The Benefits Of Using A Dental On-Hold​ Messaging Telephone Service

The Benefits Of Using A Dental On-Hold​ Messaging Telephone Service

Hello Friends,

Have you ever called a local business and were immediately put on hold only to hear every few seconds this crazy annoying beeping sound or there is dead silence? You can’t tell if you’ve been disconnected or are still on hold. Or what about the business that has a radio playing as their on-hold message, except it’s all static or playing some lame music?

Now, I believe the best customer service is to never put the caller on hold. However, we all know that from time to time it happens. (For how to effectively answer the dental office telephone SEE  How to Effectively Answer the Dental Office Telephone)

dental message on hold telephone service

A while back I set one of my clients up with a message on hold service, created beautiful, short custom marketing messages for them and on the first day of using it, a caller said: “Oh, I didn’t know you do teeth whitening.” See how that works?

Having a quality message on hold system set up is a good thing. Use this service as an opportunity to educate and inform your callers while they are on hold.

Every dental office has information, news, events, or dental health facts and services that should be highlighted while a caller is put on hold.

In addition to playing music, what are some things you can talk about?

  • Special Office Events
  • Dental Services & Products
  • Dental Health Tips
  • Office Hours
  • Social Media Site Information (Invite callers to “like” / “follow” the office.)
  • Financial Expectations
  • Website Address

A message on hold system allows you to advertise to your patients and keep them informed on the latest and greatest office happenings. It will also distract them from the fact that they’ve been put on hold.

Please make sure that you keep your content fresh! One of my doctors offices has had the same on hold message for years!! I think I have it memorized. Blah!

 There are many on hold messaging services out there.

My suggestions for what to look for in a message on hold service/system are: 

  • Quality Sound & Voice Talent.
  • Inexpensive – You don’t need to spend a lot of money!
  • Helpful – Exceptional Customer Service.
  • Allows you to change your message and music throughout the year.
  • Doesn’t lock you into a long contract.
  • Will help you create effective messages.
  • Makes the setup and process easy on you and your team!
  • Allows you to listen to sample messages before buying.

 And if you want my specific recommendation, it is Captive Audience. After much research, this is the company that I have found to meet my requirements and exceed my expectations. (See below for more information about Captive Audience)

Have you ever called your office and were put on hold? I know your patients and potential patients have, what are they hearing or not hearing? Make the time they’re on hold count!

Those are my thoughts on using a message on hold service.

Since we’re talking about putting callers on hold, might I add, never, ever answer the phone with “hold please” or “can you hold?”! Take a quick second, find out who they are and what they need. People prefer not being put on hold.  If you are habitually needing to put callers on hold, you need more people answering the phones.

Are you receiving my free dental marketing and practice management ideas every month to your email? If not, PLEASE take a second and follow today or send me your email address and I will send you an invitation to follow. This way, you won’t miss a single idea. Feel free to share my blog with your dental friends. ~ Thank you!

Yours for Greater Success!

~Betty

P.S. Please stop by and say hello to me on  FacebookTwitterInstagramLinkedIn and Pinterest

P.P.S. Captive Audience – Ask for Kathy at  951.784.2875  – email kathy@captive- audience.com ) tell her Betty Hayden sent you. From personal experience, I know that Kathy will take good care of you.

Children’s Dental Health Month and GKAS Day Ideas

Children’s Dental Health Month and GKAS Day Ideas

Hello Friends,

February is National Children’s Dental Health Month, what do you have planned to help educate families in your community about the need for better dental health?

 Field trips to local schools? School field trips to the office? Participating with the National Give Kids A Smile Day?

children's dental health month marketing ideas give kids a smile day ideas

If you are interested in having me help your office create a custom “Children’s Dental Health Month” (or different themed) campaign that includes ideas for special offers, patient give-aways/drawings, community involvement such as school field trips and presentations, cross marketing with local businesses and hygiene continuing care/incomplete treatment scripting, please contact me today at bhaydenconsulting@gmail.com

Be sure to see Pediatric Dental Marketing Ideas for many ideas on how to Consistently Exceed Parent & Patient Expectations and Consistently Be Great! Visit here:  Pediatric Dental Marketing Ideas

If you’re looking for Dental Health Month activities, crafts, printables, etc. please see my Pinterest board: Children’s Dental Health Month Ideas

Today, I’m going to focus on Give Kids a Smile Day which is held annually on the first Friday in February.

Here are some ideas and tips to help you host a successful Give Kids A Smile day in your office.

The ADA website has an excellent Give Kids A Smile Toolbox http://www.ada.org/1584.aspx  It’s loaded with information such as Planning, Promotion, Forms, etc.

I wanted to share some additional ideas with you that have really helped to make this day a huge success and gain great patients long after the day is over.

Employee Participation – While you can’t mandate that your team volunteer to work this event, you can ask them to volunteer to work this very special day that will help many underserved children in the community. If you require your team to be there, you must pay them. GKAS day can be a very busy day for the office, I recommend ordering lunch in so team members can relax during their break.

Services/Procedures – Decide which free services you will be offering to the children on this day.

Advertising/Marketing your Event – Here are just a few ways to do this:

  • Social Media Pages ~ Make good use of all your social media platforms to share information about GKAS day.
  • TV News ~ Fax & Email a press release.
  • Fliers ~ Create fliers for in-office use and to give out to those in your community.

Even if your schedule is filling up, continue to advertise! Think of it as spreading seeds all over the community, getting your name in front of many people. You never know when those seeds will grow!!

Key things to remember/do before, during and after the event:

Show lots of Enthusiasm:  

Be enthusiastic about this great event and how wonderful your office is!

Printed Materials:

In addition to the event information/details. Be sure to include: Doctors (office) Name, Address, Phone number, email, social media pages and website.

Telephones:

  • Thank them for calling,  ask how they heard about the event (TRACK EVERY Callers Referral Source)
  • So your schedule is full for that day, what do you do when the phone continues to ring with people wanting to schedule an appointment for their child(ren)? 
  • Take down their name, phone number, chief concern,  and let them know you will call if there are any changes in the schedule for that day. (Believe or not people sometimes cancel/no-show on this day!) 
  • Just because you may not be able to see them on that day, offer them a different day for a complimentary consultation. Give them hope, give them a chance, they’ve probably been turned away from other offices.  

Donations:

  • See if you can get donations from local businesses for the event.
  • Be sure to include any business that contributed to the event in your advertising & thank you’s after the event!

Day of Event:

  • Every child receives a goodie bag that includes an imprinted toothbrush.
  • Take pictures!!! (The ADA website has a release form)
  •  Enter all charges into the computer and write off as GKAS-Charity  (Record total donation dollars – the production)

Sadly, There will be treatment that you won’t be able to do that day – give them a treatment plan and if they cannot afford treatment in your office you should refer them to a dental school or Medicaid office.  Have a list ready for them.

It may be the first visit to the dentist for some kids so they may be scared you really have to work at keeping them comfy & make it fun.

You might be surprised to see how many families end up becoming patients.

After the Event:

  • Send a thank you to the children after the event.
  • Send a thank you to any business that contributed to the event.
  • Submit a press release talking about the success of the event, pictures and tips for parents to keep their child’s smile healthy.

 Make your Give Kids a Smile Day a huge success!

 It’s actually a really fun day – exhausting yes, and maybe a little heartbreaking but it feels good to volunteer your time, and donate your services to help so many children in the community.

 If you have any questions about hosting your Give Kids A Smile Event or would like help planning/advertising (press release & talking points)/marketing this special day, please contact me at bhaydenconsulting@gmail.com

If you’re looking for additional marketing ideas for February not related to Children’s Dental Health month, please visit: Dental Marketing & Practice Management Ideas for February

Don’t miss out on any of the ideas that I share each month! Are you receiving my complimentary Practice Management and Marketing Ideas in your inbox each month? If not, please start following us today. If you prefer, send me your email address and I will send you an invitation to follow my blog.

Feel free to tell your dental friends all about us so they can start benefiting from these dental ideas too. If you liked these ideas, please let me know by hitting the “like” button. Thank you!!!

Yours for Greater Success,
~
Betty

P.S. Please stop by and say hello to me on FacebookTwitterInstagramLinkedIn and Pinterest

 

  Give Kids A Smile day is held annually to:

provide free dental services to local, qualifying children from low-income families

raise awareness of the epidemic of untreated dental disease occurring here and

across the country and

Raise awareness of the need to build local public and private partnerships to

increase access to oral health care to solve this crisis

Ten Ways to Stay in Touch with your Dental Patients

Hello Friends,

How do you encourage referrals and build relationships with your patients when the average dental patient comes in only 2 times per year for their continuing care hygiene appointment? Think about this, you get to spend 2-3 hours out of 8,760 hours per year with those patients. With all of life’s distractions and responsibilities, how can you ensure that they don’t forget about you in between appointments? Stay In Touch. Keep your name in front of them by planting little reminder seeds.

Today, I’m going to share with you 10 Ways to Stay In Touch With Your Patients. Ten easy & effective ways you can stay in touch by planting “reminder seeds”.

how to build relationships and encourage referrals betty hayden consulting dental

  1. Social Media Active Social Media pages are a must. Facebook, Twitter, Instagram & Pinterest are excellent ways to engage  and build lasting relationships with your patients. If you struggle with what to post on your pages, visit here for social media content ideas.                                                                                                     
  2. Freebies –  Give away free items imprinted with your office name, website and phone number to each patient at their appointment. Such as; toothbrushes, magnets, calendars, pens and lip balm. ( If you’re wondering where you can order some quality imprinted items, check out Bizarre Marketing.  I share this particular company with you because their customer service is awesome!)                                                                             
  1. Cards – Send cards to your patients, Just Because, Thank you for your referral and/or Special Occasion cards. People appreciate getting an “old fashioned” hand written greeting card via snail mail.   Make it convenient by keeping a variety of greeting cards on hand.                                                                                                                                                                                                                                                                  
  2. Telephone – Pick up the telephone and call your patients. Here are a few reasons you may have to call: Continuing care appointment reminders, Thank you for your referral, Post-op (just checking in to see how well you’re doing), Refill reminders (due for a refill on whitening gel, toothpaste, electric toothbrush head replacement, etc), and Special Occasions.                                                                     
  3. Letters – Send out letters for incomplete treatment, congratulations on completed treatment, welcome to our practice and thank you for your referral. Tip: providers and team members should personally sign their letters. Include a  brief note or comment if appropriate.  In addition to letters, send continuing care appointment reminder postcards and text messages.                                                                                                                                                          
  4. Newsletter – Send newsletters out to your patients. Include sharable content, dental health tips, recipes, community news, office happenings, dental education and special offers.                                                                                                        
  5. Emails – Dental Hygiene Tips, Office Happenings, Continuing Care Reminders and Special Offers. Be sure to ask and record email addresses of your patients. Email communication is inexpensive, easy and effective. Just don’t spam your patients with too many emails.                                                                                                   
  6. Website – Keep your website fresh, easy to navigate and attractive. Include videos, info & pictures about the doctor(s) and team, community events, special offers, ability to schedule appts online, FAQ, dental services and education, office hours, directions, social media pages, contact information, etc.                                                                                                                                                                  
  7. Patient Appreciation Events – Host a fun event for your patients – In-office Patient Appreciation Days and Open House events. See Open House ideas. Out of office events, such as; Roller Skating, Indoor Bounce/Trampoline, Movie Theater, Public Pool, Bowling, Local Park, etc. Invite your patients to bring a friend. Be sure to have imprinted giveaways and information about your office at these events. Encourage all attendees to visit and like your social media pages.                                                                                                                                                                                                                                                     
  8. Community Involvement – Be involved in local health fairs, charity events, sponsor local sports teams, etc. Just a thought, when you and your team are out participating in community events, consider wearing t-shirts that clearly identify (advertise) your office and give away a lot of imprinted gifts.

There you have it, 10 ways to stay in touch with your dental patients. Doing some or all of these things will help to build lasting relationships with your patients and encourage referrals.

Of course, the very best way to ensure your patients remember to come back and to refer their friends, family members, neighbors and co-workers is to get them talking about their experience after they leave your office. How do you that? Be consistently great! Consistently exceed expectations! Plan to make sure that each and every appointment is great from the initial greeting at arrival, during their appointment, and when you say your thank you and goodbyes as they leave. (See Earn The Privilege To Serve Again)

At your next team meeting, discuss what you are currently doing to stay in touch with your patients and how you can improve in planting more reminder seeds.

Are you receiving my complimentary Practice Management and Marketing Ideas in your email inbox each month? If not, please subscribe today. Feel free to tell your dental friends all about us so they can start benefiting from these dental ideas too. If you liked these ideas, please let me know by hitting the “like” button. Thank you!!

Yours for Greater Success,

~Betty

P.S. Please stop by and say hello to me on Facebook, Twitter, Instagram, LinkedIn and Pinterest

 

Dental Marketing Ideas for August

Hello,

While we are still very much enjoying summer, as a mother of two school aged children I’m forced to start working on our Back to School to do list. The Back to School season is a great time to market to and educate the community on the importance of good dental health for their children as well as for the teachers.

Dental Marketing Ideas for August

Which brings me to:

 Dental Marketing Ideas for August

What: Back to School With Healthy Smiles!

Target Audience: Teachers and School Aged Children

How:

  •  Send out a Press Release to the local papers and news stations with Children’s Dental Health Tips for parents. (ie: healthy snack/beverage ideas, visiting the dentist, brushing/flossing tips, mouthguards, sealants, and more.)
  • Facebook & Blog Posts with Dental Health Tips for Children.
  • Send a Press Release and Social Media Posts focused just on Kindergarten aged children as August is “Get Ready for Kindergarten” month.

If you are interested in having me help your office create a custom “Back to School” campaign that includes ideas for special offers, patient give-aways/drawings, community involvement, cross marketing with local businesses and recare/incomplete treatment scripting, please contact me today at bhaydenconsulting@gmail.com

Here are 3 More Ways to Help your Team and Patients Smile in August!

 Happiness Happens Month ~ Find ways during the month to make your patients and team happier!!

August 8th – Sneak Some Zucchini Onto Your Neighbor’s Porch Night. (I’m serious, it’s a real day!) While you probably don’t want to visit your patient’s homes during the night you can easily have a basket of zucchini at the office for your patient’s to take. Wrap some ribbon and a business card with a zucchini recipe on it for your patients to sneak onto their neighbors porch during the night.

August 16th ~ Hug Your Boss Day! Or just take them to lunch… and if that’s too much simply give them a heartfelt thank you for being such a great boss. I’m confident they will truly appreciate it!

 Wishing you all a Very Successful and Happy August!

Please share with me any other ideas you may have! Also, be sure to subscribe to receive in your email inbox each month my free dental marketing and practice management ideas.

Yours for Greater Success,

~Betty

*I have found that using Send Out Cards for these types of marketing campaigns works very well. If you haven’t yet checked them out, I urge to take a look. www.sendoutcards.com/59727 It is so easy to set up the card campaigns, the cards are impressive and it is inexpensive. Three very good things.  🙂 

February Dental Marketing Ideas – Focus: Children’s Dental Health Month

Hello,

February is Children’s Dental Health Month, what do you have planned to help educate families in your community about the need for better dental health?

dental marketing ideas for February

Field trips to local schools? School field trips to the office? Participating with the National Give Kids A Smile Day?

Today, I’m going to focus on Give Kids a Smile Day.

Now the ADA website has an excellent Give Kids A Smile Toolbox  http://www.ada.org/1584.aspx  It’s loaded with information such as Planning, Promotion, Forms, etc.

Advertise your Event

Social Media ~  

Advertise your event on all of your social media pages.

TV News ~

Fax & Email the press release. (Sample Press Release below)

Call the stations and pitch your story. Invite them to visit the office the day of the event and to please help you identify true children in need by spreading the word.

Most TV news stations have a free community calendar on their website – post the event on the calendar. (Pictures are a good idea too!)

Local Newspaper ~

Send press release.

Flyers ~

Have flyers in the office and ask patients to please share with their friends, family members, co-workers and neighbors.

Visit local businesses ~

This is all FREE advertising! Even if your schedule is filling up, continue to advertise! Think of it as spreading seeds all over the community, getting your name in front of many people. You never know when those seeds will grow!!

Key things to remember/do before, during and after the event:

Show lots of Enthusiasm:  

Be enthusiastic about this great event and your office too!

Printed Materials:

In addition to the event information/details. Be sure to include: Doctors (office) Name, Address, Phone number, email, social media pages and website

Telephones:

Thank them for calling,  ask how they heard about the event (TRACK EVERY Callers Referral Source)

So your schedule is full for that day, what do you do when the phone continues to ring with people wanting to schedule an appointment for their child(ren)? 

Take down their name, phone number, chief concern,  and let them know you will call if there are any changes in the schedule for that day. (Believe or not people sometimes cancel/no show on this day!) 

Just because you may not be able to see them on that day, offer them a different day for a complimentary consultation. Give them hope, give them a chance, they’ve probably been turned away from other offices.  

While out in the community:

Look good! Your appearance is a reflection of the office and the care you provide.

Be considerate of their time.

Don’t hold back from offering the people you meet an appointment.

Carry extra toothbrushes, business cards, lip balm, etc. to share with those you meet.

Donations:

See if you can get donations from local businesses for the event.

Be sure to include any business that contributed to the event in your advertising & thank you’s after the event!

Day of Event:

Every child receives a goodie bag that includes an imprinted toothbrush.

Take pictures!!! (The ADA website has a release form)

 Enter all charges into the computer and write off as GKAS-Charity  (Record total donation dollars- the production)

Sadly, There will be treatment that you won’t be able to do that day – give them a treatment plan and if they cannot afford treatment in your office you should refer them to a dental school or medicaid office.  Have a list ready for them.

It may be the first visit to the dentist for some kids so they may be scared you really have to work at keeping them comfy & make it fun.

You might be surprised to see how many families end up becoming patients.

GKAS day can be a very busy day for the office, I recommend ordering lunch in so team members can relax during their break.

After the Event:

Send a thank you to the children after the event.

Send a thank you to any business that contributed to the event.

Submit a press release talking about the success of the event, pictures and tips for parents to keep their child’s smile healthy.

Make your Give Kids a Smile Day a huge success!!

 It’s actually a really fun day – exhausting yes, and maybe a little heartbreaking but it feels good to volunteer your time, and donate your services to help so many children in the community.

 If you have any questions about hosting your Give Kids A Smile Event or would like help planning/advertising/marketing this special day, please contact me at  bhaydenconsulting@gmail.com

If you have not yet subscribed to receive my Free Dental Marketing Ideas each month, please do so today.

Yours for Greater Success,

~Betty

P.S. Please stop by and say hello to me on FacebookTwitterInstagramLinkedIn and Pinterest

 

 

  Give Kids A Smile is held annually to:

 

• provide free dental services to local, qualifying children from low-income families

 

• raise awareness of the epidemic of untreated dental disease occurring here and

 

across the country and