Dental Team Building Activities, Rewards, and Incentive Tips and Ideas

Dental Team Building Activities, Rewards, and Incentive Tips and Ideas

Hello Friends,

In response to the many requests that I receive for ideas to motivate and reward employees,  I’ve compiled a list of Team Building Activities, Incentives, and Reward Tips and Ideas.

For ideas and tips on how to have a happier and more productive dental team, please visit here: A Happy Dental Team is not just a dream!

Work Hard, Have Fun, Create Beautiful Smiles.

dental team building activities rewards and incentives dental tips and ideas

Of course, in order to have a truly happy and productive team, it starts with you!

Set the Example – Lead by example.  Treat your employees how you would like them to treat your best patient! If you want to see positive change in your practice, you must consistently lead by example. It starts at the top. You set the tone for the day, make certain that it’s a happy & productive one.

Have FUN! – Have more fun in your office with Team Building Activities and Events! Here are some ideas to get you started…

In Office Fun: Potluck lunch, Ice Cream Truck, Carry out lunch (team choice), Crafts, Games, & Puzzles. Make little gifts that you can give out to your patients at their appointments.

Purchase a Team Building Activity book such as:  Quick Team-Building Activities for Busy Managers: 50 Exercises That Get Results in Just 15 Minutes.

These articles have some really good ideas for team building activities: Six Quick Teamwork Games to Engage Employees at Work and this one: When I work – Team Building Games

Fun with Social Media – Utilize your social media pages to show your patients and potential patients what a fun office you have.

Videos – post fun team videos on your office social media pages.

Pictures – take fun/silly pictures with the team and your patients to share on social media, your website, and in newsletters.

Fun Dress Up/Theme Days –

What: Decorate the office, team dresses up, small prize giveaways and snacks.

Theme Ideas: Luau, Decades, Superhero, Disney, Western, Carnival, Sports teams, Pajama Day, Silly hats/hair/socks, Etc. (visit party & dollar stores or orientaltrading.com for a ton of theme ideas)

Creativity – Brainstorm sessions with prizes for marketing ideas, solutions to improve office efficiency, and how to have more fun as a team.

Book Club – Purchase team building/self-improvement books for your team. During a team meeting, discuss portions of the book. Or purchase electronic devices such as a Kindle Fire for each employee and download books that can be discussed during a “book club team meeting”.

Team Building Book Suggestions:

Move Your Bus – Ron Clark

FISH! – Stephen C. Lundin and Harry Paul

Fun Is Good – Mike Veeck & Pete Williams

The Energy Bus – Jon Gordon (Actually, ALL books by Jon Gordon!)

Our Iceberg is Melting –  John Kotter

Who Moved my Cheese? – Spencer Johnson, MD

Everything is Marketing – Fred Joyal

The Go-Giver –  Bob Burg and John David Mann

How to Win Friends and Influence People – Dale Carnegie

Full Steam Ahead – Ken Blanchard

Million Dollar Dentistry – Gary Kadi

Be Our Guest –  The Disney Institute and Theodore Kinni

Start with Why –  Simon Sinek

Any other books that I should add to the list? Please message me or comment here and I’ll be sure to add to the list as soon as I read it.

Incentives/Rewards: Sometimes unexpected rewards work better than expected monthly bonuses for reaching goals. Every office is different, so if you have something that is working well for you and your team, by all means, continue doing it. However, if you would like some reward/incentive ideas for reaching daily/weekly/monthly production, collection, new patient, service/product, social media and other goals but want to keep the rewards unexpected or more spontaneous, here you go…

In addition to  simple, yet appreciated, thank you cards; Spa Gift Card, Cash, Lunch/Breakfast, Purse/Tote bag, Gift Baskets, Plants/Flowers, Jewelry, Movie/Theater Gift Cards, Tickets to Game/Concert, Amusement Park tickets, Restaurant gift card, Gas cards and Car Wash Gift Cards.

If you would like even more ideas, be sure to follow this Pinterest Board: Employee Appreciation Gifts & Meeting Activities / Team Building Activities

Outside the office Fun: Bowling, Paint a Canvas, Shopping, Dinner, Cooking Class, Wally Ball, Baseball Game, Spa, Escape Room, Field Day (Team up with other offices), Concert, Skating, Batting Cages, Mini Golf, Pottery Class, Theater,  Pool party, Skiing, Nature hike/walk, Etc.

Continuing Education – Continuing education, not just for the providers but for the entire team is a wonderful way to ensure practice growth. Not to mention, it’s a great team-building experience, one that will give you a happier and motivated team. You can do this with in-office training, webinars, lunch and learns, and seminars/classes outside of the office.

Consider incorporating a dental continuing education class with a fun event, for example CPR Course and Pool Party.

If you really want to have some FUN continuing education, take your team to TBSE! Have you heard about The Best Seminar Ever? Better known as TBSE? Seriously, I attended TBSE last year and it absolutely was the best seminar I have ever been to. If you’re ready to boost your team and take your practice to the next level, please check it out here: TBSE -The Best Seminar Ever

Community Involvement – Visit the local farmers market, art/street fairs, Races/Run/Walk for-a-cause, Fundraisers, Parades, Etc. Be active in your community. Pass out freebies imprinted with your office information to the people attending these community events. Be sure to take pictures of you and your team out and about in the community and share to your social media pages and website.

“People rarely succeed unless they have fun in what they are doing.” ~ Dale Carnegie

It is my wish that these ideas and tips will help you and your team experience greater happiness at work. If you have any other ideas or things that have worked well in your office, I would love to hear about them. If you have any questions or concerns about what you’ve read today, please contact me at bhaydenconsulting@gmail.com.

Have you signed up to receive my complimentary dental marketing and practice management ideas that are sent right to your email inbox each month? If not, take a second and sign up. Or send me your email address and I will send you an invite to follow. This way, you won’t miss a single idea!

Yours for Greater Success,

~Betty

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

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Dental Practice Management Ideas for April

Dental Practice Management Ideas for April

Hello Friends,

When I share marketing ideas with you each month my goal is to help you exceed your current and potential patients expectations. Just as important, if not most important is to consistently exceed your employees’ expectations. Why? Because an employee that feels appreciated will always deliver more than is expected. Betsy Myers, an expert on leadership development says it best: When people feel valued, appreciated, heard, supported, acknowledged and included, they are motivated to bring their best selves forward. “

I wanted to share some practice management ideas to help you make your second quarter more productive, happier and less stressful for you and your team.

If you’re looking for marketing ideas for the month of April see Dental Marketing Ideas for April & April is Oral Cancer Awareness Month

Now on to the practice management ideas for April:

Betty Hayden Consulting Dental Ideas Practice Management

Just for Fun!

National Humor Month / Laugh at Work Week: 1-7 – Find ways to laugh each day at work all week-long.

National Fun at Work Day: 6  – Have a silly theme for this day. (For example, Crazy hair, silly socks, decades day, etc.)

Make Lunch Count Day: 13 – Buy lunch in or out for your team.

See for more ideas. Tips to Improve your Dental Office Part 4 ~ Happy Team

Reasons to Celebrate your Team:

National Dental Hygienist Week (Canada): 8-14

Administrative Professionals Week: 23-29

See Employee Appreciation Ideas Here: Employee Appreciation Gift Ideas Pinterest Board

Employee Conflict Resolution & Communication Improvement Opportunity: 

Workplace Conflict Awareness Month This topic should be discussed at a team meeting. Why? Conflict Happens! Make a plan and an agreement as to how all office conflict will be addressed and resolved.

Steps to deal with office conflict:

  1. Calm down and talk with the other person. (Don’t go to anyone else to discuss the conflict)
  2. Attack the problem, not the person. Focus on behaviors and events.
  3. Listen carefully – listen to understand and not to be understood.
  4. Brainstorm solutions with a focus on the future, what it will take to move forward.
  5. Celebrate your Success.

For additional ideas visit Forbes.com for 5- Keys to Dealing with Workplace Conflict. 

To manage conflict, excellent communication is essential.

Communication  – 

  • Job descriptions and expectations must be clearly defined. This is a great time to ask every team member to write a list of their description and responsibilities. Have them indicate next to each task how often it is done (daily, weekly, monthly, yearly, varies, etc.). This will help you determine if and when and by whom these tasks are being accomplished. You might find some important tasks are not being done at all or not often enough and so on.  

  • Team Meetings/Morning Huddles are essential for a happy and smooth work day. Visit HERE for some tips on how you can have a successful morning huddle.

  • Address quickly any needed discipline or correction, don’t wait for a staff meeting to address these problems. Instead, meet one on one with the offender.

  • Avoid office negativity, it’s toxic and will infect your team – Rather, focus on and share positive experiences.
  • Your team must know the why, what, and how. They may know the what and the how but not the why, often times, this is why employees are there just to collect a paycheck. Talk about what you believe and attract those who believe what you believe. People buy the why not the what.

Positive Gossip Only! Entire team agrees to stop gossip. Refuse to listen to it. Rather, encourage the person to go directly to the other person they have an issue or complaint about. Unless of course, they can let it go and move on

Hygiene Continuing Care/ Recare Opportunity:

Cleaning For A Reason Week: 18-24 – Send out email & text reminders to your patients that are due/past-due for their hygiene visit. Time for their Spring Cleaning! The “reason”? For their health’s sake – or, consider donating a portion of the production to a local charity.

Community Involvement Opportunity:

Community Spirit Days (1-30) – What a great opportunity for your office to get involved in the community. Check your city’s event calendar for events and activities.

Are there any charity/sporting/community events that you and your team can participate in or sponsor?

Be sure to share a variety of local community events on your social media sites. This will encourage your patients to look to your office page to learn what’s going on in the community.

Host a:

  • Spring Perennial Plant Exchange
  • Book Drive
  • Canned Food Drive
  • Aluminum can tabs for the Ronald McDonald House

Be sure to send out press releases and share on your social media sites what you’re doing to help your community.

So there you have it, some practice management ideas for the month of April. Enjoy!

Have you signed up to receive my complimentary dental marketing and practice management ideas that are sent right to your email each month? If not, take a second and follow today. This way, you won’t miss a single idea!

Yours for Greater Success,

~Betty

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

How to Effectively Answer the Dental Office Telephone

Hello Dental Friends,

Is an article really necessary on how to answer the telephone? Absolutely!  This one is key to your success. All of your marketing efforts lead people to the phone first. Don’t waste your money by losing the potential patient or aggravating current patients due to poor telephone skills and habits. Your entire team (clinical & admin) should be trained on how to properly answer the phone and handle the call. Answering the phone is a privilege and a great opportunity!

tips on answering dental office phone betty hayden consulting

Here are a few tips:

  • Smile before you pick up the phone.
  • Answer the phone within the first couple of rings.
  • Answer the phone with a thank you for calling, identify the office and give your name. (ex: Thank you for calling Dr.Smiles, this is Betty. I can help you)
  • Do NOT let the caller go to voice mail (or a busy signal!) during business hours (including lunch hours). People hate leaving messages. Oftentimes, they’ll hang up and call the next office on their list.
  • 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 hate to be put on hold. If you are habitually needing to put callers on hold, you need more people answering the phones.
  • For the few times when you do need to put a caller on hold – please, consider having a great message on hold service. Here’s why: Should I Use A Message On Hold Service?
  • Get the caller’s name and use it often. Find out how they heard about your office (document the referral source!). “What type of insurance do you have?” shouldn’t be the first thing you ask. In fact, let the caller bring that part up. Your goal is to build a relationship with the caller, to get to know them and their expectations.
  • Offer an appointment. Sounds obvious right? You might be surprised to know how many office’s I have called as a “shopper” and was never offered an appointment.
  • There are words/phrases that should never be used on a call. Make a list of the words/phrases you want to eliminate from the office vocabulary.

Set aside some time to meet together as a team – everyone in the office should be trained on how to not only answer the phones but they should know how to handle the calls. At the very least, professionally & courteously direct the caller to someone who can help. Role play will help all to feel more comfortable handling different types of calls.

Worried about your team members sounding like robots on the phone? Don’t be. This is what you do, create as a team, Telephone Principles (your goals & expectations for each call.)

Firm In Principle – Flexible in Procedure

The procedure may vary but the principles remain the same. This will allow the team member’s to customize their words to the individual caller’s. However, professionalism is always a must!

A few more things to consider during your meeting and training with your team:

What times are your phones being answered? Examine whether or not the times you’re actually available to answer the office phone is when your patients and potential patients are actually available to call the office.

What happens after hours? Ringing? Voice Mail? Answering Service? Here’s your chance to exceed expectations by answering the office phone after hours! (Forward calls to a cell phone.)

The Greeting – First impressions matter!!

Shopper Callers – Great opportunity! Typically, the shopper caller has a need and is ready to “buy”, that’s why they are “shopping”.  Don’t blow it by refusing to quote fees over the phone. By all means, offer them to come in for a complimentary consultation.

Insurance Questions – (Have a great response to: “Do you take —-ins?)

Wrong Numbers – offer an appointment anyway.

Sales Calls – Be kind, they’re just doing their job. Maybe they need an appointment. Plus, you don’t know who they know. It’s simple – always be kind.

Moms calling for donations or any organization that asks for donations – Empower your team to fulfill their request. At the very least, offer them an appointment.

Certainly, handling the phones is a big responsibility but it’s an even bigger privilege. Don’t miss out on any opportunities to set your office apart from the others by always exceeding the caller’s expectations.

 If you have questions about how to successfully handle telephone calls or need help training your team, don’t wait, ask for help. I’m ready to help you. If not me, there are many other excellent dental professionals out there that are ready to help.

Be sure to take a second and subscribe to receive in your email inbox each month, my FREE dental marketing and practice management ideas. If you liked this article, please let me know by giving it a “like”. Thank you!

Yours for Greater Success,

~Betty

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

How to Successfully Ask for and Collect Payment for Dental Treatment

Hello Friends,

Fear of cost moves many people to put off visiting the dentist or to cancel their appointments for scheduled treatment. Fear of presenting fees causes many team members to dread or avoid presenting treatment plans/financial expectations and asking for payment. These fears do not help the patient or the office.

Would you like to see more patients not only accept treatment but pay for it before or at time of service?  Would you like to see an increase in production and office collections?  Would you like to decrease the amount of time and money being spent on making collection calls and sending patient statements/letters?

how to ask for and collect dental payments from Betty Hayden Consulting

Today, I’ll share with you a few tips to help make that happen.

  1. See the true value of dentistry – With each day and each and every patient you and your team have the privilege and opportunity to potentially change someone’s life or at the very least, help them smile healthier. A healthy smile is part of a healthy body, healthy smiles and bodies create healthy communities.  The entire team must believe this. The entire team must also wholly believe that you’re providing the best quality care. Having full confidence in the doctors and hygienists ability to provide quality care and to create beautiful and healthy smiles is a must.
  2. Be confident with fees – The entire team should role play presenting small and large treatment plans and financial arrangements until every one is comfortable saying the dollar amounts out loud and with pride.
  3. Financial policy – Have a written financial policy that is kindly reviewed with the patient at their first appt. Have them sign and take a copy with them. For your existing patients, review with them any changes to your financial policies, have them sign and give them a copy to take home.
  4. Avoid assumptions and judgement – Don’t make decisions for the patient as to whether or not they can afford the treatment based on your assumptions or reality. Remember this, Sympathy vs Empathy: Sympathy is feeling for the patient… deciding for them that they can’t afford the dental care, Empathy is feeling with the patient… yes, this is more than they were wanting to pay, however, you’re going to give them hope… you’re going to offer third party financing, break up the treatment plan if possible or allow them to make payments as a credit until they have enough money to get started with treatment. Always offer the best treatment and flexible payment options and allow the patient to decide what they want to accept or not.
  5. No surprises! – Present treatment plan and financial portion before treatment is started. Make sure your numbers are as accurate as possible, especially when estimating the insurance portion. If you accept their insurance, have up to date eligibility, breakdown of benefits and the insurance fee schedule on file for the patient.
  6. Payment due before or on day of service – No billing the patient for co-pays or payment for services. (Hint: Collecting prior to appt. will reduce cancellations and no-shows. Another Hint: Collect co-pay before the patient goes back for treatment, especially if they’re having a lengthy or difficult appt. No one wants to stand at the front desk fumbling for money or to write a check with gauze hanging out of their mouth after an extraction, or numb and exhausted after a long appt. Make it more comfortable for them by collecting their pmt and making any necessary follow up appts before they go back. )
  7. Make it easy for them to pay – In addition to accepting cash, check and charge cards, offer third party financing. Avoid in-office payment plans!
  8. Incentives – Offer incentives for patients to pay when they make the reservation.
  9. Dealing with forgetful patients – When a patient says they forgot to bring money…they can either call the payment in over the phone when they get home or give them an envelope with payment due date for them to mail in a check. Call the patient if payment isn’t received by due date.
  10. When Insurance is involved –  Always give the full treatment fee, the estimated insurance amount and the patient’s estimated co-pay that is due today. Let the patient know you’ll send in the claim and inform them if anything changes with the estimated insurance portion. Watch your insurance aging report closely. Promptly follow up on any unpaid claims, insurance rejections and requests for add’l information.

There you have it, 10 tips to successfully collect payment before or at time of service.

Once you make a plan to consistently collect payments before or at time of service, and hold your team accountable to follow through with that plan, you’ll wish you started it sooner.

Here are a few more tips to help make this a true success for you.

  • Daily, Weekly and Monthly, monitor your patient and insurance accounts receivables, collection and credit reports.  (Carefully review write-off’s, discounts, credits, charges and payments.)
  • Each day, look at the day prior, what were your total production charges & collections? Pay close attention to the total patient responsibility vs patient payments, these numbers should be close to the same. If not, why not?
  • ALWAYS send out clean insurance claims! If your administrative team needs any training in this ever changing insurance world with how to estimate co-pays, send out claims (daily),  post insurance payments and adjustments…get them the proper training asap!
  • Don’t assume… know by who, when, what and how your money is being handled. It’s important for the entire team to understand why this information is necessary.
  • Set goals, share with your team what your production and collection goals are and how it benefits them to all work together as a team to reach or exceed these goals. Consider offering a small bonus or incentive when these goals are reached.

Print out these tips and suggestions and review them at your next team meeting.

Please know, I’m happy to help you and your team develop a plan to reach your production and collection goals. I offer complimentary consultations via email at bhaydenconsulting@gmail.com.

Have you signed up to receive my complimentary dental marketing and practice management ideas that are sent right to your email in box each month? If not, take a second and sign up. This way, you won’t miss a single idea! If you think your dental colleagues would appreciate receiving these ideas each month, feel free to share my blog address with them. Thank you!

Yours for Greater Success,

~Betty

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