Spring Clean Your Dental Office Using Your 5 Senses

Spring Clean Your Dental Office Using Your 5 Senses

Hello Friends,

It’s that time of year when many take advantage of the warmer weather to “spring clean” their homes. This is also a great time to spring clean your dental practice.

I encourage you to make a checklist of all the areas in your office that need some spring cleaning.  I’ll help you get started by showing you how to take advantage of using your 5 senses while cleaning your office. This is by no means an exhaustive cleaning list but it will you give you ideas of where and what to clean.

Betty Hayden Consulting Dental Marketing and Practice Management Ideas

Sight, Smell, Sound, Touch, and Taste.

SIGHT

What do your patients and potential patients see?

Areas to “see” include;

  1. Office Exterior
  • Signage
  • Windows
  • Landscape/Weeds
  • Garbage/Debris
  • Safety Concerns/Handicap accessibility
  1. Office Interior
  • Reception Room – Sit in your reception room, what do your patients see, touch, hear, smell and taste? Look high and low. What do you see? Dirty carpeting/flooring? Outdated magazines & decor? Stained or worn chairs? Peeling wallpaper? Cobwebs? Dusty plants/floral arrangements? Light bulbs that are out?  Look over at the front desk area, if you see a sliding glass window that is full of signs and papers telling your patients what to do and what not to do…remove them immediately! In fact, remove the glass. It’s very unwelcoming!
  • Restroom – Most if not all of your patients that visit your restroom WILL determine the quality and safety of your care from that experience. (Isn’t that true of you when you’re at a restaurant or any public restroom? No one wants the gas station bathroom experience…not even when you’re at a gas station.) Your restroom should be clean, nicely decorated and well stocked with quality paper products and soap.
  • Front Desk Area – Clutter represents indecisions. Make a decision to get rid of the clutter! (That includes any sticky notes attached to computer monitors, coats/sweaters hanging on the backs of chairs and fast-food drink containers sitting out on the counters.) Purchase hot/cold beverage tumblers, preferably with your office logo on them for your team members to use at their workstations – this looks much nicer than your patients seeing soda bottles or coffee shop cups.

While you’re visiting the front desk area, don’t forget about cleaning these areas too…

  • Current Protocols–  Hygiene Continuing Care, Incomplete Treatment Reports, Confirmation, A/R-Collections, Greetings, Patient Hand-off,  New Patient Welcomes, and Referral Thank you’s, etc.
  • Paper Communication Materials –Intake forms, Letterhead, HIPAA forms, Financial Policy & Postcards.
  • Job Responsibilities/Descriptions –Have every team member write down a detailed list of all of their job responsibilities. This is VERY helpful in determining more effective ways of doing things as well as finding out what is NOT being done.
  • Operatories – Sit in the treatment room chairs. What do you see? What do you hear? What do you taste? What do you smell? How do you feel? Again, your patients don’t measure the quality of care, they measure the quality of their experience. Keep your patients loyal to your practice by making certain they consistently have great experiences.
  • Closets – Make an inventory checklist. Throw away any expired or outdated products, equipment, manuals, etc. While you’re at it, if there is anything that isn’t be used properly due to lack of education or training, go ahead and schedule time for continuing education/training.
  •  Equipment/Technology – What needs repairs, upgrades or to be tossed? Computers, Software, Internet Speed & Access, Printers, Copiers, Telephone Systems, TV’s, Postage machines, including…dare I say, typewriters?
  • The Team – Appearance – Wear clothes that reflect the excellent care you give your patients. Professional, clean, and wrinkle-free clothes.  Clean hair, nails & body). Attitudes – Remove any toxic attitudes. Office Policies – Review and update employee benefits and expectations.

TIP: Make a cleaning schedule – who, what & when will the parking lot, restrooms & reception room be checked. This should be done several times throughout the day. Do not wait for the “cleaning person” to take care of those areas.

SMELL

  • Get rid of the dreaded dental office smell. There are products out there that will eliminate that smell without aggravating patients with allergies. Bake chocolate chip cookies if necessary.

SOUND

  • Keep the noise down! Patients want to be put at ease; they don’t want to hear the latest office gossip or a TV that is too loud. Avoid using patients’ full names or complaining about patients when you can be heard from the reception room or treatment chair.
  • Music – Consider playing music in the reception and treatment rooms. Wireless headphones will allow patients’ to listen to music or the TV while in the chair.
  • Telephone Greetings/Messages – What do your patients and potential patients’ “hear” when calling the office? Be sure that what they hear is a reflection of your goals and vision. See How To Effectively Answer The Dental Office Telephone

TASTE

  • Beverage Station in the reception room. Complimentary coffee, tea, cold bottled water, juice, etc. See this Pinterest board for beverage station design ideas.
  • Snacks – Offer snacks such as fruit, granola bars, etc. This is especially nice for patients that may have been in for a lengthy appointment and need a little boost in energy.
  • Allow patients to rinse with mouthwash before and after the appointment.
  • Offer pre-pasted toothbrushes for patients that didn’t have time to or forgot to brush their teeth before their appointment.

TOUCH

  • Reception Room – Is it comfortable & welcoming?

Reading Material – Have a variety of magazine and books for patients to read.

Temperature – Keep the temperature in the reception room at a comfortable setting.

  • Treatment Rooms – Be sure that your patients are comfortable during their visit.

Massage Pads on Chairs

Blankets (If you have a patient that is always cold, pop the blanket in the dryer for them right before appt).

Distractions –  (Movies, Music, Digital Aquarium, Etc.)

Give Painless Injections…always.

Put your patients at ease by talking with them before you start looking in their mouth.

  • Free Stuff – Give away 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!)

Using your 5 senses, look closely at yourself, your team, the exterior, and interior of your building, all office systems, your lab, sterilization procedures, website & social media sites, marketing materials, marketing programs and the patient experience.

Your goal during your spring cleaning should be to find ways to consistently exceed your patients’ expectations and remove anything that is hindering you from reaching that goal.

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 to bhaydenconsulting@gmail.com 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  Facebook, Twitter, Instagram, LinkedIn and Pinterest

Tips and Ideas for Dental Office Open House Event

Hello Friends,

One of the most asked questions that I receive is ideas for hosting a dental open house event. So if you have an open house planned for your dental office or are considering hosting an open house event, here are some ideas to help make your open house a huge success!

ideas for dental office open house betty hayden consulting

 Event Theme:

  • Luau
  • Winter Wonderland
  • Back-to-School
  • Hearts – We “Heart” our Community or We “Heart” our Patients
  • Decades (ex: 50’s)
  • Spring – Flowers (Thank you for helping our office grow)
  • Celebration of Health
  • Fall  
  • Women’s Night Out  
  • Office Anniversary Celebration
  • Spa/Pampering  
  • Shopping (w/local vendors)
  • Carnival
  • Cocktail Party (Wine & Appetizers)
  • Superhero

 Target Audience: 

  • Professionals/Specialists
  • Community (Local Businesses/Non-Patients)
  • Current Patients

 Cross Marketing Opportunity:

  • Team up with local businesses!
  • Hair Salons, Specialty offices, Restaurants, Etc.
  • Display a thank you board/sign to the local businesses involved in the open house.
  • Have an area that they can display their business information
  • Have them donate a prize to be raffled off or used in a drawing.
  • Ask them to advertise your event at their place of business.

Advertising your Event:

  • Invitations
  • Local Newspaper (Invite them to the event!)
  • TV News (Invite them to the event!)
  • Radio (Invite them to the event!)
  • Social Media Sites (set up a Facebook Event)
  • Website
  • Current Patients (Ask them to bring a friend for a prize!)
  • Newsletter
  • Email
  • Online Local News Sites
  • Local Chambers
  • Local Businesses (Library, City Hall, Day Cares, Salons, Restaurants, Schools, EVERYWHERE)
  • Employees (Make sure the entire team is on board w/the event and talking about it)
  • Flyers
  • Banner on building

 Call To Action/Community Support:

Collect Donations for…

  • Winter Gear (Coats, Gloves, Scarves & Hats, Blankets)
  • Books
  • Canned Foods  
  • School Supplies
  • Aluminum Can Tabs (Ronald McDonald House)

or offer:

  • Complimentary Oral Cancer Screenings
  • Smile Makeover Contest

 Give-Aways:

Welcome letter/flyer (Include in it: Info about the office, services offered, a special call to action offer & a thank you for coming in) 

Items imprinted with your office information, such as:

  • Toothbrush Bags
  • Lip Balm (www.lipbalmexpress.com)
  • Tote Bags
  • Pens
  • Coffee Mugs
  • Water Bottles
  • Flower Seed Packets
  • Magnets
  • Key rings
  • Xylitol Products
  • Umbrellas

My favorite company to use for imprinted giveaway items is: Bizarre Marketing – http://www.promostuff4u.com

Activities:

  • Face Painting
  • Photo Booth
  • Balloon Twisting
  • Craft Table
  • Games
  • DJ/Karaoke/Live Music
  • Dental Health Presentations

 Drawing/Raffle for Prizes:

Having a drawing(s) allows you to collect names and contact information of the guests. Be sure to collect Name, Address, Email & Phone #.

  • Electric Toothbrush
  • Teeth Whitening
  • $/% Off of a Dental Service  
  • Gift Cards
  • Television/Tablet
  • Gift Baskets

Team up with local businesses for contributions/donations of Prizes. Be sure to remind them that their name will be included in your advertising for the open house.

Offer an incentive (such as; gift card) to the first so many people who RSVP to your event.

Office Appearance:

  • Office must be clean and clutter free!! (Inside & Out!)
  • Restrooms – make sure they are checked during the open house for cleanliness and that they are well stocked)
  • Decorate the Office
  • Music Playing (recorded or live)
  • Have stations set up throughout the office to encourage a tour of the entire office.
  • Monitors set up in reception room and treatment suites playing videos of services offered
  • Display “About Our Office & Services” Brochures

Team Members:

  • Well dressed
  • Name Tags
  • Friendly & Outgoing
  • Specific assignments (designated greeter, tour guide, speaker for dental presentations, etc.)

 Food/Drink Ideas:

  • Bottled water with office label
  • Punch/lemonade/Tea/Coffee/Wine/Beer
  • BBQ Foods
  • Appetizers
  • Wine/Cheese
  • Desserts
  • Ice Cream Truck (great for outdoor events)

You may be able to get a local business to donate cookies, cake pops, cupcakes, sandwich trays, fruit and vegetable platters, etc.

Day of the Event:

  • Smiling faces
  • Name tags
  • Give tours (Depending on size of the event you could set tours up scavenger hunt style)
  • Be ready to schedule appointments
  • Greet everyone
  • Take lots of pictures
  • Record a video of the event

 After the Event:

  • Send Thank you’s to all of your guests and any businesses that participated in the event.
  • Send a follow-up article & pictures to the local paper.
  • Call prize winners to come into the office and collect their gift – be sure to take their picture(s).
  • Post pictures of the event on social media sites.  

Remember, Proper Planning Prevents Poor Performance!

To-do lists are your friend! Include a timeline & who is responsible for what & when.

Your goal should be to make your guests feel welcome, special and appreciated. No one wants to show up to an event where they are not welcomed or sure they’re even in the right place. 

Have a GREAT Open House Event friends!

If you have more ideas I would love to hear about them! To share your thoughts/ideas please comment below. If you enjoyed reading this article please give us a “like” below. 

If you are not yet receiving my free dental marketing ideas every month to your inbox, please take a second and subscribe today. This way you won’t miss a single idea!

Yours for Greater Success,

~Betty

P.S. We’re on FacebookTwitterInstagramLinkedIn and Pinterest stop by and say hello.

 

 

Dental Marketing Ideas for September

Hello Friends,

September is the last month (opportunity) for you to have the best third quarter ever. Yet, many dental offices say that this is typically a slower month for them. If that is true for your office or if you just want to spice things up for September, here are some dental marketing and practice management ideas for you.

dental marketing ideas for september from betty hayden consulting

Focus: Parents – Now that their kids are back in school, it’s time for dads and moms to pamper themselves with a dental visit.

Look at your schedule for September, find any days that have a few holes in them and declare them “special days for parents”.

Reach out to all of your parents with incomplete treatment plans or that are past-due in hygiene. Invite them to come in on this “special day” for their dental visit.

Offer Incentives: $ off Ortho, Free Adult fluoride w/hygiene visit, Teeth Whitening Specials, % off treatment, etc. This could be a one day only event or you could feature a different service each day for a week. (Food & beverage is also a nice incentive 😉 )

Gift ideas: Pampering gift bag – lotion, toothbrush, lip balm, chocolate, etc. Include informational handout about the links between oral health & overall health in women & men.

You could easily team up with local businesses for some cross marketing. Salons, Massage therapists, Restaurants, etc. may be more than willing to donate gift cards that you can use in a drawing or include in a gift basket that your patients can enter to win.

Here are  4 more ways to Help your Team and Patients Smile in September!

Random Acts of Kindness Day or Be Kind Day: 1 Do something special for your team today and/or something unexpected for your patients. If you’re going to do something nice for your patients, get your entire team involved by asking for their ideas.

National Clean Hands Week: 18-24 – Give-Away for your patients during this week: Small imprinted bottles of hand sanitizer.

World Alzheimer’s Month  – Use this as an opportunity to educate your patients and the community about the importance of dental health care for Alzheimer’s patients in helping to keep them comfortable and healthy.

National Courtesy MonthThis is a great opportunity to remind your patients that: “As a courtesy to our patients we remind you of your dental reservation 1-2 days prior. We kindly request that you try to keep your dental appointments as scheduled. If you do require a scheduling change please notify us with at least a 24 hours notice of your appointment date. Thank you!”

So there you have it, some fun marketing ideas for the month of September. If you liked these ideas and plan to use some of them, PLEASE let me know. I love to hear your comments and ideas.

If you would like me to work with your office to create a custom marketing campaign for the month of September,  please contact me today at bhaydenconsulting@gmail.com

Looking ahead to October – Breast Cancer Awareness Month, National Apple Month, Candy Buy Back and more! Oh, and don’t forget, October starts your final quarter so start now figuring out your production, collection and new patient goals for October, November & December. Remember to include your entire team in your plans!

If you are not yet receiving my free dental marketing ideas every month to your email inbox, please take a second to subscribe today. 

We’re on FacebookTwitterInstagramLinkedIn and Pinterest stop by and say hello.

As always, I wish you all a fantastic & productive month!

Yours for Greater Success,

~Betty

Dental Marketing Ideas for your local School District

Hello Friends, 

With back-to-school season in full swing, there is no need to wait until February’s Dental Health month to market to the local schools in your neighborhood, start early in the school year building relationships with school staff & the families that attend these schools.

These small marketing seeds that you plant, help to build relationships over time and you never know when and where those seeds will grow into new patients for your practice. (See Dental Marketing Seeds)

Here are just a few easy, inexpensive & effective ways for your dental office to reach out to your local schools.

dental marketing ideas for local schools betty hayden consulting

 

Donations – Use your office as a community donation site for school supplies or new & gently used books to be donated to local children and/or schools in need. Advertise in office, on your social media sites, to local businesses and the news media via press release that your office is collecting donations for school supplies or books.

This is a GREAT way to bring in potential new patients… when folks come into the office to drop off their donations, be sure to warmly welcome them, give a brief tour of the office, hand out small thank you gifts that are imprinted with your office information or have a raffle they can enter to win a prize. Prize ideas: themed gift basket, electric toothbrush, gift card, teeth whitening, etc. Invite local businesses to contribute something toward the prize.

Gifts for School Staff – Choose one, two, or more schools (depending on the size of the teaching staff) and deliver some treats to show your appreciation for the work they do in caring for the children in the community. Some ideas are: Breakfast, Lunch, Snacks, Toothbrush goodie bags, Lip balm, Little gifts, flowers, etc. Be sure that your office information is clearly imprinted on any toothbrushes or small gifts. See my Pinterest boards for gift ideas

AND/OR

Host a Favorite Teacher Contest. Invite local students to nominate their favorite teacher. Winning teacher gets FREE teeth whitening and a certificate stating they won for the favorite teacher contest. The classroom with the winning teacher gets a gift card for school supplies or pizza/ice cream lunch.

You could easily ask for donations from local businesses to add to the winning teachers prize or for the classroom.

This can be promoted via your office website, newsletters, postcards, emails, office social media sites, local newspapers and signs in your office.

Have fun with it and be sure to share lots of pictures on your social media pages.

Just a few more ideas…

Social Media Sites – Post school-related content to your social media sites, such as:

  • Back to School Tips
  • Healthy Lunch/Snack ideas
  • What to do in a Dental Emergency?
  • Ortho care while at school
  • Dental Health (importance of, regular check-ups, sealants, mouthguards, fluoride & braces)

Office Blog – Share short articles/videos on your office blog/website using the above topics.

Pinterest – On your office Pinterest page, create a school related board(s). See my Pinterest boards for ideas.

Book Fairs Many schools will be hosting book fairs this school year.  And if your local school(s) are anything like mine, these book fairs draw a very large crowd.

Create fun, interesting Bookmarks for your local schools that include your office contact information. Deliver these bookmarks as a gift to the local schools to use during their book fairs. Easy! Right?

Here’s another one, tooth bags. Make up some little bags with a “lost tooth” congratulations message from your office and space to write the child’s name. Deliver these bags to local elementary schools for them to keep on hand for when a student loses a tooth during the school day. Both of my kids have come home with a tooth wrapped in a napkin or in a plain ziplock bag. Why not take advantage of this opportunity to advertise your office?

 For additional ideas to use with local schools see February’s Children’s Dental Health Month and October/November’s Candy Buy Back. Also, my Marketing Ideas for August has some nice ideas for you to use with students & teachers.

I have witnessed first hand just how effective marketing to local schools can be. The opportunity to bring in many new patient families to your practice is huge. If you are interested in hiring me to help your office create a custom marketing campaign, please contact me today at bhaydenconsulting@gmail.com for a complimentary consultation.

Please feel free to share with me your ideas for marketing to local schools or if you have any dental marketing questions that I can help you answer, please comment below.

If you are not yet receiving my free dental marketing ideas every month to your email in box, please subscribe today. 

We’re on FacebookTwitterInstagramLinkedIn and Pinterest stop by and say hello. Thank you 😀

Yours for Greater Success,

~Betty


 

Dental Marketing Ideas for August

Hello Friends,

The Back to School season, while dreaded by many children, and some parents and teachers too, it is a great time for your dental office to exceed patient expectations and educate the community on the importance of good dental health for their children as well as for teachers.

Here are some Dental Marketing Ideas for the month of August and the Back to School season…

dental marketing ideas for august betty hayden consulting

Theme:  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.)
  • Social Media & Blog Posts with Dental Health Tips for Children.
  • Have special offers just for Teachers and Students during the month.
  • 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 hiring me to help your office create a custom “Back to School” campaign that includes ideas for special offers, give-aways/drawings, community involvement, cross marketing with local businesses and hygiene recare/incomplete treatment scripting, please contact me today at bhaydenconsulting@gmail.com for a complimentary consultation.

Here are 5 More Ways to Help your Team and Patients Smile in August!

August 1 -7 – Simplify Your Life Week ~ Continuing Care Opportunity: Simplify your life by crossing off “Schedule my all-important dental visit” from your To-Do-List by calling us today at…

August 6th – National Fresh Breath (Halitosis) Day ~ Excellent Blog and Social Media Educational Post Opportunity! As well as service/treatment opportunity in the office.

August 10thS’mores Day ~ Patient Appreciation Gift  “We Need S’MORE Patients Like You. Thank you for your referrals!” label that includes your office information, attached to a mini s’mores kit. See my Pinterest board for ideas. 

August 20th – International Tongue Twister Day ~ Share some tongue twister riddles on your social media pages.

August 27th – Just Because Day ~ Do something special for your boss or team members…just because. 😉

 If you liked this article, please let me know by giving it a “like”. Also, feel free to comment below with any other marketing ideas for the month of August that you’d like to share.

Be sure to take a second and subscribe to receive in your email inbox each month, my FREE dental marketing and practice management ideas.

Wishing you all a Very Successful and Happy August!

Yours for Greater Success,

~Betty

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

Dental Marketing and Practice Management Ideas for July 2016

Dental Marketing and Practice Management Ideas for July 2016

Hello Friends,

Take time now to make plans to start your third quarter off strong. Discuss with your team the plans to reach your production, collection, new patient and marketing goals. Encourage them to share any thoughts or ideas on how you can work to make the third quarter your best yet. Here’s a fun idea…July is National Grilling Month – Why not have a BBQ themed lunch with the team to discuss your marketing plans? Remember to include plans on how to fill and keep the schedule full for August and September as they are typically slower months for some offices.

Doctors, if you don’t already know, I strongly urge you to be aware of your office numbers. Know what’s going on with your patient and insurance aging reports, your daily patient collections, your new patient #’s, referral sources, hygiene continuing care reports, incomplete treatment reports and what internal & external marketing is working and what needs to be eliminated. Don’t leave these things to chance or assume they’re healthy numbers or maybe even beyond repair.

Would you like a few ideas to boost production, collection and new patient numbers? I’ll share with you a couple of ideas to do just that as well as exceed your current patients’ expectations.

dental-marketing-ideas-for-july

July is National Ice Cream Month! Your product/service feature is Desensitizing agents to treat tooth sensitivity. Your give-away treat is free ice cream.

Yes, I’ve shared this one in the past but I’m sharing it again because it is so easy and effective not to mention, delicious.

Why is it so effective? Research finds that 1 in 8 Americans suffer from sensitive teeth. It’s safe to say that many of your patients may be suffering from tooth sensitivity or they know someone who does.

How is it easy? It’s a marketing plan that requires little time, no extra cost and will boost production and exceed your patients (and potential patients) expectations!

How will offering free ice cream not incur any extra cost to you? You simply visit your local ice cream shop and ask them to donate some free ice cream cone certificates. In return, you’ll be advertising for them on your social media site and in the office. Your patients, when they come in for a visit can enter a drawing to win a free ice cream courtesy of “local ice cream shop”. Depending how many free ice cream cone certificates you get donated you can draw one or two names each week for a free ice cream cone.

Now you may not have many of your patients speaking up to say they’re suffering from tooth sensitivity when they eat cold treats or drink cold beverages.

This is what you do, during the month of July have your team members wear buttons that say: Eating Ice Cream Shouldn’t Hurt

Your patients are sure to ask questions about the buttons. What an easy way to open up a discussion about tooth sensitivity.

If you would like further ideas on how to implement the Ice Cream/Tooth Sensitivity campaign such as how to handle patients that are concerned about insurance coverage and fees for desensitizing agents and ways to advertise this campaign or perhaps would prefer a different marketing campaign for the month, please contact me today at bhaydenconsulting@gmail.com.

Here are 3 more ways to help your patients & team smile in July!

July 6,World Kiss Day ~ Blog & Social Media Opportunity (bad breath & kissing, periodontal disease & kissing…eeeww!)

July 7, Chocolate Day ~ I’m sure your team would welcome a surprise chocolately treat.

July 17th – 23rd Everybody Deserves A Massage Week: 

Team up with a local massage therapist for a little cross marketing – have him/her donate a free massage that your patients can enter a drawing to win.

Hope you enjoy these ideas and have a wonderful start to your third quarter!

If you have any other thoughts or ideas please feel free to comment below. Should you need any help with your July marketing campaign, please email Betty: 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. This way, you won’t miss a single idea! PLEASE, feel free to share my blog with your colleagues. 

Yours for Greater Success,

~Betty

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