom scripts in Dentrix software. The episode also covers how to document exam information effectively and the benefits of copying this information into clinical notes for better patient care and insurance documentation.➡Perio charting is essential for diagnosing periodontal disease.➡Hygienists must prioritize time for perio charting.➡Custom scripts can enhance efficiency in perio charting.➡Keyboard shortcuts streamline the perio charting process.➡The bleeding all button simplifies documentation of bleeding.➡Exam information can be crucial for insurance claims.➡Documenting clinical observations is important for patient records.➡Stage and grade of periodontal disease should be included in charts.➡Copying exam information to clinical notes saves time.➡Continuous learning about software features is vital for hygienists.Chapters00:00 Introduction to Perio Charting10:09 Utilizing Keyboard Shortcuts16:28 Copying Exam Information to Clinical NotesPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson and Claire Dickinson discuss the impact of AI in the dental industry, addressing common fears and misconceptions while highlighting the benefits of AI as a tool for operational efficiency. They explore how AI can augment roles rather than replace them, the importance of protecting patient information, and practical applications of AI in both professional and personal contexts. The conversation emphasizes the need for continuous learning and adaptation to new technologies in order to thrive in the evolving landscape of healthcare.Takeaways➡AI is perceived with both fear and excitement in the dental industry.➡Concerns about job security due to AI are prevalent among dental teams.➡AI can enhance operational efficiency by automating tedious tasks.➡It's crucial to reassure teams that AI is an augmentation tool, not a replacement.➡Protecting patient information (PHI) is essential when using AI technologies.➡Continuous conversation about AI's benefits can alleviate fears.➡AI can assist in creating policies and operational documents quickly.➡Using AI for transcription can enhance engagement during performance reviews.➡AI can help with personal tasks, such as meal planning and scheduling.➡Embracing AI is vital for staying relevant in the industry.Chapters00:00 Introduction to AI in Dentistry02:04 Addressing Fears Surrounding AI08:01 AI as an Augmentation Tool13:54 Protecting Patient Information with AI19:05 Operational Efficiency through AI24:51 Embracing AI in Personal Life29:04 Conclusion and Contact InformationPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson discusses the various note-taking functionalities within Dentrix, emphasizing the importance of efficient note management for dental practices. She explores different modules such as the appointment book, family file, patient ledger, and patient chart, detailing how to effectively utilize each note type to enhance communication and patient care. The episode serves as a mini training session, providing practical tips and a downloadable tip sheet for listeners.Takeaways➡Understanding where to make notes is crucial for efficiency.➡Different types of notes serve different purposes in Dentrix.➡The appointment book has specific note features for daily reminders.➡Family file notes can enhance patient relationships and loyalty.➡Guarantor notes are important for family account management.➡Clinical notes must document what happened during the visit.➡Procedure notes help clarify treatment plans for patients.➡The office journal is a centralized place for patient communication.➡Pop-ups can alert staff to important patient information.➡Daily billing statements are essential for financial tracking.Chapters00:00 Introduction to Note-Taking in Dentrix02:53 Exploring the Appointment Book Notes06:12 Understanding Family File Notes08:59 Navigating Patient Ledger Notes11:48 Diving into Patient Chart Notes18:04 General Notes and Alerts in Dentrix23:50 Conclusion and ResourcesWant a printable, easy-to-follow guide for your whole team? Download the Dentrix Note Tip Sheet https://membership.novonee.com/notes_and_documentation?_ga=2.215580372.2117520768.1742825648-1710351467.1734448158 and keep it handy at every workstation. It’s perfect for training new hires and keeping everyone on the same page.Please rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson interviews Rebecca Herring about the role of virtual assistants in healthcare operations, particularly in dental practices. They discuss the challenges of staffing, the benefits of hiring virtual assistants, and the importance of proper onboarding and training. The conversation highlights how virtual assistants can alleviate burnout, improve efficiency, and ultimately contribute to the growth of dental practices. Rebecca shares insights on how to effectively integrate virtual assistants into a team and the positive impact they can have on practice management.Takeaways➡Virtual assistants can help alleviate staffing issues in dental practices.➡Proper onboarding and training are crucial for virtual assistants' success.➡Virtual assistants should be integrated into the practice culture.➡Identifying tasks to delegate can improve efficiency and reduce burnout.➡Virtual assistants can handle administrative tasks like insurance verification and phone support.➡Hiring virtual assistants can lead to increased productivity and reduced overhead costs.➡The work ethic of virtual assistants from offshore locations is often very strong.➡Practices should consider the long-term benefits of hiring virtual assistants.➡Communication tools can help integrate virtual assistants into the team.➡Thinking outside the box can lead to innovative staffing solutions.Chapters00:00 Introduction to Virtual Assistants in Healthcare11:20 Onboarding and Training Virtual Assistants19:36 The Impact of Virtual Assistants on Practice Efficiency26:37 Final Thoughts on Virtual Assistants and Practice GrowthYou can contact Rebecca on her LinkedIn page here: https://www.linkedin.com/in/rebecca-herring-dental-experience/Book a FREE consultation with Rebecca: https://www.yourtdcoach.com/Please rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson shares insights from her experiences in the dental industry, focusing on the latest updates in Dentrix software, particularly enhancements in perio charting. She discusses the new 'bleeding all' button, the importance of understanding periodontal disease stages and grades, and the features of the perio panel that can improve workflow efficiency for dental hygienists. Dayna emphasizes the significance of effective clinical documentation and encourages sharing knowledge within the dental community.Takeaways➡Dayna highlights the importance of sharing knowledge in the dental community.➡The new 'bleeding all' button in Dentrix enhances workflow efficiency.➡Understanding the stages and grades of periodontal disease is crucial for accurate documentation.➡The perio panel in Dentrix offers various features for comprehensive patient assessments.➡Custom scripts can be created for perio charting to suit individual workflows.➡Visual aids in the perio chart can significantly enhance patient understanding.➡Clinical documentation can be streamlined by copying exam information to clinical notes.➡Dentrix's perio panel is well-designed for clinical documentation needs.➡Sharing tips and insights can help improve dental practices.➡Dayna expresses her willingness to assist dental professionals with their documentation needs.Chapters00:00 Introduction to Dental Insights00:58 Enhancements in Dentrix: The Bleeding All Button06:10 Understanding Periodontal Disease Stages and Grades09:18 Exploring the Perio Panel Features12:07 Customizing Perio Charting WorkflowsPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode of the High Performing Dental Team podcast, Dayna Johnson interviews Janice Hurley, a dental image expert, discussing the importance of confidence in dental practices, effective hiring and onboarding practices, and enhancing the external image of dental practices to improve patient experience. Janice shares insights on building confidence in frontline team members, creating a positive work environment, and the critical role of online presence in shaping first impressions.Takeaways➡Confidence is essential for team effectiveness and patient interaction.➡Hiring should be done from a position of confidence, not desperation.➡Flexibility in job roles can attract better candidates.➡Clear expectations and guidelines are crucial for team members.➡Catch team members doing things right to build confidence.➡First impressions are significantly influenced by paperwork and online presence.➡Consistency in team appearance fosters a professional image.➡Listening to team members and patients is key to building trust.➡Avoid negative language when describing the work environment.➡Regularly update and manage your online business presence.Chapters00:00 Introduction to Dental Image Expertise02:01 The Importance of Confidence in Dental Practices05:51 Building Confidence in Frontline Team Members11:36 Hiring and Onboarding Best Practices16:49 Creating a Positive Work Environment21:42 Enhancing External Image and Patient Experience27:35 The Role of Online Presence in First ImpressionsPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-cal
In this episode, Dayna Johnson interviews Andy Cleveland, a renowned expert in accounts receivable collections within the dental industry. They discuss recent changes in medical debt reporting, the role of collection agencies, and best practices for collecting payments effectively. The conversation emphasizes the importance of communication, value, and systems in managing patient payments and collections.Takeaways➡Andy Cleveland has over 25 years of experience in patient collections.➡Recent legislation has changed how medical debt is reported to credit bureaus.➡Collection agencies can still pursue debts, but they cannot negatively impact credit scores.➡Effective collection practices should start on the day of service.➡Staff turnover in dental practices can hinder effective collections.➡Patients often prioritize other bills over dental payments.➡Communication and training are essential for staff handling collections.➡Billing regularly can reinforce the importance of payments to patients.➡The value of services provided should be communicated to patients.➡Choosing the right collection agency is crucial for maintaining a practice's reputation.Chapters00:00 Introduction to the Expert03:28 Understanding Recent Changes in Medical Debt Reporting10:32 The Role of Collection Agencies15:55 Best Practices for Collecting Payments20:50 The Importance of Communication and Value in CollectionsPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this conversation, Dayna Johnson and Minal Sampat, discusses various aspects of managing a dental practice, including the importance of social media marketing, patient testimonials, and the innovative CE On The Beach event. The dialogue emphasizes the need for dental practices to adapt to changing social media landscapes, engage with patients authentically, and implement effective marketing strategies to thrive in the industry.Takeaways➡Listening to your team can lead to innovative ideas.➡Patient testimonials are crucial for establishing authority.➡Social media should reflect your practice's culture and values.➡Choose social media platforms based on your target audience.➡Start small with marketing efforts to build confidence.➡Engaging patients in video testimonials can be simple and effective.➡Social media is just one of many marketing avenues available.➡Be open-minded about different marketing strategies.➡Your practice's uniqueness should guide your marketing approach.➡Always prioritize patient care and communication in your practice.Chapters00:00 Introduction to Dental Practice Management03:05 The Birth of CE On The Beach05:45 Navigating Social Media Changes08:59 The Importance of Patient Testimonials11:55 Choosing the Right Social Media Platform15:08 Final Thoughts on Dental Marketing StrategiesYou can reach out to Minal directly and purchase her book at: https://www.minalsampat.com/Please rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson and Dan Easty discuss the integration of technology and AI in dental practices. Dan Easty from Sunset Technologies explores the importance of security when implementing new technologies, the necessity of vetting AI companies, and the significance of keeping software updated. The conversation emphasizes the need for dental practices to be proactive in their approach to technology and patient data protection, while also looking forward to the future advancements in AI within the industry.Takeaways➡Dayna Johnson is a dental practice management expert and founder of Novonee.➡Technology plays a crucial role in optimizing dental practices.➡AI has been used in dental imaging and insurance for years.➡It's essential to vet AI companies for security and compliance.➡Practices should stay updated with their software to ensure security.➡Upgrading hardware and software is vital for compliance and efficiency.➡Curiosity about technology can lead to better questions and solutions.➡Transparency from AI companies is crucial for trust and security.➡AI has the potential to revolutionize the dental industry.➡Practices should seek professional guidance when implementing new technologies.Chapters00:00 Introduction to Dental Practice Management03:12 The Role of Technology in Dental Practices06:02 Understanding AI in Dental Administration08:52 Vetting AI Companies for Security12:00 The Importance of Software Updates15:05 Navigating Upgrades and Compliance18:02 The Future of AI in Dentistry20:51 Final Thoughts and ResourcesAdditional resources in this article: https://sunsetsecure.com/the-impact-of-ai-on-dental-cybersecurity-how-to-secure-your-practice-against-new-threats/Contact Dan directly: https://www.linkedin.com/in/deasty/Please rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this podcast, Dayna Johnson discusses the transition to out-of-network dental practices, focusing on how to provide accurate treatment plan estimates, optimize insurance setups in Dentrix, and manage patient expectations. She emphasizes the importance of checking eligibility, utilizing the payment table, and ensuring that practices offer value to retain patients. Additionally, she introduces resources for further learning about dental insurance management.Takeaways➡2025 marks the transition to out-of-network for many practices.➡Providing accurate treatment estimates is crucial for patient trust.➡Checking insurance eligibility can significantly reduce claim denials.➡Patients expect more value when practices go out-of-network.➡The payment table is essential for accurate insurance estimates.➡Overestimating patient costs can prevent billing issues later.➡Having a credit card on file can streamline payment processes.➡Utilizing Dentrix effectively can enhance practice management.➡Continuous learning about dental insurance is vital for success.➡Building strong patient relationships is key to retention. Chapters00:00 Navigating Out-of-Network Transitions03:03 Enhancing Treatment Plan Estimates06:07 Optimizing Insurance Setup in Dentrix08:57 Utilizing the Payment Table Effectively12:01 Managing Patient Expectations and Payments14:58 Resources for Further LearningPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this conversation, Dayna Johnson discusses the transition of dental offices from in-network to out-of-network insurance plans, focusing on the necessary adjustments in Dentrix software. She outlines the steps to dismantle existing fee schedules, update treatment plans, and ensure accurate insurance estimates. The conversation emphasizes the importance of understanding the software's capabilities and preparing for the changes that come with going out of network.Takeaways➡2025 marks a significant change for many dental offices.➡Transitioning to out-of-network requires careful planning.➡Dismantling fee schedules is essential when going out of network.➡Updating treatment plan fees is a critical step.➡Dentrix can help in estimating treatment costs accurately.➡There are methods to copy fee schedules for efficiency.➡Clearing the allowed amount column is necessary for accurate estimates.➡Understanding insurance tables is crucial for accurate billing.➡Preparation is key to a smooth transition to out-of-network.➡Future discussions will delve deeper into Dentrix's estimating capabilities.Chapters00:00 Transitioning to Out-of-Network Insurance Plans14:54 Understanding Dentrix Insurance Setup15:24 Updating Treatment Plans and Fee StructuresPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this conversation, Dayna Johnson discusses the parallels between onboarding in football and business, emphasizing the importance of mentorship and structured training for new hires. She shares insights on effective shadowing techniques and the necessity of creating a culture of continuous learning within teams to ensure success and development.TakeawaysOnboarding is crucial for new hires' success.Mentorship can significantly enhance learning and adaptation.Shadowing experienced team members is essential for new hires.Continuous learning should be prioritized in the workplace.Investing in training leads to better team performance.Creating a supportive environment fosters growth and development.Structured learning modules can streamline onboarding processes.Regular team learning sessions can enhance collaboration.Coaching should be an ongoing process, not a one-time event.Time management skills are vital for new team members. Chapters00:00 The Importance of Onboarding in Football and Business06:08 Mentorship and Coaching for Success12:03 Effective Shadowing and Learning Techniques17:51 Creating a Culture of Continuous LearningPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this podcast episode, Dayna Johnson and Claire Dickinson discuss the importance of team training in dental practices as they kick off 2025. They explore how to motivate team members, the significance of understanding human behavior, and the need to create a safe learning environment. The conversation also touches on change management, overcoming fear of failure, and adapting to industry changes to meet patient expectations. The episode emphasizes the need for continuous improvement and effective communication within teams.Takeaways➡Training is essential for team success and should be prioritized.➡Understanding human behavior can help motivate team members effectively.➡Creating a safe environment allows team members to learn from failures.➡Change management is crucial when implementing new processes.➡Team dynamics play a significant role in how training is received.➡Different learning styles must be accommodated in training sessions.➡Fear of failure can hinder performance; it's important to address it.➡Open communication fosters a better understanding of team needs.➡Investing in team training benefits both the practice and patients.➡Continuous adaptation to industry changes is necessary for success.Chapters00:00 Kicking Off 2025: Setting the Stage for Team Training04:58 Understanding Human Behavior: Motivating Team Members09:55 Overcoming Fear of Failure: Creating a Safe Learning Environment15:01 The Importance of Change Management in Training20:00 Adapting to Change: Keeping Up with Industry ExpectationsPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this conversation, Dayna Johnson discusses the four daily accounting tasks that dental practices should prioritize, focusing particularly on the importance of sending billing statements daily. She emphasizes the benefits of keeping patients informed about their accounts, improving cash flow, and utilizing technology for efficient billing processes. Additionally, she touches on the legal implications of medical debt collections, urging practices to stay updated on state regulations.Takeaways➡Daily billing statements reduce stress and improve cash flow.➡Patients should be informed about their account status regularly.➡Using electronic billing is more efficient than paper statements.➡Daily statements help keep patients engaged with their insurance claims.➡It's crucial to coach patients on following up with their insurance companies.➡Sending statements every 30 days keeps patients in the loop.➡Technology like DENTRIX Quick Bill streamlines the billing process.➡Practices should be aware of state laws regarding medical debt collections.➡Reducing accounts receivable is essential for practice health.➡Completing daily accounting tasks promptly sets a positive tone for the day.Chapters00:00 Daily Accounting Tasks Overview05:12 The Importance of Daily Billing Statements10:11 Streamlining Billing with TechnologyPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
Dayna Johnson discusses the importance of daily accounting tasks in a dental practice, focusing on accurate patient ledgers and provider allocations in Dentrix practice management software. She emphasizes the need for a clean workflow and offers insights into implementing daily allocations to maintain accurate records. The conversation also includes tips for cleaning up ledgers and trusting the process of using accounting software effectively.Takeaways➡Accurate patient ledgers are crucial for financial health.➡Provider allocations help maintain accurate accounts receivable.➡Daily routines should include checking provider credit balances.➡Adjustments for allocations should balance out.➡Trust the software to handle complex calculations.➡Cleaning up ledgers can be a significant project.➡Use specific adjustment types for allocations only.➡Billing statements should be clear for patients.➡Continuous learning is key to mastering accounting tasks.Chapters00:00 Introduction and Daily Accounting Tasks10:25 Implementing Daily AllocationsPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson discusses the four daily accounting tasks essential for dental practices, focusing on the importance of timely claims submission, ensuring claim completeness, and effective batch processing. She emphasizes the need for clinical notes to be completed promptly to avoid delays in claims and offers practical tips for managing claims efficiently.Takeaways➡The Dentrix day sheet is crucial for daily accounting routines.➡Dental claims should be submitted within 24 hours to ensure timely payment.➡Clinical notes must be completed before patient checkout.➡Clean and complete claims reduce the chances of denials.➡Electronic claims should be sent whenever possible for efficiency.➡Tracking numbers for claims help in following up with insurance companies.➡Pre-visit checks are essential for accurate patient information.➡Batch processing claims is more efficient than sending them in real-time.➡Mark claims as 'do not send' if the patient requests it.➡Resources are available to help with clinical note templates.Chapters:00:00 Introduction to Daily Accounting Tasks07:06 Ensuring Claim Completeness and AccuracyPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
SummaryIn this episode of the High Performing Dental Team podcast, Dayna Johnson and Melinda Heryford discuss the challenges dental practices face, particularly around financial management and team dynamics. They introduce the concept of 'Switch It to Solve It,' a mindset shift that encourages practices to secure payments upfront rather than relying on post-treatment billing. The conversation emphasizes the importance of clarity, accountability, and the need for dental teams to adapt to new systems to ensure financial viability and enhance patient experience. Melinda shares practical strategies for implementing these changes and overcoming resistance within teams, ultimately aiming for a statementless practice that improves efficiency and profitability.Takeaways➡ Both hosts have extensive experience in the dental industry.➡ Financial challenges are a common concern among dental practices.➡ Switch It to Solve It is a mindset shift for securing payments upfront.➡ Clarity in financial arrangements enhances patient experience.➡ Resistance to change can be managed with strong leadership support.➡ A statementless practice reduces administrative burdens.➡ Team accountability is crucial for implementing new systems.➡ Practices need to adapt to survive in a leaner financial environment.➡ Providing incentives can motivate team members to embrace change.➡ Regularly reviewing financial performance helps maintain accountability.Chapters00:00 Introduction to High Performing Dental Teams02:53 Understanding Financial Challenges in Dental Practices05:58 Switch It to Solve It: A New Mindset08:56 Implementing Financial Arrangements Upfront12:01 Overcoming Resistance to Change15:08 The Importance of Clarity and Accountability17:53 Creating a Statementless Practice20:55 The Future of Dental Practices24:00 Conclusion and ResourcesPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this conversation, Dayna Johnson emphasizes the critical importance of daily accounting routines in dental practices, focusing on the day sheet as a key tool for ensuring financial accuracy. She shares insights from her experiences in various offices, highlighting common pitfalls and the necessity of proper training and accountability within the team. The discussion also sets the stage for future topics on claims and billing accuracy, reinforcing the interconnectedness of these financial processes.Takeaways➡Daily accounting routines are essential for financial accuracy.➡The day sheet helps identify mistakes in patient billing.➡Proper training for staff is crucial to avoid errors.➡Clinical notes must match the billing records to prevent issues.➡Delegating tasks can help manage workload effectively.➡Balancing the day sheet is a critical business function.➡Accurate financial data supports better claims processing.➡Regular audits of financial data can prevent discrepancies.➡Implementing protocols can streamline office operations.➡Support is available for practices needing help with financial management.Please rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson discusses the essential daily accounting tasks that dental practices should implement to ensure accuracy and efficiency. She emphasizes the importance of balancing the day sheet, sending insurance claims promptly, managing provider allocations, and sending billing statements daily. By following these practices, dental teams can improve their financial accuracy and reduce stress in their operations.Takeaways➡Daily accounting tasks are crucial for accurate data.➡Balancing the day sheet helps prevent missed procedures.➡Claims must be sent out within 24 hours.➡Provider allocations are important for accurate ledgers.➡Daily billing statements streamline the billing process.➡Using software like Dentrix can simplify accounting tasks.➡Sending statements daily reduces workload and phone calls.➡Accurate data leads to better reports and decision-making.➡Team collaboration is key in managing daily tasks.➡Investing in education can enhance practice efficiency.Chapters00:00 Introduction to the Dental Patient Journey Series07:08 Sending Insurance ClaimsPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson discusses the dental patient journey, focusing on the day of the visit. She emphasizes the importance of team communication through morning huddles, the check-in process for building relationships with patients, and the checkout process that includes treatment planning and financial consultations. The conversation highlights strategies for effective patient management and the integration of technology in dental practices.Takeaways➡Team communication is crucial for a successful patient visit.➡Morning huddles should focus on patient needs, not just schedules.➡Building relationships with patients enhances their experience.➡Technology should be embraced and taught to patients.➡Collecting payments on the day of service is essential.Identifying obstacles in the schedule can improve efficiency.➡Same-day treatment opportunities should be explored.➡A treatment plan estimate should be prepared during checkout.➡Understanding patient portions for future visits is important.➡Regular team meetings can enhance practice performance.Chapters00:00 Introduction to the Dental Patient Journey08:36 The Check-In Process: Building RelationshipsPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this podcast, Dayna Johnson discusses the importance of preparation in the dental patient journey, focusing on the pre-visit checklist. She emphasizes the need for dental teams to be well-prepared for patient visits to enhance efficiency, reduce stress, and build better relationships with patients. Key elements of the pre-visit checklist include insurance verification, patient forms, new patient welcomes, and confirmations. Dayna encourages practices to automate processes where possible and to create a culture of preparation to improve overall patient experience and practice efficiency.Takeaways➡Preparation saves time and reduces stress.➡Focus on best case scenarios, not worst case.➡Build your own pre-visit checklist.➡Insurance verification is crucial before appointments.➡Automate patient forms to enhance efficiency.➡Send new patient welcomes to improve engagement.➡Confirm appointments to reduce no-shows.➡Keep credit card information updated for appointments.➡Pre-med requirements should be verified with doctors.➡ Review consent forms ahead of surgical procedures.Chapters00:00 Introduction to the Patient Journey Series05:52 Building Your Pre-Visit Checklist11:48 Key Elements of the Pre-Visit ChecklistPlease rate, review and share this episode with your colleagues.Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this conversation, Dayna Johnson shares her recent experiences and insights from her journey in the dental field, particularly focusing on the Dentrix software and the importance of user meetings. She emphasizes the significance of understanding the patient journey, from pre-visit preparations to post-visit follow-ups, and how automation can enhance efficiency in dental practices. Dayna encourages dental teams to transform their scramble time into preparation time to improve workflow and patient experience, ultimately leading to better profitability and reduced claim denials.Takeaways:➡️ The patient journey includes pre-visit, visit, and post-visit stages.➡️ Automation is crucial for enhancing patient experience.➡️ Preparation before the patient arrives is essential.➡️ Scramble time can be transformed into preparation time.➡️ Reducing claim denials can significantly improve practice profitability.➡️ A pre-visit checklist can streamline patient intake.➡️ Engaging with patients before their visit is vital.➡️ Dayna encourages listeners to create their own checklists.Chapters:00:00 Introduction and Exciting Updates05:46 The Importance of Pre-Visit Preparation11:49 Transforming Scramble Time into Preparation TimePlease rate, review and share this episode with friends and colleaguesBook a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson discusses the importance of online tools and automation in dental practices. She shares statistics on scheduling efficiency, highlighting the time saved with online scheduling compared to phone calls. Dayna emphasizes the benefits of automation for both patients and dental teams, including reduced no-show rates and improved patient management. The conversation concludes with a focus on enhancing the overall patient experience throughout their journey with the practice.Takeaways:➡️Data-driven decisions are crucial for business success.➡️Online scheduling significantly reduces appointment booking time.➡️Offering online scheduling can increase patient engagement.➡️Automation can reduce no-show rates by up to 25%.➡️Automation streamlines patient information management.➡️Patients can fill out forms digitally before their appointment.➡️Automation saves time for dental teams.➡️A positive patient experience is essential for practice growth.➡️Understanding the patient journey is key to improving services.Chapters:00:00 Introduction to Online Tools and Automation05:41 The Impact of Online Scheduling on Practice Efficiency11:18 Automation in Patient Management and ExperiencePlease rate, review, and share this episode with your team, colleagues, and online. Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
Dayna Johnson discusses the importance of integrating online tools in dental practices to enhance patient engagement and streamline operations. She presents compelling statistics on smartphone usage and patient preferences for online forms and scheduling, emphasizing the need for dental teams to adapt to these technological advancements. The conversation also explores the patient journey, highlighting how online booking can simplify appointment scheduling and improve overall patient experience.Takeaways:➡️Patients are increasingly seeking online tools for convenience.➡️97% of the population has access to smartphones.➡️83% of patients prefer to fill out forms before visits.➡️76% of patients would choose providers offering online forms.➡️Online scheduling familiarity is high among consumers.➡️Patients often book appointments after hours.➡️The patient journey begins with online searches.➡️Appointment requests can lead to communication delays.➡️Implementing online booking can enhance patient satisfaction.➡️Adopting technology requires a mindset shift for dental teams.Chapters:00:00 Introduction to Online Tools for Dental Practices01:46 Understanding Patient Behavior and Technology Adoption10:30 The Patient Journey and Online Scheduling17:12 Implementing Online Booking in Dental PracticesBook a call with Dayna if you are interested in learning more about this topic: https://calendly.com/dayna-johnson/discovery-call
In this episode of the High Performing Dental Team podcast, Dayna Johnson interviews Jeff Gladnick from Great Dental Websites. They discuss the evolution of dental websites from simple brochures to comprehensive hubs for patient interaction. Jeff shares insights on optimizing user experience, the importance of aligning branding with target audiences, and effective SEO strategies for attracting ideal patients. He emphasizes the necessity of content creation and the role of copywriting in engaging potential patients. The conversation concludes with practical tips for dental practices to enhance their online presence and patient acquisition strategies.Takeaways:➡️The evolution of dental websites has transformed them into interactive hubs.➡️User experience is crucial for converting website visitors into patients.➡️SEO strategies should align with the practice's branding and target audience.➡️Content creation is essential for engaging potential patients.➡️Copywriting must reflect the unique value proposition of the practice.➡️Dental practices should utilize email newsletters for internal marketing.➡️Understanding patient priorities can lead to better service offerings.➡️Websites should be tested for user-friendliness from a patient's perspective.➡️Aligning social media messaging with website content is vital.➡️Continuous optimization and testing are key to improving conversion rates.Chapters:00:00 Introduction to Jeff Gladnick and His Journey03:08 The Evolution of Dental Websites05:58 Creating a Patient-Centric Website09:03 Optimizing User Experience and Conversion Rates11:59 Aligning Branding with Target Audience14:58 SEO Strategies for Attracting Ideal Patients18:01 The Importance of Content Creation21:12 Final Tips and Best PracticesReach out to Jeff at: https://www.greatdentalwebsites.com/Rate, Review and Share this episode with your colleagues
In this conversation, Dayna Johnson discusses strategies for dental practices to boost production and patient engagement as they transition into the 4th quarter of the year. She emphasizes the importance of reaching out to patients with unscheduled treatments and unused insurance benefits, particularly as the year-end approaches. Dayna provides practical tips on utilizing practice management software and patient engagement tools to effectively communicate with patients and encourage them to schedule necessary treatments before their benefits expire.Takeaways:👉September is often blamed for low production, but it's a myth.👉October is a crucial month for reaching out to patients.👉Patients need to be informed about their unused benefits.👉Regularly run reports to identify unscheduled treatments.👉Educating patients about their insurance is essential.👉Email campaigns should be conversational and straightforward.👉Utilize patient engagement software for effective communication.👉Traditional phone calls remain effective in patient outreach.👉Create campaigns that inform patients of their benefits.Please rate, review, and share this episode with your colleagues
In this final episode of the five part series on cleaning up the Dentrix database, Dayna Johnson discusses the importance of maintaining accurate and up-to-date treatment plans. She emphasizes the roles of both the clinical and admin teams in this process, providing strategies for empowering the admin team to manage outdated treatment plans effectively. The conversation highlights the need for clear communication and collaboration between teams to ensure patient data is current and relevant, ultimately improving case acceptance and practice efficiency.Takeaways:➡️Cleaning up treatment plans requires careful consideration and research.➡️The clinical team plays a crucial role in maintaining treatment accuracy.➡️Empowering the admin team can streamline the cleanup process.➡️Outdated treatment plans can lead to lost revenue.➡️Clear communication between clinical and admin teams is essential.➡️Regularly updating treatment plan fees is important for practice profitability.➡️Rejecting outdated treatment plans can prompt necessary re-treatment planning.➡️Utilizing the treatment manager report helps track unscheduled treatments.➡️Establishing rules for treatment plan age can aid in management.➡️Continuous education and collaboration can enhance team performance.Chapters:00:00 Cleaning Up Treatment Plans08:38 Empowering the Admin Team15:49 Final Thoughts and Next StepsBook a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson discusses the importance of cleaning up insurance records in Dentrix, a dental practice management software. She emphasizes the common challenges faced by dental teams regarding insurance management, including the frequent changes in patient insurance and the potential for duplicate entries. Dayna provides practical tips for effectively searching for insurance plans, maintaining consistency in naming conventions, and cleaning up duplicates to streamline the insurance database. She concludes by offering resources for further learning and support in mastering Dentrix.Takeaways:➡️Insurance management is a significant pain point for dental practices.➡️Always perform at least three searches before adding a new insurance plan.➡️Using group plan names can help differentiate between similar plans.➡️Consistency in naming insurance carriers is crucial for database management.➡️Joining plans can help eliminate duplicates in the insurance database.➡️Mark inactive plans with Z's to avoid confusion.➡️Purging insurance plans can help clean up the database but may lose historical data.➡️Maintaining a history of claims is important for reference.➡️Resources are available for deeper learning about Dentrix.➡️Support is available for practices looking to improve their efficiency.Chapters:00:00 Introduction to Dentrix Fall Cleanup Series01:27 Navigating Insurance Challenges10:07 Cleaning Up Insurance Duplicates16:20 Conclusion and Further ResourcesBook a call with Dayna: https://calendly.com/dayna-johnson/discovery-callRate, Share, and Review this podcast ⭐⭐⭐⭐⭐
In this conversation, Dayna Johnson and Cheryl McKenna discuss the topic of passing on credit card fees to patients in dental practices. They explore the history and recent growth of this practice, the potential financial implications for both the practice and the credit card processor, and the rules and compliance requirements for implementing fee passing programs. They emphasize the importance of considering the impact on patient satisfaction and the potential for negative reviews.Takeaways:👉Passing on credit card fees to patients has been a growing trend in dental practices, driven by marketing messages from merchant service providers.👉There are two types of fee passing programs: cash discount and surcharge. Cash discount involves raising all prices and offering a discount for cash, while surcharge allows passing fees to credit card payments but not debit card payments.👉Compliance with rules and regulations is crucial for practices implementing fee passing programs, as violations can result in fines and even being blacklisted by card brands.👉Practices should carefully consider the impact on patient satisfaction and the potential for negative reviews before implementing fee passing programs.👉Working with a merchant advocate can help practices identify and reduce unnecessary fees on their credit card statements, improving profitability without passing on fees to patients.Chapters:00:00 Introduction and Background01:04 The Growing Trend of Passing on Credit Card Fees06:09 Understanding Cash Discount and Surcharge Programs11:04 Compliance and Rules for Fee Passing Programs18:24 Considering Patient Satisfaction and Negative Reviews21:12 Reducing Unnecessary Fees and Improving ProfitabilityContact Cheryl McKenna: cmckenna@merchantadvocate.comPlease rate, review and give this episode a ⭐⭐⭐⭐⭐review!
In this episode, Dayna Johnson discusses how to clean up duplicate medications, medical conditions, and allergies in the health history module of Dentrix. She explains that the only way to delete a medication or medical condition is if it is not attached to a patient, otherwise, it needs to be inactivated. Dayna also highlights the common causes of duplicate entries, such as syncing data from Dentrix questionnaires and not properly checking for existing entries. She emphasizes the importance of training the team to prevent these issues and suggests dedicating time to regularly clean up the lists.Takeaways:➡️To clean up duplicate medications, medical conditions, and allergies in Dentrix, inactivate the entries that are attached to patients but remove them from the active list.➡️The health history module in Dentrix does not allow for replacements, so if you want to change a medical condition, you need to manually remove the old one and add the new one.➡️The most common cause of duplicate entries is syncing data from Dentrix questionnaires without proper training, resulting in misspelled or duplicate entries.➡️To prevent duplicate entries, train your team on how to properly sync data from Dentrix questionnaires and encourage them to check for existing entries before adding new ones.➡️Regularly dedicate time to clean up the health history module to ensure accurate and up-to-date data.Chapters:00:00 Introduction and Overview00:57 Cleaning Up Duplicate Medications03:45 Inactivating Medications and Patient Reported Medications06:14 Cleaning Up Duplicate Medical Conditions08:26 The Impact of Dentrix Questionnaires10:51 Preventing Duplicate Entries12:42 Conclusion and Next StepsBook a call with Dayna today: https://calendly.com/dayna-johnson/discovery-callWe would love a ⭐⭐⭐⭐⭐ Review if you found this episode informative and relevant.
In this episode, Dayna Johnson continues her series on fall cleanup in dental practices. She discusses the importance of cleaning up definitions, specifically adjustment types, payment types, and billing types. She explains how to remove unnecessary adjustment types and payment types, and the impact it has on the patient ledger history. Dayna also emphasizes the need for clear and specific adjustment types to facilitate better financial analysis. She encourages listeners to clean up their lists and provides realistic expectations for the time and effort involved.Takeaways:➡️Cleaning up definitions in dental practice software is an important part of fall cleanup.➡️Unnecessary adjustment types and payment types should be removed to keep the list clean and manageable.➡️Changing definitions will impact the patient ledger history, so it's important to be aware of the changes.➡️Clear and specific adjustment types facilitate better financial analysis.➡️Cleaning up billing types is also important for categorizing patients.Chapters:00:00 Introduction to Fall Cleanup in Dental Practices02:01 Cleaning Up Adjustment Types and Payment Types03:28 Impact of Changing Definitions on Patient Ledger History09:52 Cleaning Up Adjustment Types and Payment Types (Continued)12:10 The Importance of Clear and Specific Adjustment Types14:36 Cleaning Up Billing Types for Categorizing Patients16:51 Conclusion and Call to ActionShare this episode with your friends and colleagues. We 💚💙 five star reviews. Book a call with Dayna: https://calendly.com/dayna-johnson/discovery-call
In this episode, Dayna Johnson discusses the importance of cleaning up and maintaining accurate data in Dentrix. She focuses on inactivating providers and team members and explains the process and implications of doing so. Dayna provides tips and recommendations for replacing providers and team members, and highlights the importance of the primary provider field in reports and searches. She also mentions the need to have all computers out of Dentrix when inactivating team members. Overall, this episode serves as a guide for dental teams on what this process entails.Takeaways:➡️Maintaining accurate and up-to-date data in Dentrix is crucial for dental practices.➡️Inactivating providers and team members helps clean up the database and improve efficiency.➡️When inactivating providers, it is important to replace them with another provider to ensure future appointments and treatment plans are properly assigned.➡️The primary provider field in Dentrix is significant for filtering reports and searches.➡️Inactivating team members requires all computers to be out of Dentrix, and it is recommended to replace them with another team member.➡️Inactivating providers and team members does not change anything in the history of the database.Chapters:00:00 Introduction: Importance of Clean Data in Dentrix02:24 Chapter 1: Fall Cleanup - Inactivating Providers and Team Members03:23 Chapter 2: Important Considerations when Inactivating Providers07:10 Chapter 3: Replacing Providers and Team Members09:30 Chapter 4: The Significance of the Primary Provider Field17:32 Chapter 5: Managing Accounts Receivable and Time ClockBook a call with Dayna: https://calendly.com/dayna-johnson/discovery-callRate, Review and Share our podcast ⭐⭐⭐⭐⭐
Hey there, friends! Today, I want to dive into a critical topic for dental practices—how to boost your cash flow. The reason I’m bringing this up is that I’ve had my fourth call this year from a dental practice where the doctor isn’t getting paid. Just last week, I got a call from a doctor’s wife. She was at home, juggling four kids, and trying to help with the practice’s accounts receivable because they were struggling so much that her husband wasn’t going to receive a paycheck. It’s a situation that no practice owner should ever be in. The person who’s dedicated their life to caring for patients shouldn’t be the one left without pay. It’s simply unacceptable.Chapters:00:00 Introduction: Concerns about Doctors Not Receiving Paychecks03:20 Chapter 1: Collecting Money on the Day of Service07:09 Chapter 2: Improving Cash Flow with Daily Billing Statements11:29 Chapter 3: Getting Paid Faster with Electronic ClaimsBook a call with Dayna: https://calendly.com/dayna-johnson/discovery-callDownload free tip sheet: https://membership.novonee.com/increase-cash-flow
In this conversation, Dayna Johnson discusses the importance of reviewing practice numbers and goals at the end of the month. She emphasizes the need to track production goals, new patient goals, patient retention goals, and case acceptance goals. Dayna recommends using the Practice Advisor report in Dentrix to review practice numbers and benchmarks. She also highlights the significance of data-driven decision-making and suggests seeking additional resources and training to optimize software and improve team performance.Chapters00:00 Introduction and Overview03:49 Reviewing Last Month's Performance07:28 Using the Practice Advisor Report11:17 Setting Benchmarks and Goals14:08 Improving Below-Benchmark Numbers16:00 Conclusion and Next StepsBook a call with Dayna today: https://calendly.com/dayna-johnson/discovery-callRate, Review and Share this episode with your peers!
Setting goals, monitoring progress, and having a team process are essential for running a successful dental practice. Goals provide direction and help achieve a thriving and profitable business. They enable the practice to provide better patient care, offer competitive advantages for hiring and retaining team members, and afford additional benefits. While goal setting requires effort, it is necessary for success. Monitoring goals can be done through the appointment book, daily huddle reports, and Dentrix Reports module. Tracking and forecasting production goals are crucial for managing and running a small business.Takeaways:➡️ Setting goals and monitoring progress are essential for running a successful dental practice.➡️ Goals provide direction and help achieve a thriving and profitable business.➡️ Monitoring goals can be done through the appointment book, daily huddle reports, and Dentrix Reports module.➡️ Tracking and forecasting production goals are crucial for managing and running a small business.Chapters:00:00 The Importance of Setting Goals and Monitoring Progress02:54 How Goals Drive Success and Profitability04:44 Tools for Monitoring and Tracking Production Goals11:26 The Role of Goals in Managing and Running a Small BusinessHelp us reach more Dentrix users by sharing this podcast with your colleagues. We love ⭐⭐⭐⭐⭐ Reviews!
In this conversation, Dayna Johnson discusses the importance of setting goals for a dental practice and how to enter those goals into Dentrix. She emphasizes the need for a productive schedule and daily production goals for each provider. Johnson explains that goals should be based on overhead and total compensation, and that they should be entered into the computer for tracking and analysis. She also highlights the benefits of forecasting and strategic scheduling to help reach practice goals.Takeaways:👉 Learn why setting goals is essential for a productive and profitable dental practice.👉 Discover how to create goals based on overhead and total compensation.👉 Find out why goals should be entered into the computer for tracking and analysis.👉 Identify a plan for forecasting and strategic scheduling to reach practice goals.Chapters:00:00 Developing a Roadmap for the Appointment Book03:20 Setting Goals Based on Overhead07:30 Aligning Goals with Desired Lifestyle and Team Benefits10:49 Considering Total Compensation in Goal Setting13:41 Entering Goals into Dentrix for TrackingBook a call with Dayna: https://calendly.com/dayna-johnson/discovery-callDownload a total compensation worksheet from Bent Ericksen & Associates here: https://membership.novonee.com/bent_ericksenRate, Review, and share this episode with your colleagues.
"There is a hierarchy in setting up your Dentrix appointment book. It is important both for the visual aspect and also getting accurate data analytics" ~ Dayna Johnson, Dentrix trainer and workflow expert.In this conversation, Dayna Johnson discusses the importance of mapping out your schedule in order to give your team a roadmap for success. She explains how to set up your appointment book in Dentrix to ensure accurate analytics and visual aspects. Dayna goes through the hierarchy of appointment book setup, including global default settings, practice schedule, provider setup, and operatory setup. She also discusses workstation-specific settings, such as views. By properly setting up your appointment book, you can make data-driven decisions and improve the efficiency of your practice.Chapters 👇00:00 Mapping Out Your Schedule for Success02:53 The Hierarchy of Appointment Book Setup05:36 Importance of Accurate Appointment Book Setup for Analytics11:23 Visual Aspects of Appointment Columns and Treatment Rooms15:14 Workstation-Specific Setup: ViewsRate, Review, and Share this episode with your colleagues so we can get our information out to more dental teams.
In this episode, Sophia Dunkley discusses the importance of case acceptance and treatment planning in the dental industry. She emphasizes the transformative power of human connection and the role it plays in case acceptance. Sophia highlights three paramount systems: mastering case acceptance for increased profitability, effective communication and phone etiquette, and developing innovative approaches to team collaboration and empowerment. She stresses the need for proper verbal skills and training in answering phones, as well as creating a safe and empowering work environment for the team. Sophia encourages dental practices to focus on team collaboration and to have fun at work.Takeaways:➡️ Case acceptance is the nucleus of a dental practice and plays a crucial role in increasing profitability.➡️ Effective communication and phone etiquette are essential in supporting case acceptance.➡️ Proper verbal skills and training are necessary for answering phones and addressing patient inquiries.➡️ Team collaboration and empowerment create a safe and motivating work environment.➡️ Having fun at work and finding passion in what you do can reduce stress and improve job satisfaction.Sophia Dunkley’s impact on the dental industry is remarkable. With over 25 years of dedication, she has redefined dental office culture, infusing them with a spirit of fun and empowerment. Her unique approach to case acceptance and treatment planning, emphasizing the transformative power of human connections, has made her a sought-after dental coach, consultant, speaker, and dental implant arch sales coach/trainer. Her process brings results with increased revenues and profitability. Sophia skillfully navigates patients from indecision to positive decision-making, a testament to her methodology and passion.Reach out to Sophia directly at: https://thepracticenavigator.com/Share this episode with your colleaguesWe 💚💙Reviews! Help spread the word by giving this The High Performing Dental Team a ⭐⭐⭐⭐⭐ review wherever you listen in.
Dayna Johnson deep dives into the power of the Dentrix Perfect Day scheduling and the importance of scheduling in advance. She emphasizes the need for dental practices to design their own schedules based on their goals and preferences. Johnson introduces the concept of Perfect Day Scheduling, which provides a roadmap for the team to follow and helps them reach their production and new patient goals. She also highlights the importance of involving the team in the planning process to ensure successful execution. Overall, the episode provides valuable insights and strategies for designing an effective schedule.Takeaways:➡️ Annual planning is crucial for dental practices to map out their schedules in advance.➡️ Designing a schedule that aligns with practice goals and preferences is essential.➡️ Perfect Day Scheduling provides a roadmap for the team to follow and ensures productivity and efficiency.➡️ Involving the team in the planning process increases their engagement and success in executing the schedule.If you want Dayna's help in creating your ideal day, book a call with her today: https://calendly.com/dayna-johnson/discovery-callWe would love a ⭐⭐⭐⭐⭐ review of our podcast so more people can find out information. Thank you 🌞
In today’s episode, Claire Dickinson and I dive into the critical topics of annual planning, the rising potential of AI in dental practices, and the undeniable benefits of outsourcing. Our conversation began with the importance of scheduling the annual planning sessions mid-year. This approach allows us to set clear goals, determine efficient schedules, and make accurate financial projections for the upcoming year. It's a proactive strategy that ensures we are prepared and can hit the ground running as the new year begins.Takeaways:➡️ Schedule annual planning sessions mid-year to set goals, determine schedules, and make financial projections for the upcoming year.➡️ Consider the potential applications of AI in tasks such as insurance verification, clinical note documentation, and fee schedule comparison.➡️Outsourcing certain administrative tasks to specialized companies can improve efficiency and reduce costs.➡️ Maintain a focus on patient relationships and personalized care while leveraging AI and outsourcing.➡️ Regularly review and analyze practice numbers to ensure accountability and success.Contact Claire directly at: clairebdickinson@gmail.comGive our podcast a ⭐⭐⭐⭐⭐ review so more people can find our resources. Become a Dentrix Superuser: https://membership.novonee.com/membership-offersBook a call with Dayna at: https://calendly.com/dayna-johnson/discovery-call
I have a challenge for you ... listen in and find out what it is.In this conversation, Dayna wraps up the topics covered in the past three months, focusing on keeping schedules full and enhancing patient retention. She emphasizes the importance of working on reports like the unscheduled list, continuing care report, and treatment manager. Dayna highlights the consequences of not prioritizing these reports and encourages listeners to find time for them. She suggests implementing a better time management plan, including having an admin team huddle and allocating off-the-floor time for uninterrupted work. Dayna also discusses the importance of doing hard work and investing in team training and development.Takeaways:➡️ Working on reports like the unscheduled list, continuing care report, and treatment manager is critical for maintaining a full and productive schedule.➡️ Ignoring these reports can have consequences for the profitability and overall health of the practice.➡️ Implementing a better time management plan, including an admin team huddle and off-the-floor time, can help prioritize important tasks.➡️ Doing hard work and investing in team training and development are essential for personal and practice growth.Find more free resources at: novonee.comBook a call with Dayna at: https://calendly.com/dayna-johnson/discovery-call
In this conversation, Dayna Johnson and Rita Zamora discuss social media strategies for dental practices. They cover three key areas: engagement, content strategy, and systems. Rita emphasizes the importance of engaging with other accounts on social media to build relationships and increase visibility. She also highlights the need for a content strategy that focuses on the procedures and services the practice wants to be known for. Finally, Rita discusses the value of having a system in place, including a content calendar and scheduling tool, to save time and ensure consistent posting.Takeaways:👉Engaging with other accounts on social media is crucial for building relationships and increasing visibility.👉Having a content strategy that focuses on the procedures and services the practice wants to be known for is essential.👉Implementing a system with a content calendar and scheduling tool can save time and ensure consistent posting.👉Personalizing content and using original photos and videos is key to standing out and creating a unique brand presence.Contact Rita directly at: https://connect90.com/Rate, Review and Share this episode with your colleagues
In this episode, I discuss how the clinical team can help improve the closing rate for recommended treatment and scheduling patients. I emphasize the importance of having the necessary information and verbal skills to answer patient questions and address their concerns. I provide two options for documenting the diagnosis: using the procedure note or including it in the clinical note. Both options help the treatment coordinator provide accurate and timely information to patients, increasing the chances of scheduling treatment.Takeaways:👉Treatment planning and management is a team effort that involves both the clinical and admin teams.👉Having the necessary information and verbal skills to answer patient questions is crucial for improving the closing rate.👉Documenting the diagnosis in either the procedure note or clinical note helps the treatment coordinator provide accurate information to patients.👉Consistency in documenting the diagnosis is important for easy access and reference.Find other resources at: novonee.comPlease give our podcast a ⭐⭐⭐⭐⭐ review on your favorite player.
Dayna deep dives into the Dentrix Treatment Manager Report, which is a powerful tool for filling the doctor's schedule and following up with patients who have unscheduled treatment. She explains how to generate the report, filter it by date and procedure codes, and customize the columns. Dayna also provides tips on making contacts with patients, checking for financial arrangements, and using the office journal for notes and reminders. The treatment manager report is a gold mine for enhancing case acceptance and increasing practice revenue.Takeaways:👉The treatment manager report is a powerful tool for filling the doctor's schedule and following up with patients who have unscheduled treatment.👉Filter the report by date and procedure codes to narrow down the list of patients.👉Use the office journal for making contact notes and setting reminders.👉The treatment manager report is a gold mine for enhancing case acceptance and increasing practice revenue.Book a call with Dayna and discuss a training and coaching program for your team: novonee.com
In this episode, Dayna interviews Ethan Ellsworth and Cairo Murphy, the co-founders of Stratus, a dental technology company. They discuss how AI can streamline dental practice workflows, particularly in insurance verification and claims processing. Ethan and Cairo share their background in dentistry and how their personal experiences led them to develop Stratus. They address common concerns and misconceptions about AI and explain how their AI bot works to fill out insurance forms. They also discuss the Dentrix integration and future plans for expanding into other areas of dental practice management.Takeaways:👉 AI can greatly improve workflow efficiency in dental practices, particularly in insurance verification and claims processing.👉 Stratus offers an AI bot that can fill out insurance forms, saving time and reducing errors.👉 The Dentrix integration allows for automatic patient data retrieval and verification.👉 Using AI technology can free up time for dental team members to focus on more important tasks, such as patient care and revenue generation.Book a free demo here: https://www.usestratus.com/novoneeBook a call with Dayna: novonee.comRate, Review our podcast today ⭐⭐⭐⭐⭐
This conversation dives deeper into the topic of keeping your schedule full by discussing the continuing care list. Dayna explains the importance of the unscheduled list and how to remove patients from it if they haven't responded after three contacts. Dayna then introduces the concept of the continuing care list and discusses two types of lists within Dentrix software. The conversation emphasizes the need to run these lists within the practice management software to avoid issues with third-party automated systems. She also provides tips on reaching out to overdue patients and managing the continuing care system effectively.Takeaways:👉The unscheduled list is a valuable resource for keeping your schedule full and ensuring patients don't fall through the cracks.👉Patients who haven't responded after three contacts should be removed from the unscheduled list.👉The continuing care list in Dentrix software is essential for managing overdue patients and avoiding issues with third-party automated systems.👉Running custom views and generating custom lists can help streamline the process of reaching out to overdue patients.👉The continuing care system is the lifeblood of a dental practice and should be managed effectively to prevent patients from being missed.Book a call with Dayna at novonee.comPlease rate, review and share this episode with your colleagues to help these tips get out to more dental teams.
Dayna Johnson discusses the importance of tracking and improving the perio percentage in dental practices. She emphasizes the need for proper diagnostics and coding to accurately diagnose and treat periodontal disease. Dayna provides tips on how to calculate the perio percentage using your Dentrix software and suggests reaching out to local periodontists or hygiene coaches for further guidance.Takeaways:>Tracking the perio percentage is crucial for dental practices to ensure proper diagnosis and treatment of periodontal disease.>Proper diagnostics, including perio charting and x-rays, are essential for accurate diagnosis.>Coding procedures correctly is important to avoid insurance fraud and protect the doctor's license.>Reach out to local periodontists or hygiene coaches for guidance and training on diagnosing and treating periodontal disease.Book a free discovery call with Dayna if you want to learn more about optimizing your systems and software: novonee.comPerio calculator tool: https://www.inspiredhygiene.com/periotool/Rate, Review and Share this podcast so our message gets out to more people.
Host Dayna Johnson interviews Katrina Sanders, RDH, also known as The DentalWINEgenist, about improving the perio percentage in dental practices. They discuss the challenges of diagnosing and treating periodontal disease, the importance of comprehensive charting, and the need for effective communication with patients. Katrina emphasizes the use of patient-centric language and motivational interviewing techniques to educate and engage patients in their oral health. She also encourages dental teams to embrace data analysis and continuous improvement to enhance their perio treatment outcomes.Takeaways:> Periodontal disease is on the rise, and dental practices need to be prepared to diagnose and treat it effectively.> Comprehensive charting is essential for capturing an accurate diagnosis and treatment plan for periodontal disease.> Using patient-centric language and motivational interviewing techniques can help engage patients in their oral health and improve treatment acceptance.> Analyzing data and continuously improving perio treatment outcomes is crucial for dental teams.> Effective communication and education are key to helping patients understand the importance of treating periodontal disease.Katrina on Instagram: @thedentalwinegenistKatrina Sanders bio:As a dental professional with a drive and passion for the advancement of preventive care within the community, Katrina Sanders, RDH, BSDH, M.Ed., RF believes it is the responsibility of dental education to produce competent, skilled and empathetic providers who possess the psychomotor and affective skills required to meet the growing demands of the dental industry. Subscribe to this podcast: https://membership.novonee.com/podcast_subscribePlease rate, review and share our podcast!
Dayna discusses the importance of the Dentrix Unscheduled List in dental practices for following up with unscheduled patients keeping your schedule full. and provides tips on how to effectively manage it. She emphasizes the need to keep the pin board clean and use the unscheduled list as a holding bucket for appointments that need follow-up. Dayna also shares her rules for the unscheduled list, including a three-month limit for patients to sit on the list. She encourages regular follow-up with patients and suggests using the office journal to keep track of contact notes. Overall, Dayna highlights the unscheduled list as a valuable resource for maintaining a full and productive schedule.Access to exclusive content: https://membership.novonee.com/membership-offersRate . . . Review . . . Share this podcast episode so we can reach more people!
Today, Dayna discusses strategies for keeping the hygiene schedule full during the slower summer months. She emphasizes the importance of reaching out to patients who are overdue and unscheduled, using both automated systems and personal communication. Dayna recommends three reports that can be used to identify and follow up with these patients: the unscheduled list, the continuing care list, and the treatment manager. She also suggests creating a VIP list for patients who are scheduled far in advance but would like to be contacted if an earlier appointment becomes available. Overall, Dayna provides practical tips for maintaining a full schedule and ensuring that patients do not fall through the cracks.Takeaways:> Reach out to patients who are overdue and unscheduled to ensure they do not fall through the cracks.> Use a combination of automated systems and personal communication to contact these patients.> Utilize reports such as the unscheduled list, continuing care list, and treatment manager to identify and follow up with overdue patients.> Create a VIP list for patients who are scheduled far in advance but would like to be contacted if an earlier appointment becomes available.More Free Content: https://novonee.com/media/Deep Dive into this topic: https://membership.novonee.com/membership-offersBook a call with Dayna: https://novonee.appointiv.com/1.9/l/phone/c/one-on-one/a/discovery-call/p/dayna-johnson
In this conversation, Dayna and Claire discuss various topics related to the hygiene department in a dental practice. They start by sharing personal updates and then dive into how hygienists can be proactive in keeping their schedule full during slower summer months. They emphasize the importance of pre-appointing patients and documenting the next visit in clinical notes. They also discuss the need for transparency about practice profitability and how hygienists can take ownership of their chair and contribute to the profitability of the practice. The conversation concludes with a discussion on building up the perio program in a general practice and upcoming topics for the quarter.Takeaways:> Pre-appointing patients and documenting the next visit in clinical notes can help hygienists be proactive in keeping their schedule full.> Hygienists should create value for their time and communicate the benefits of maintaining oral health to patients.> Transparency about practice profitability and production goals can help hygienists understand their role in the profitability of the practice.> Building up the perio program in a general practice requires proper diagnosis, coding, and education for both hygienists and patients.> Upcoming topics for the quarter include setting goals, perfect day scheduling, and clinical notes.Chapters:00:00 Introduction and Personal Updates01:30 Preparing Hygienists for Slower Summer Months06:13 Documenting Next Visit in Clinical Notes07:08 Creating Value for Hygienist's Time08:43 Transparency about Practice Profitability10:27 Understanding the Importance of Profitability12:24 Hygienists Taking Ownership of Their Chair16:36 Scheduling Appropriate Time for Each Patient22:25 Building Up the Perio Program in General Practice27:26 Getting Help from Perio Practitioners or Hygiene Coaches31:04 Upcoming Topics for the QuarterMore free resources: https://novonee.com/media/Learn more about our membership: https://membership.novonee.com/membership-offersShare, review and comment on this episode to help spread the word.
Dayna interviews Ashley Bond, the Vice President of Dental Billing Operations for Wisdom. They discuss strategies for successful billing practices and working with virtual assistants. The key themes covered in the conversation include communication, transparency, and clear expectations. Ashley emphasizes the importance of effective communication and treating virtual assistants as an extension of the dental team. She also highlights the need for transparency in billing processes and providing regular updates to the dental practice. Lastly, Ashley emphasizes the significance of clear expectations and defined roles and responsibilities within the practice. Overall, the conversation provides valuable insights for dental teams looking to improve their billing practices.Chapters00:00 Introduction and Football Talk03:49 Rebranding and Vision for the Future05:59 Top Three Strategies for Successful Billing Practices13:28 Communication as the Key to Success22:31 Clear Expectations for Roles and Responsibilities25:29 Conclusion and Contact InformationFor more information about Wisdom: www.withwisdom.com/referral/dayna-johnsonBook a call with Ashley: https://calendly.com/ashley_bond/referral-inquiryMore free resources from Wisdom: https://www.withwisdom.com/resourcesBook a call with Dayna: https://novonee.appointiv.com/1.9/l/phone/c/one-on-one/a/discovery-call/p/dayna-johnsonIf you found this episode informative, give us a five star review on your favorite podcast player.
Dalton Handy, VP of Marketing for GoTu, discusses the rebranding of the company and the reasons behind the name change. He emphasizes the importance of company values and how they shape the culture and success of the organization. Dalton also highlights the customer support provided by GoTu and the plans for expanding their services. He explains the fill rate and how GoTu makes it easy for dental practices to find temporary and permanent employees. Finally, Dalton shares his thoughts on partnership opportunities and the significance of core values in a dental practice.TakeawaysRebranding can help a company better reflect its services and differentiate itself from competitors.Company values are crucial in shaping the culture and success of an organization.Providing excellent customer support is essential for building trust and maintaining strong relationships with clients.GoTu's fill rate is over 50%, offering dental practices a reliable solution for finding temporary and permanent employees.See if GoTu can help your practice fill an opening on your dental team: https://joingotu.com/If you found this episode helpful, please share it and give it a five star review.
In this special 100th episode, Dayna and Kevin take a break from discussing dental systems and workflow to share personal stories and adventures. They reminisce about meeting at a dental conference in Dallas and their early experiences together. The conversation covers their quirky travel habits, including their preference for walking and exploring local food. Dayna shares her love for supporting local businesses and her passion for jewelry with a story. They discuss Dayna's initial hesitation to write for Kevin's dental publications and the impact her writing has had on the industry. The episode concludes with their recent experiences playing pickleball and attending a foam party in Mexico, as well as their memorable trip to witness a solar eclipse.Takeaways:Personal connections and shared experiences are an important part of building relationships.Exploring local food and supporting local businesses can enhance travel experiences.Overcoming insecurities and taking opportunities to share your knowledge can lead to unexpected success.Embracing new activities and adventures can create lasting memories and strengthen relationships.I hope you enjoyed my break from dental systems and Dentrix optimization for a little fun for my 100th episode.
In this podcast episode, the host discusses the importance of the health history workflow in protecting a doctor's license and livelihood. The three main points covered are improving patient compliance, implementing electronic forms, and eliminating redundancy in health history information. Dayna emphasizes the need to educate patients about the importance of providing accurate health history information and highlights the benefits of using electronic forms for convenience and comprehensive data. Reducing redundancy in health history documentation in your Dentrix software is also crucial to ensure accurate and up-to-date information. The episode concludes with a reminder to protect the doctor's license and practice by implementing an effective health history workflow.Takeaways:The health history workflow plays a crucial role in protecting a doctor's license and livelihood.Educating patients about the importance of accurate health history information improves patient compliance.Implementing electronic forms improves convenience for patients and streamlines data collection for the dental practice.Eliminating redundancy in health history documentation ensures accurate and up-to-date information.Chapters00:00 Introduction01:55 Importance of Health History Workflow02:50 Improving Patient Compliance09:16 Implementing Electronic Forms13:58 Eliminating RedundancyFor more free resources go to https://novonee.com/
In this solo episode, Dayna discusses the process of preparing treatment estimates for patients. She emphasizes the importance of being proactive and accurate in estimating out-of-pocket expenses. Dayna introduces the concept of an AI bot that can handle insurance verification, making the process more efficient. She provides step-by-step instructions on how to generate treatment estimates and customize report styles. The episode concludes with a discussion on presenting treatment estimates to patients and scheduling their appointments.TakeawaysBeing proactive and accurate in preparing treatment estimates is crucial for patient satisfaction.An AI bot can streamline the insurance verification process and improve efficiency.Creating customized report styles can make generating treatment estimates easier and more consistent.Presenting treatment estimates to patients and scheduling their appointments should be done before they leave the office.Chapters00:00 Introduction and Background00:31 Preparing Treatment Estimates03:12 Benefits of AI Bot04:12 Generating Treatment Estimates05:42 Creating Report Styles06:42 Customizing Report Styles09:49 Presenting Treatment Estimates11:36 Scheduling and Documenting Treatment15:05 Conclusion and Call to ActionFind more free resources on our media page: https://novonee.com/media/Subscribe to our email list for weekly content: https://membership.novonee.com/podcast_subscribe
In this solo episode, Dayna discusses how accounts receivable and collections is a team sport in every dental practice. She highlights the negative impact of overdue balances and emphasizes the need to collect on the day of service. Dayna introduces a proactive approach to accounts receivable, involving the entire dental team. She suggests preparing the patient by providing treatment estimates and educating them about their out-of-pocket expenses. Dayna also emphasizes the importance of preparing the team by ensuring everyone is aware of patients who owe money. Lastly, she discusses the significance of asking for money on the day of service.Takeaways:Accounts receivable is a team sport and requires a proactive approachCollecting on the day of service is crucial for practice profitabilityPreparing the patient by providing treatment estimates helps build relationships and improves collectionsPreparing the team and ensuring everyone knows which patients owe money is essential for successful collections.Find more free content at: https://novonee.com/media/
In this conversation, Dr. Amy Copeland from Copeland Family Dental discusses the importance of team building and development in a dental practice. She shares how she started implementing team building activities and the positive impact it has had on her practice. Dr. Copeland also talks about using personality tests to improve team communication and understanding. She highlights the value of ongoing education and learning with the team. Overall, the conversation emphasizes the significance of creating a high-performing dental team through continuous training and support.TakeawaysTeam building and development are crucial for creating a high-performing dental team.Personality tests can improve team communication and understanding.Timing and triggers for team building activities should be based on the energy and needs of the office.Ongoing education and learning with the team are essential for growth and development.Chapters00:00 Introduction and Background02:35 Importance of Team Building and Development04:05 Using Personality Tests for Team Communication05:18 Navigating Changes in the Team06:18 Implementing the Energy Bus08:16 Timing and Triggers for Team Building Activities09:47 Learning at Dental Conventions11:17 Importance of Learning with the Team12:47 Respecting and Supporting Team Members14:47 The Impact of Team Development on Retention15:46 The Value of Ongoing Education17:16 Appreciation for Support and Growth18:16 Effective Communication and Collaboration19:16 Closing RemarksThank you Dr. Amy for all your amazing insights. For more free resources, click here: https://novonee.com/media/
SummaryIn this conversation, dental practice management expert Dayna Johnson discusses the importance of documentation in dental malpractice cases with Dr. Mitchell Gardiner and attorney Ryan Donahue. They emphasize the significance of dental records in supporting the standard of care and defending against malpractice claims. They also discuss the impact of electronic communication on documentation and the role of dental hygienists in thorough note-taking. The conversation highlights the importance of comprehensive and accurate medical histories and the need for regular updates. The speakers also stress the significance of informed consent discussions and the documentation of these discussions in protecting dentists from negligence claims.Chapters00:00 Introduction and Background01:03 Introduction of Special Guests03:02 Importance of Dental Records in Malpractice Cases04:00 The Role of Documentation in Malpractice Defense05:22 The Impact of Electronic Communication on Documentation06:21 The Difficulty of Answering Questions without Documentation07:45 The Importance of Thorough and Accurate Medical Histories09:13 The Role of Dental Hygienists in Documentation10:35 The Significance of Medical Histories in Dental Malpractice Cases12:28 The Importance of Reviewing Medical Histories at Every Visit14:49 The Frequency of Updating Medical Histories17:22 The Role of Technology in Medical History Documentation19:27 The Importance of Reviewing Online Health History Forms21:22 The Significance of Informed Consent Discussions22:49 Determining the Need for Informed Consent for Different Procedures24:40 The Documentation of Informed Consent Discussions26:29 Conclusion and Final ThoughtsContact Dr. Gardiner directly on LinkedIn https://www.linkedin.com/in/mitchell-gardiner-90778341/More free resources:https://novonee.com/media/
Summary:In this episode, Dayna Johnson and her guest, Carrie Weber, discuss the topic of reducing no shows and cancellations in dental practices. They emphasize the importance of systems and skill sets in addressing this issue and building value and commitment with patients. They also highlight the need for proactive communication and the use of technology in patient communication. The role of customer service and patient experience in reducing no shows and cancellations is explored. The importance of repetition in communication and living intentionally in the practice is discussed. The episode concludes with information on how to contact Carrie Weber and a closing message.Takeaways:Building value and commitment with patients is key to reducing no shows and cancellations.Being proactive in communication and utilizing technology can help improve patient attendance.Repetition is crucial in effective communication with patients.Living intentionally in the practice and elevating communication skills can lead to better patient outcomes.Utilizing practice management software and refining verbal skills are important strategies for reducing no shows and cancellations.Chapters00:00 Introduction and Background01:03 Podcasting Live from the Rocky Mountain Dental Convention03:51 Topic: Reducing No Shows and Cancellations04:17 The Importance of Systems and Skill Sets05:15 Building Value and Commitment with Patients06:25 Being Proactive Instead of Reactive07:13 Blending Technology and One-on-One Communication09:32 Customer Service and Patient Experience10:31 Reducing No Shows and Cancellations11:28 The Key Role of Repetition in Communication13:23 Living Intentionally in the Practice14:20 Elevating Communication Skills15:18 Utilizing Practice Management Software16:10 Practicing and Refining Verbal Skills17:41 Contact Information and ClosingContact Carrie directly at: https://ww1.jmsn.com/team/carrie-webber/Find more free resources at: https://novonee.com/media/
Dr. Gupta shares his experience of starting a dental practice from scratch and the importance of creating an extraordinary new patient experience. He emphasizes the need to exceed patient expectations and personalize the patient experience. Dr. Gupta also discusses the importance of preparing patients for realistic expectations and using technology to enhance patient understanding. He provides practical tips and strategies for creating an exceptional patient experience.TakeawaysStarting a dental practice from scratch allows for more flexibility and the opportunity to maximize profits.Creating an extraordinary new patient experience is crucial for building trust and loyalty.Exceeding patient expectations and personalizing the patient experience can lead to increased patient satisfaction and referrals.Using technology, such as AI and digital imaging, can enhance patient understanding and transparency.Chapters00:00 Introduction and Background01:18 Reasons for Starting a Dental Practice from Scratch03:10 The Importance of Extraordinary New Patient Experience10:21 Creating an Extraordinary New Patient Experience15:53 Preparing Patients for Realistic Expectations17:17 Over-Delivery and Exceeding Patient Expectations22:05 Personalizing the Patient Experience25:00 Contact Information and ConclusionYou can find the resources that Dr. Gupta talked about on his website: https://bebetterseminars.com/For more free resources from Dayna: https://novonee.com/
In this episode, Dayna discusses the process of doing a fee update in your Dentrix software. She covers topics such as updating office fees, updating treatment plan fees, and strategies for fee increases. She also provides tips for updating fees for PPO plans and how to forecast revenue based on fee updates. Additionally, she shares a tip for copying fees for in-network and out-of-network plans. Overall, this episode provides valuable insights and guidance for dental practices navigating the fee update process.Takeaways:There are different ways to do a fee update, including updating office fees and treatment plan fees.Treatment plans do not update automatically, so it's important to manually update them if necessary.Consider a fee increase strategy that focuses on different procedure code ranges.When updating fees for PPO plans, it may be helpful to have a buddy assist in the process.Chapters00:00 Introduction and Overview00:58 How to Do a Fee Update03:12 Updating Treatment Plan Fees04:11 Updating Fees for Patients in Treatment05:35 Fee Increase Strategy07:29 Updating Fees for PPO Plans09:57 Updating Fees on the Appointment Book11:21 Forecasting Revenue with Fee Updates13:48 Copying Fees for In-Network and Out-of-Network Plans15:40 Conclusion and Call to ActionFind more free resources at: https://novonee.com/media/
In this episode, Dayna and Claire discuss the importance of setting goals and developing habits in dental practices. They emphasize the need to break down big goals into smaller tasks and segment goals by quarters. Annual planning is highlighted as a time to set New Year's resolutions and determine key performance indicators (KPIs) for the practice. The conversation also explores the role of discipline in achieving goals and the difference between motivation and discipline. The use of rolling quarters for tracking performance and leveraging technology for efficiency are discussed. The episode concludes with a reminder to reflect on goals and make course corrections as needed.Takeaways:Segment goals by quarters and break down big goals into smaller tasks.Annual planning is a time to set New Year's resolutions and determine key performance indicators (KPIs) for the practice.Discipline is essential in achieving goals, and motivation alone is not enough.Use rolling quarters to track performance and tie KPIs to specific systems.Leverage technology to increase efficiency in the practice.Chapters00:00 Introduction and Setting the Topic03:02 Segmenting Goals by Quarters04:01 Breaking Down Big Goals into Smaller Tasks05:49 Annual Planning and New Year's Resolutions08:07 Developing Habits and Systems in the Dental Practice11:00 The Importance of Discipline in Achieving Goals13:44 Motivation vs Discipline16:28 Using Rolling Quarters for Tracking Performance17:26 Tying Key Performance Indicators to Specific Systems20:25 Leadership and Accountability in Larger Practices23:48 Leveraging Technology for Efficiency26:05 Reflection and Course CorrectionContact Claire at: clairebdickinson@gmail.comMore free resources on our medial page: https://novonee.com/media/ Rate, Review, and Share our podcast!
In this podcast episode, Dayna and Kevin Henry discuss the top worries for dental practices in 2024, including team retention, insurance challenges, and concerns about the economy. They emphasize the importance of proper onboarding for new team members and the need for ongoing training and development. They also highlight the role of technology, particularly AI, in improving practice efficiency and profitability. The episode concludes with a discussion about future plans for the podcast and the Hank podcast network.Takeaways:Proper onboarding and ongoing training are essential for retaining team members and ensuring their success in the dental practice.Dental practices should carefully evaluate their participation in insurance plans and consider the impact on their business and patients.The economy and the upcoming election year are factors that may influence dental practices' financial decisions and spending.AI and technology, such as CAD/CAM and lasers, are expected to be major trends in the dental industry in 2024, improving practice efficiency and patient care.Chapters:00:00 Introduction and Welcome01:12 Kevin's Influence in the Dental Industry02:28 Top Worries for Dental Practices in 202406:23 Importance of Proper Onboarding for New Team Members09:08 Building and Retaining a Strong Dental Team12:33 Challenges with Insurance and Business Models16:45 Concerns about the Economy and Election Year23:25 The Buzz around AI and Technology in 202428:06 Conclusion and Future PlansContact Kevin Henry at: kevin@kevinspeaksdental.com or at Dr. Bicuspid at: https://www.drbicuspid.com/
In this podcast episode, Dayna provides a list of recommended episodes for different roles in a dental practice to listen to during the holiday break. She suggests episodes for financial coordinators, scheduling coordinators, clinical team members, and doctors/decision makers. The episodes cover topics such as accounts receivable management, patient retention, clinical documentation, practice numbers, culture development, and annual planning. TakeawaysTake the time to listen to recommended podcast episodes during the holiday break to improve your skills and knowledge in your role.Financial coordinators should focus on episodes related to accounts receivable management.Scheduling coordinators should listen to episodes about patient retention and scheduling techniques.Clinical team members should prioritize episodes on clinical documentation and aiding the entire team.Doctors and decision makers should consider episodes on protecting the doctor's license, sharing practice numbers, culture development, and annual planning.Leave a review for the podcast to support its visibility and reach.Chapters00:00 Introduction and Homework08:16 Clinical Team Members11:40 Doctors and Decision Makers15:01 Closing RemarksIf you want access to the video series I talked about click here: https://membership.novonee.com/pl/2147951060
In this episode Dayna will go through with you the most important tasks that need to be run for your Year End. Also, she will go over her favorite year end reports to give you something to celebrate or something to improve. To join the Novonee membership, click here: https://novonee.com/
In this conversation, Dayna Johnson and Teresa Duncan discuss various topics related to the dental insurance industry. They start by talking about the recent Vyne dental event and the key takeaways from it. They then delve into the rise of outsourcing in the dental industry and the challenges of staffing. They emphasize the need for dental professionals to have more business knowledge, particularly in dental insurance. Teresa Duncan shares information about her dental insurance course and the topics covered in it. They also discuss common mistakes in sending claims, such as using the owner doctor's credentials and sending secondary insurance by paper. They highlight the importance of attachments and narratives in claims processing. The conversation concludes with a discussion on the challenges of electronic funds transfers (EFTs) and a preview of upcoming events and trends in the dental insurance industry. In this conversation, Teresa Duncan and Dayna Johnson discuss the benefits, selection, implementation, and optimization of dental practice management software. They highlight the importance of choosing the right software and provide insights into maximizing efficiency and improving the patient experience. They also address common challenges faced in dental practice management software and offer valuable advice. Overall, the conversation provides a comprehensive overview of the key aspects of dental practice management software.TakeawaysOutsourcing is becoming more common in the dental industry, providing a temporary solution to staffing shortages and reducing overhead costs.Dental professionals need to have more business knowledge, particularly in dental insurance, to effectively navigate the complexities of the industry.Common mistakes in sending claims include using the owner doctor's credentials, sending secondary insurance by paper, and relying on narratives instead of clinical notes.Attachments and narratives play a crucial role in claims processing, and dental professionals should ensure they are using the appropriate methods to include this information.Challenges with electronic funds transfers (EFTs) require dental professionals to stay informed and adapt to changes in payment processing. Choosing the right dental practice management software is crucial for the success of a dental practice.Efficient implementation of dental practice management software requires proper planning and training.Dental practice management software can significantly improve efficiency and streamline workflows.Utilizing dental practice management software can enhance the patient experience and satisfaction.Challenges in dental practice management software can be overcome with proactive troubleshooting and support.Enroll in Teresa's insurance course at: https://www.odysseymgmt.com/dental-insurance and use code NOVONEE75 to receive a discount on your purchase.To read the full transcript of today's episode go to: https://novonee.com/media/
In this episode I will walk you through some tips on generating the most accurate insurance estimate in Dentrix when you are an out of network provider. It does get a little tricky when you don't have a fee schedule to calculate from, however over time you can create some tables that will help.If you want to take a deeper dive into insurance management, check out our membership here: https://novonee.com/ and click on the green Join Today button in the upper right corner.To purchase Teresa's insurance course go to: https://www.odysseymgmt.com/dental-insurance and use the coupon code NOVONEE75 for your discount.
When you are in network with dental insurance plans, you want to be able to generate the most accurate estimates for your patient. Contrary to what you might hear, you CAN get accurate estimates using the fee schedule method or the allowed amount method in your Dentrix software. In today's episode Dayna will go through the differences between the two methods so you can make a decision on what will be best for your team. If you want to deep dive into managing dental insurance in your Dentrix software, go to Novonee.com and click on the green Join Today button in the upper right corner. If you want to take advantage of Teresa Duncan's insurance course offer, click here: https://odysseymgmt.thrivecart.com/dental-insurance/ and use coupon code NOVONEE75
Consistency is key if you and your team are going to create better non-verbal communication systems. If you are having breakdowns in communication and you are constantly looking for information in your Dentrix software, this episode is for you.Download Dayna's tip sheet she talked about during the podcast here: https://membership.novonee.com/notes_and_documentationMore free resources here: https://novonee.com/media/
With the re-brand of my podcast, it was only fitting to have my first guest on the show who is instrumental in my content creation . . . dental industry expert, champion of dental assistants, influential speaker, love of my life, my husband Kevin Henry. Today, Kevin and I talk about closing the loop in dental team communication and how you can understand each other on a human level that will transform your dental practice. Contact Kevin directly at kevin@kevinspeaksdental.com More free content at https://novonee.com/media/
In today's episode I walk you through the Dentrix updates 23.6 through 23.9. These updates were released between September and October 2023. You will takeaway how to best integrate these new features and enhancements into your best practices. Next week will be my first re-branded episode with a new podcast name and new art. I will be sharing the same relevant content that you have come to love, however the podcast needed a little pick me up :) For more information about my resources go to novonee.com
Your Dentrix clinical note not only is your legal documentation for patient visits, but it is also a great communication tool for the team. In today’s article, I want to focus on the clinical notes and how your team can use this central spot for answering two very important questions.•What happened today?•What’s next?More free resources: https://novonee.com/media/
Hey dental hygienists . . . you have a very short amount of time to get a lot done during your patients recare visit so let’s talk about some short cuts to make your day run more smoothly. Today I want to talk specifically about the Dentrix perio chart and give you some keyboard shortcuts that will significantly improve your efficiency. Three Must Have Dentrix Systems: https://membership.novonee.com/dwm-podcast
Claire and I are kicking off 4th quarter with challenges we see in the dental office between the front and the back. We both spend a lot of time sitting side by side with admin and clinical team members observing their workflow, listening to how they talk to each other and watching some things can negatively affect patient care. In our conversation today, we look at solutions for better intra-office communication and how to create a more cohesive team. This quarter’s theme is “Take it all the way to the finish line.” Or, as Claire said, “Closing the loop.” There are many tasks in the dental practice that require our attention and many of these tasks impact both the admin team and the clinical team. When you have a busy practice, and you are being pulled in several directions, these tasks can only get halfway completed … and ultimately forgotten. When this happens, you spend more time searching for information and finishing the original task than you would have spent just completing it in the first place. Over the few months, we will talk about how we can work together and better support each other so you don’t feel like you get to the end of the day wishing you had a stiff drink to numb the pain. I want you to go home at the end of the day and raise a glass because you had an amazing day. Claire is the operations director for a large perio group in the state of Washington and understands how details matter. In her experience, clarity and respect play a huge role in how the team communicates with each other. Being clear on your what you are asking for and being clear on your expectations of each other will eliminate a lot of the miscommunication we see so often in the dental practice.
Schedule a discovery call with Dayna to talk more about this topic: https://novonee.appointiv.com/1.9/l/phone/c/one-on-one/a/discovery-call/p/dayna-johnsonJust like all of you, I am a lifelong learner and continue to grow my knowledge through online courses, podcasts and blogs. Keeping my brain active and staying current is important to me. However, I understand how hard it is to find time to take continuing education. I am sure you struggle to find time to advance your knowledge of your software, learn new technology and optimize your systems. This is why today’s article is so important. Recently I was watching one of my video courses and the speaker, Rory Vaden, said something that really resonated with me and I had to share it with you. He said, “Automation is to your time, like compounding interest is to your money.” WOW! Now, if that isn’t a smack in the face, I don’t know what is.
More Dentrix Resources: https://novonee.com/Hopefully you have started reaching out to patients who have unscheduled treatment and remaining dental benefits this year. Remember to use this process during the time of the year where your most popular dental plans renew the patient benefits.Another thing I thought of this week is that you can block out a few more perfect day blocks for the month of December for those patients who will procrastinate. You know, the patient who calls on December 15 and wants to get that crown completed before he or she loses benefits. This always happened in my office and it was hard to turn patients away, so I finally got smart and reserved more time for these procrastinators.
Get Dayna's Treatment Manager Tip Sheet: https://membership.novonee.com/treatment-manager-downloadAbout this time of year, I talk to you about boosting up your contacts with patients who have unscheduled treatment and remaining dental benefits. Most dental plans will renew in January, so starting to reach out to patients in the month of September will give you the next three months to persuade them to use them or lose them. It’s a win-win when patients can take advantage of their dental benefits and receive recommended dental care. If you have been reading my blog articles and listening to my podcasts, you know that I love the Treatment Manager for tracking unscheduled treatment. In fact, I have given it a nickname . . . “Mining for Gold.” This report is one of the most important operational reports to work into your weekly routine. However, at the end of the year, I am asking you to boost it up a little more.
Sign up for Dayna's Do's & Don'ts for Today's Dentrix Teams newsletter: https://membership.novonee.com/techteamology
Collections in the dental practice is a team sport and everyone must become comfortable with some aspects of the collection process. Probably the most important aspect that every team member can participate in is collecting on the day of service. Just this one simple task will prevent your patient accounts receivable from getting into the overdue column. If I worked in your practice, there would be two protocols we would never break. These protocols would ensure that your patients were prepared for their out-of-pocket expenses and your team was prepared to collect it. Being prepared for your patients next visit isn’t hard … it just takes discipline. Schedule a call with Dayna: https://novonee.appointiv.com/1.9/l/phone/c/one-on-one/a/discovery-call/p/dayna-johnson
Get Dayna's Do's & Don'ts for Today's Dentrix Teams newsletter: https://membership.novonee.com/techteamology
Accounts receivable is on the rise. In fact, I had three calls with doctors this week specifically about how the accounts receivable was out of control in their offices and they did not have a systematic process to manage it. This means the dental practice is allowing patients to make payments more often, insurance companies are taking longer to pay and the patients are walking out the door without paying their co-pay for the day of service. According to one of the practices I talked to, the over 90 days past due balances was over 45% of the total accounts receivable. That is a lot of money, people! Managing your accounts receivable requires not only good verbal skills, but also a systematic approach to your management routine. It’s important to create a system for managing the insurance money owed and the money owed from the patient so nothing gets missed.
Megan Lohman and her team at Plan Forward help dentists and dental teams grow relationships, increase case acceptance and build loyalty within the dental practice.
Listen to our conversation today about how a membership plan can be a value added offer to your non-insured patients. You can learn more at: https://www.planforward.io/
In today's episode I continue the conversation about annual planning in the dental practice. Last week, Claire and I talked about having historical practice analytics so you can make better decisions for next year. There are a couple great reports in your Dentrix software to pull out metrics, but the best report is the Practice Advisor Report.
To take a deeper dive into your practice metrics, join me in the Novonee membership where you can take our "Understanding Your KPI's" course and then ask questions when you get stuck.
Lear more here: https://membership.novonee.com/membership
Now is the perfect time to start annual planning in your dental practice for next year! It sounds early, right? I know many of you are still enjoying your summer vacations and BBQ’s out in the backyard. So am I and I totally get it. I am here to help you stay focused and on track.
Learn more at: https://novonee.com/
Dayna and Debi sit down for an important conversation about keeping all your software up to date and current. This is not just your Dentrix software, but all 3rd party software that integrates with your practice. Your IT company might not be installing all necessary updates so it is up to you to double check.
I know passwords are a pain in the (you know what) and Debi dives into why we need to embrace them.
For more information on this topic or to reach out to Debi to schedule your assessment, go to https://www.dkcarr.com/
Yay! Dentrix has added a feature enhancement that has been on my most requested list for a long time. I am so excited to tell you all about it. But, before I do that, I wanted to take a minute and bring you all up to speed on the first three updates that have been released since the beginning of the year.
Check out my update videos on our YouTube Channel
Today I am joined by my friend and dental industry leader, Brenda McNulty to talk about the Director of First Impressions in your practice. Listen to our conversation and see if this person exists in your practice or if you might want to bring one on. You can receive a copy of Brenda's free tip sheet by emailing her directly at brenda@supportdds.com
According to a Healthgrades study, more than 60% of patients book appointments after hours. So, let me ask you a question . . . If this statistic is true, why are only 17% of dental practices offering online booking after hours?In this episode I will share some insights on how to embrace online booking while still keeping control of your appointment book. For more info on optimizing your Dentrix software, join our exclusive membership: https://membership.novonee.com/membership
Your continuing care system inside of your Dentrix software could be broken and you might not even know it. You have very creative ways of managing your patients who are overdue for their regular recare visit. When you create your own way of following up with patients or if you are using another dashboard for generating lists, you are not seeing the full picture. Deep Dive in our membership: https://membership.novonee.com/membership
You have heard me say this time and time again — “Continuing Care is the lifeblood of your practice.” Just because you are booked out three to six months for recare visits does not mean you have the freedom to back off your patient follow-up. Now is the time when you want to make sure you have a solid continuing care system in place to prepare your Dentrix appointment book for team vacation time and potential patient forgetfulness.The patients that booked their recare visit back in January and February might not have had their family summer vacation planned yet, and now mom or dad is starting to look at the calendar. Also, your doctors and hygienists might not be the planners you wish they were, and vacation time is going to creep up on you.I have a few tips that might help you through these scenarios in case you are caught off guard.Link to interview with Claire: https://novonee.com/kicking-off-q2-with-claire-dickinson-and-dayna-johnson/Novonee membership: https://membership.novonee.com/membership
Welcome to 2nd quarter of 2023 my friends! My good friend and colleague, Claire Dickinson, and I kick off the next three months talking about evaluating your process for keeping your schedule full as we start down the summer months and how to be better prepared for team vacations. As Claire talks about these topics at a high level, I will get into the weeds with your Dentrix software. Get in touch with Claire at: https://www.vityl.management/claire-dickinson-msLearn more about my membership for Dentrix users here: https://membership.novonee.com/membership
Collections is a team sport and one of the most important cross-training activities you can do in your dental practice is teach everyone on the team to collect the patient co-pay today. Like I said in my last article, almost every patient will have a co-pay if you are treating patients comprehensively because insurance plans in today’s world are not built to pay for optimum care. Learn more at: https://novonee.com/Subscribe to Dayna's monthly newsletter here: https://membership.novonee.com/techteamology
Take a deeper dive into this topic and all dental practice workflow enhancements by joining our exclusive membership at: https://membership.novonee.com/membershipLearn how revenue cycle management, no matter what your role in the practice is, is an important part of what you do everyday. No matter the size of your practice, you must collect what you produce in order to be a thriving, profitable business. Yes, your dental practice is business and no matter what your role is, you will be participating in the success and profitability of the business. The clinical team and the admin team both play active roles in revenue cycle management. One of my favorite quotes is, “Collections is a team sport” because everyone participates in some way.
Dayna sits downs with Kevin Henry at their home in Colorado for a candid conversation about team personalities and what makes people tick. What motivates people and why do we push each others buttons so much? These questions and much more will be discussed in our chat today.For more information on Kevin's team workshops or speaking engagements, visithttps://www.kevinspeaksdental.com/Learn more about Dayna's resources for Dentrix users here: https://membership.novonee.com/membership
Every person on your team should be able to effectively schedule a patient if you have given him or her a roadmap. This roadmap will ensure, no matter what your role is in the practice, that you can feel confident in your decision on scheduling a patient in the appropriate place in the schedule. This also ensures that the scheduling doesn’t fall on one person’s shoulders or just the front desk.Learn more about Dentrix resources: https://novonee.com/
One of the most important processes in the dental practice is having a full and productive schedule. I want to emphasize the word “productive” because so often I walk into an office with the goal of helping optimize their Dentrix software, but where we need to start is designing a schedule to create a more productive, less stressful day. By doing this part first, we can create a cross-training program where the entire team can participate in the profitability of the practice. When you create a schedule that is built on the goals of the practice and the desires of the clinical producers, then anyone on the team can add a patient appointment into the schedule.Learn more about our membership for Dentrix users click here: https://membership.novonee.com/membership
The primary role of one team member might be the secondary role of another. This is where cross-training comes into play. For example, you might have an admin team member whose primary role in the practice is to manage the hygiene schedule and follow up with patients who are overdue for their recare. For the hygienist, this is their secondary role and where cross-training is important. For more information about the Premier Dentrix Community click here: https://membership.novonee.com/membership
When designing the job descriptions in your practice, it is important to look at the big picture before we dive into your Dentrix software. First, let’s identify the vision of this position and what outcome or result you desire. After we look at the 37k foot view of this job description, then we can start drilling down into the weeds and what tasks are needed to accomplish the result. The person who will fit into this primary role will need to have the personality type, skills, and character to fill these shoes. Learn more about the Premier Dentrix Community here: https://membership.novonee.com/membership
Let’s kick off 2023 by diving into a topic that relates to the entire team and discovering what your primary role is in the practice. Now, I understand if you are the doctor or a dental hygienist that your primary role in the practice is clear and focused. However, it is interesting to me how often I talk with team members about what they do in the practice and often times it is, “I do whatever.” If you do “whatever,” then you might feel like nothing is getting done and scattered all day. Having a clear and focused job description or primary role in the practice can help create a more organized, productive, and stress-free day.Learn more about the Premier Dentrix Community here: https://membership.novonee.com/membership
Get ready for the Year End Process in your Dentrix software. Breaking News . . . it’s not any different than your Month End Process. I have written about the Dentrix Month End Process before, so I am going to refer you to that past blog post for information and recommendations. There are a few key tasks that you want to make sure are running to ensure you start on January 1st with the ability to give patients an accurate treatment plan estimate and collect patient co-pays. You also want to make sure you can generate accurate accounts receivable reports for the beginning of the year and make sure your YTD numbers have been updated. Watch my Year End Process YouTube video here: https://youtu.be/imt9JLqo8ysLearn more about Dentrix resources: https://membership.novonee.com/membership
In my last blog post and podcast, we talked about why it might be important to keep your patient ledger balances clean and your provider account balances accurate in your Dentrix software. By now you might have already started working on “weeding the garden” and having a beautiful Provider A/R Totals Report to look at every month. I want to keep you on this path, so I have some recommendations for you. One of the first things you should do is make sure your default settings for allocating payments and adjustments is set up the way you want it. This will make sure that your team won’t have to manipulate payments because Dentrix will use your default settings and, since your patient ledgers are more accurate, you can just let it do its thing.Learn more about our resources at: https://novonee.com/
Claire Dickinson with Vityl Management sit down and discuss 2023. "This is the year of organization" says Claire describing what this year brings to the dental practice. Listen as we talk about outlining job descriptions, cross training and delegating tasks. For more information about Claire, visit her contact page: https://www.vityl.management/claire-dickinson-msFor more information about the Premier Dentrix Community, visit the the info page here: https://membership.novonee.com/membership
Does it drive you crazy when you are posting a patient payment and it splits up the payment in a way that makes no sense to you? Or do you find yourself always having to fix the patient payment so it applies the payment to the correct provider? Today we are going to tackle the issue of allocating payments properly on the Ledger and fixing the provider credits. In Dentrix, you can apply payments to the patient and allocate the payment to the different providers. However, most practices do not split the payments accordingly and then the patient balances and the provider A/R is not accurate. Fixing the patient’s ledgers can be bit of a project. However, if this is one of your 2023 New Year’s Resolutions, there are some things to consider before you jump in.Learn more about our Dentrix resources here: https://membership.novonee.com/membership
We are coming up on that time of year when many of you might be working on your office to-do list while the boss takes some time off during the holidays. I know when I was in an office, I would put together my plan for what I was going to work on while the office was closed. The clinical team would work on projects like removing everything from all the drawers in the treatment rooms, reorganizing supplies, and cleaning all the ins and outs of all the cupboards. At the same time, the admin team works on projects left on the back burner until they have “free time.”Learn more about our services at: https://novonee.com/
Dayna and Alan sit down and discuss the current job market in the dental industry. Alan Twigg from Bent Ericksen & Assoc give some unique perspectives on culture, team dynamics and why total compensation is important to talk about.Alan offered up a worksheet for calculating total compensation and you can get a free copy of it by clicking on the link here: https://membership.novonee.com/bent_ericksen
One of our live Novonee webinars this month was the top three KPIs the clinical team should be monitoring. The reason I thought this would be a great topic is because most clinical team members did not go into this field of work because they wanted to learn how to run a business. What I do know is that you do become a clinician because there is a lot of income potential with dental hygiene and assisting. When you know what numbers you can influence in your practice, the potential for practice profitability goes up which will make your compensation go up.The top three KPIs we talked about during our live webinar a couple weeks ago were net production per day/hour, dental supplies, and your time sheet. All three of these important numbers directly affect the practice revenue and profitability. The definition of profitability is revenue — expenses and the clinical team has the power to influence both of these pieces of the practice Profit & Loss Statement. That is a lot of power!Learn more: https://novonee.com/media/
A couple of weeks ago, I had a timely conversation with my good friend, Teresa Duncan, and it made me think about all the offices I have worked with that are still using the Dentrix procedure code note for clinical documentation. Now, if you have no idea what I am talking about, read on. For those of you who do know what I am talking about, you have some work to do.Now is the time to make the transition over from the procedure note box to the Dentrix clinical note templates. Back in the day, we could create a clinical template that would post directly to the procedure code as soon as you posted it complete. Back in the day, this was the most efficient and only way you could electronically write down what happened during the visit today. It was fast, complete and easy … but it came with some critical drawbacks.Learn more: https://novonee.com/
In this first month of fourth quarter, we are breaking down the importance of comprehensive and detailed clinical documentation. This is critical for the protection of your doctor’s license and the communication between the back and the front office team. The beauty of the Dentrix clinical note templates is the fact that you get to build them in a way that suits your practice. You get to build them in a way where your team won’t miss any of the details, which gives you peace of mind. If you want more resources, go to Novonee.com
Teresa has a motto she reinforces in all her courses "Documentation Drives Revenue". In our conversation today she gives unique insight into how your clinical team can create better clinical notes to get claims paid faster, satisfy new coding rules and give your insurance coordinator the information she needs for claim attachments. Download Teresa's FREE tip sheets here: https://membership.novonee.com/teresa-downloadTeresa's insurance courses: https://odysseymgmt.digitalchalk.com/learn/dental-insurance-skills-workshop-1
When I was working in a dental practice, I had a routine of making sure my day sheet, schedule, and clinical notes all matched before I felt like I could move on to the next day. Crossing the Ts and dotting the Is was important to me so that my doctor’s license was protected, and I knew the documentation would stand up to any kind of review. My team knew that they were responsible for having complete notes and those notes matched the services performed. If they didn’t, they were going to hear from me. Learn more about the Novonee membership for Dentrix users: https://membership.novonee.com/membership
We are going to kick off Third Quarter with one of the most important clinical topics … and that is your daily entry of what happened during today’s appointment. The Dentrix clinical note templates give you everything you need so you don’t miss any of the important details. We have all heard the famous saying, “If you don’t write it down, it didn’t happen.” This is absolutely true! If you want to take a deep dive into your Dentrix software join our exclusive membership today: https://membership.novonee.com/membership
Claire and I are kicking off fourth quarter with a conversation about how the clinical team plays a key role in the profitability of the dental practice. We discuss creating systems for tracking practice expenses and how the clinical team can keep an eye on practice overhead.
In the fourth quarter we will also be discussing how the entire team can help protect the doctors license with better documentation, coding and being better prepared in light of an audit.
You can reach out to Claire directly at: https://www.vityl.management/claire-dickinson-ms
For more information on Novonee go to; Novonee.com
Hey, welcome, everyone. I'm Dayna Johnson, your Dentrix expert. And my goal is to help dentists and dental teams understand their Dentrix software better. So, you can create systems to improve the profitability of your practice, optimize your appointment book and have a more stress-free day I started Novonee to be able to give all Dentrix users a platform to attend live one on one events with me and tap into best practices resources for optimizing your Dentrix software. So, if you want to become a member of our exclusive membership, go to Novonee.com, click on the join today button in the upper right corner and join our exclusive membership.
I am super excited today to have good friend and dental industry experts. Melissa Marquez with Jarvis Analytics on with me today. This is our second podcast together. So if you missed the first one, you can certainly look back in the past episode #34 and listen to when Melissa and I talked about numbers with patient retention. You know Melissa and I share the love of numbers analyzing dental practice statistics, which helps dental teams need to make better decisions about their practice. Melissa is the chief operating officer for Jarvis analytics. But I think more importantly, you know, you have the experience of being a chairside dental assistant, you are a treatment coordinator, office manager trainer. I mean, you have lived in our shoes you have lived in the Donald practice, which I love because you understand what we all go through every day. So, I'm excited to have you on Melissa, thank you for sharing some time with us. Reach out to Melissa on her LinkedIn profile: https://www.linkedin.com/in/melissamarquez1/
Go to Novonee.com for more info about our membership and free resources
There is a wide range of opinions and philosophies around the topic of sharing practice numbers with the team. One week I will be working with an office where the doctor openly shares practice profitability, metrics, and forecasting goals with his team. The next week in a different location, the practice numbers and vision are all behind closed doors. Working with different dental practices all over the country, I have learned to navigate the waters and help the doctor shift his mindset being open, honest and transparent about the practice numbers . . . to a degree.
Schedule a call with Dayna and learn more about this topic: https://letsmeet.io/daynajohnsondbanovonee/discovery-call-with-dayna
After your annual planning session, you now have the practice production goals that you can plug into your Dentrix software. You might get these goals handed to you as an annual goal or a monthly goal, so you might need to do some math as you start to enter them into your software. You also might need to calculate what portion of the production goal is hygiene and what part is doctor. If you need help with this, I would love to schedule a coaching session to walk you through it. Go to https://letsmeet.io/daynajohnsondbanovonee/discovery-call-with-dayna and book a call with me
As we move through the third quarter the conversation continues around the dental practice annual planning and how to move your team forward with your goals. One of your goals might be to add a membership plan or a “loyalty” plan for your uninsured patients to help provide some cost savings to optimum dental care. Today I am joined by one of my dental friends, Brad James with Kleer. I have been working with team Kleer for many years and they are a great group of people to be connected with. You will find my tip sheets and videos up on their website to help dental teams integrate the Kleer system into the Dentrix software. For more information on Kleer and to schedule a free demo CLICK HERE: https://go.kleer.com/novonee Enjoy!
Perfect Day Scheduling helps give your team a guideline to follow and creates an environment where there is little room for error. If you give your team an outline of where to schedule certain types of appointments, they will spend less time analyzing the schedule and asking questions. They will feel confident in their decision about where to schedule patients knowing that it fits within the guidelines of the practice’s ideal day. It’s a win-win!
Creating our ideal day as a team helped everyone feel they were part of the solution and when things didn’t work out it didn’t all fall on my shoulders. Through trial and error our team worked through different scenarios to make sure the day flowed nicely, and our team felt taken care of. The Dentrix Perfect Day Scheduling definitely saved the day!
Go to https://novonee.com/ for more info on this topic
Now that we have kicked off Q3 I want to start by helping you map out your Dentrix appointment book so your hours of operation, vacation days and provider hours are all accurate so you can plan for the new year. Not only is it nice to see accurate open and closed time visually in the schedule but having an accurate appointment book helps with your analytics. The Dentrix Practice Advisor Report and Jarvis Analytics both can report production per day, production per hour and unscheduled time units which helps you evaluate the health of your systems. Go to https://novonee.com/media/ for more topics
Claire Dickinson and Dayna Johnson sit down to talk about why now is the best time to sit down with your dental team and talk about annual planning for next year. In this episode we discuss how to involve the entire team with annual planning and why it is so important for the health of your practice.
Interview with Melissa Marquez and Jarvis Analytics by Novonee - The Premier Dentrix Community
Patient retention and case acceptance affects your day to day operations and profitability of your practice and a loyal patient base adds value to your business and joy to your work. Your hygiene team plays a critical role in retaining patients with their communication, education and their ability to partner with the dentist as a diagnostic and therapeutic partner. Dayna and Rachel discuss the importance of reappointing patients, how hygiene can build patient confidence and track this incredibly important metric of patient retention.
Rachel Wall, RDH is CEO and Founder of Inspired Hygiene, a coaching firm focused on elevating hygiene services, systems and profits. Inspired Hygiene strives to help dental teams achieve a triple win with healthier patients, empowered, engaged hygienists and a profitable practice.
She is an award-winning educator, author of the book “Return on Hygiene” and has spent the last 30 years serving the industry as a clinical hygienist and hygiene productivity coach. To learn more about how Inspired Hygiene can help your team achieve their goals, visit InspiredHygiene.com.
The ADA Health Policy Institute did a survey of high-income earners with private dental insurance and found that 53.2% will not go to the dentist in the next 12 months because they feel their mouths are healthy and they don’t need dental care. It is up to you to convince them otherwise. We know as the oral healthcare providers that the mouth is full of bacteria, disease, decay, and many other pathogens that can cause deterioration of the body.
If you work on the admin team as a scheduling specialist, then you might be thinking, “I am not a clinician, so how am I supposed to convince someone about their oral health?” That’s a great question and I am here to give you some guidance. With the right system in place, the admin team and the clinical team can work together to create documentation to pull some valuable information from when scheduling patients.
During the clinical exam and recare visit, you can point out a couple of important conditions with the patient and make sure it is documented in the clinical note. Following that, the admin team can use these important conditions to remind the patient of why the recare visit is so important and they should not lapse on their due date. Remember, the insurance frequency is never a reason the patient should keep or schedule their recare visit. It is for health reasons.
Here are some common samples that you can document at the end of your clinical note so your scheduling specialists can pull them out when needed. I call them Reason for Return (or RFR for short) and you can build them into your templates.
When patients are educated about their oral health and diseases that are present in the mouth, then they will have a reason to schedule their recare visit. If the patient just feels like you are trying to fill your schedule or satisfy an insurance frequency, it doesn’t matter as much.
Whenever I am performing an assessment for a dental practice with the hope of working with the team on better workflow, one of the most important numbers I look at in the Dentrix software is the patient retention number. In my last article, I told you we were going to take a deeper dive into what exactly patient retention is, how you find yours, and measuring how yours stacks up to the dental industry average. First, let’s identify what patient retention is. If I was going to give you the most common definition, it would be “the percentage of your active patients who have come in for a regular recare visit within a defined time frame.” This “defined time frame” is usually within the past 12-18 months. I usually use the 18-month time frame, just because that is when I will also start sending my inactivation letters out to patients.
Read more here: https://novonee.com/dentrix-patient-retention-percentage/
It’s getting a little drafty in your practice when you leave the back door wide open for patients to slip out and go out and find a new dental home. I think sometimes dental practices focus so much energy on bringing in new patients that they forget to cultivate the relationship with their current patients. Your Dentrix software is the tool to help you find your patients who are not scheduled, then it is up to you to do what it takes to get them scheduled, build better communication, and give patients the accessibility they are craving.
Read more at: https://novonee.com/stop-letting-your-dental-patients-slip-out-the-back-door/
We hope that our patients never stiff us with an unpaid balance, however it can happen, and it is important that your practice has a system for identifying your collection accounts. In your Dentrix software there are four steps that I recommend you complete for every account that you send to collection. Yes, I do recommend that you use a reputable collection agency when you have unpaid account balances.
Andy is here to shed some light on the new legislation that recently became a final rule on November 30, 2021 and why it is important to your dental practice. The "Regulation F" is the newly revised debt collection rule that will need to be followed when you are sending an account to collections. Your Dentrix software is still the place to make follow up notes and track the patient's payment history, however this rule gives guidance on communication with all the new technology.
email Andy directly: arninja@andycleveland.com website: https://www.andycleveland.com/
When I started work in my second dental practice in the state of Washington, I was trained by the outgoing financial coordinator and was taught all of her bad habits. I knew I had to make some changes to the accounts receivable management system since my doctor had not received a paycheck in more than three months. My Dentrix software not only helped me get a handle on my A/R, but I also created a stress-free system for billing statements. I think you will relate.
Find more FREE content at: https://novonee.com/media/ email: dayna@novonee.com
Where in the @#*~& can I find the most accurate accounts receivable number in my Dentrix software? Giggle . . . I hear that all the time. Well, maybe not with the cussing, but I know you are all thinking that. There are many places in Dentrix that will give you numbers and show you an ending balance. The question is, “What do all these numbers mean to me” and “Are they accurate?”
Take a deep dive into your accounts receivable with my online course: https://novonee.com/store/
Listen to our fast-paced informative interview with Lois Banta. She is the leading expert on getting the money off the books and into your bank account. Today Lois talks about her three ingredients, her special sauce, to have a successful revenue cycle management program. 1. Leadership – how to get the right person for the job 2. Systems and written protocols 3. Verbal skills
During our podcast today Lois offered her sample collection letters and if you would like a copy of her sample letters email her directly at: lois.banta57@gmail.com
If you are interested in reaching out to Lois for a team retreat or annual planning email her directly at: lois.banta57@gmail.com
To kick off 2022 I spent some time talking with my good friend and dental industry colleague, Claire Dickinson, about creating team agreements and getting everyone on the same page when it comes to practice profitability. Claire and I dive into a great conversation on fees, asking for payment, and how to be better prepared when patients ask questions.
If you would like to talk with Claire about your practice goals you can reach out to her directly at claire@vityl.management or text her at 425-501-4476
For more information about the Novonee Dentrix resources click here: https://membership.novonee.com/membership
Is your office aware of Ransomware? Do you know the damage that it can and does cause to your work flow, and the safety of your patients data? Steve White from Rescue DDS and I had a great conversation about how this sneaky process can attack your dental practice and take your Dentrix software and patient data hostage.
There is NO NEED to overpay to accept patient credit cards. At Merchant Advocate, we help lower the rates and fees you are paying WITHOUT the need to change processors. Yep…NO changing. Yay!
Cheryl has helped many clients using Dentrix Pay and the Quickbill email statements. Now with Dentrix text to pay coming out soon it is important for you to stay up on your merchant statements.
Cheryl McKenna is very active in the dental industry and regularly attends the AADOM and ADMC conferences. She lives in Colorado with her son Parker and loves to travel.
Reach out to Cheryl directly at cmckenna@merchantadvocate.com or text her at 720-526-5318
This past week, I had the amazing opportunity to present two courses at the Dentsply Sirona World 2021 and thought it would be a good time to recap the highlights of my first presentation “Five Ways to Help Protect Your Doctor’s License”. Even though I am a certified Dentrix trainer, these concepts would apply to any practice management software you are currently using. In this article, I will give specifics around the Dentrix platform. If you are using a different software, reach out to your resources for specifics.
We are in the home stretch of 2021. If your practice is trending to have an awesome year, keep up the good work! If your practice is searching for some tips on rounding out the end of the year on a positive note, then let’s take a seventh-inning stretch and huddle up to make 2021 the best year ever. Your Dentrix software can be clutch.
For my tip sheet on the Treatment Manager Report click here: https://membership.novonee.com/treatment-manager-download
If you want to re-watch my live broadcast recording on "Continuing Care if the Lifeblood of your Practice" click here: https://membership.novonee.com/june-3rd-continuing-care-icymi
Please share, rate and review our podcast so other Dentrix #superusers can find it.
If you are hiring new team members with no Dentrix experience, this podcast with my special guest, Sadie Stewart, will help give you some much needed resources.
The new Dentrix Imaging Center launched recently and Sadie Stewart and I are here to tell you all about it. We are super excited to talk about this new software because it is super easy to use, integrates with the Dentrix patient chart and works with any imaging hardware. It's amazing! If you want to learn more about Dentrix Imaging Software, click here: https://campaign.dentrix.com/imaging?utm_source=other&utm_campaign=Imaging_Center&utm_medium=content&utm_content=Imaging_Center_KOL_Dayna_Johnson_article_link&tname=2021Q1_content_article_Imaging_Center_KOL_Dayna_Johnson_article_link
Your guest today: Sadie Stewart - Certified Image Instructor, Certified Dentrix Trainer sadie@officeswell.com https://officeswell.com/
Understanding the key performance numbers in your Dentrix software is key to improving the profitability of the practice, increasing the cash flow and creating a more stress free day. Numbers tell a story . . .
The link to get the tip sheet and recording I talked about is here: https://membership.novonee.com/march-4th-opt
Please share and rate our podcast so more Dentrix users can find us on their favorite player. If you would like more information about the Novonee resources or to become a member, go to Novonee.com to learn more.
In this episode I will give you shortcuts in the Dentrix patient chart and perio chart to help your find information faster and document things more efficiently. During the appointment you have a short window of time to complete all the clinical tasks involved so you don't run late.
If you are interested in taking a deep dive in this topic and exploring our entire online library of Dentrix resources click here: https://membership.novonee.com/introduction-to-membership
In this episode you will hear how easy it is in Dentrix to update your patient's treatment plan when they change to a different fee schedule or if you update your office fees. I talk about a recording I did with my Top 10 Dentrix Ah-Ha moments and you can get the recording with your opt-in here: https://membership.novonee.com/top-10-ah-ha-moments
For more information about my exclusive membership resources for deep dives into best practices in Dentrix, click here: https://membership.novonee.com/introduction-to-membership
The continuing care system is the lifeblood of any dental practice and your practice management software is the heart in which keeps that blood flowing. Use your Dentrix software effectively to keep your schedule full, increase your patient retention and grow your referrals.
For more FREE content: https://linktr.ee/novonee
In this episode I will help you create your ideal day in Dentrix so your team can have a pathway to scheduling a productive, less stressful day. You are in control of your schedule and Perfect Day Scheduling can give your team the tools they need. If you would want to deep dive into this topic you can sign up for our membership which includes video on this topic: https://membership.novonee.com/introduction-to-membership
In this episode we continue our conversation about your best practices for daily, weekly, monthly workflow in Dentrix. If you want to download my free resource guides enter your email address here: https://membership.novonee.com/pl/210192
Today learn the best practices for your weekly workflow and systems in Dentrix. We break it down by primary role in the practice and outline the reports and systems for you. To download our FREE resource guides for your Daily, Weekly, Monthly Workflow click here . . .https://membership.novonee.com/pl/210192
Today we will focus on your daily workflow in your Dentrix software. It is important to have a systematic routine for your Daily, Weekly, Monthly Workflow. If you would like to download our FREE resource guides after listening, please click here . . . https://membership.novonee.com/pl/210192
Today I want to talk about three things you can put in place in your Dentrix software to help you manage different types of payment options. My goal is to help not only give you some ideas, but also help point you in the right direction with the setup process.
Let’s look at some things you can do within in your Dentrix software during this downtime. I have had so many offices reaching out to me because they want to take advantage of the quiet time and schedule Dentrix software optimization, paperless protocols, and systems implementation.
There are many things you can do on the administrative side while you have more downtime than usual.
Numbers tell a story and tracking your practice key performance indicators is vital to running a thriving dental practice. The Dentrix Practice Advisor Report is the best report to monitor your numbers
The Month End Process has changed in Dentrix version G6.5+ and if you have not set it up your month end might not be running.
Good tracking systems will ensure that your patients don’t walk in for an appointment when your team is not prepared and will avoid those awkward moments when you have to let Joe know that he will have to reschedule to another day. Use the Dentrix Lab Case Manager as a way to communicate with your team and ensure missed lab cases never happens again.
In the Dentrix G3 update there was a new module launched called the Questionnaire Module. If you are ready to start using true electronic patient form, then the Questionnaire module is your best option. It is amazing for your patient health history update.
It is important to know where your new patients are coming from so you can thank your referral sources and track the return on your marketing investments. In today's episode we will look at how to track your referrals and the reports to look at in Dentrix.
In this episode we will tackle verbal skills and systems to keeping your schedule full. You must actively work reports and follow up with patients to sustain a productive schedule.
In this episode we will talk about concrete ways to increase your collections, reduce your accounts receivable and above all increase the cash flow.