Our Major Pivot

The Delivering WOW Dental Podcast

Hi, guys. Wow, it has been a long time for one of the podcast in my car. And I'm super excited to be coming back on we have had so many changes over the last eight weeks in, in the world in dentistry in my practice and delivering Wow. And, boy, it's finally where I am coming up for breath. Prior to COVID-19. Of course we had our Delivering WOW Summit. And it's so interesting because the summit as the summit ended, which was on the Saturday, it was actually the Friday before that things started to shut down and we really all became aware of what was really happening. We had no idea where we would be today, but really interesting. The summer

It ended on Saturday a little bit early. And on Sunday morning, headed back home. And then Monday, I'm actually closeed my practice. And so it's been a really interesting few weeks. So I just wanted to catch you guys up on what has been happening and what we are currently doing, to make recommendations of how you can can reopen your practice and things that you should be focusing on. So, for the last eight weeks, we have been honestly working our butts off helping practices helping owners helping teams, many of you guys know of course that I'm the founder of the Platinum mastermind, we went into overdrive, realizing that doctors are going to need so much not only just supportive, what to do to work on their businesses, but just mental support, to be able to get them through this time.

And you know what we're working on was distractions honestly just working on your business.

We went into teaching virtual meetings, how to use zoom. We went into making sure that you knew how to effectively work on your business things you could work on just sharing a few things that we helped practices with.

was really looking at creating, for example, KPI calendar. So what are the things that you do daily, weekly and monthly?

That

that will allow you to have that checklist. So if you are hiring a new team member, or you are having a team member, that's out everybody has that checklist of what's done for each individual team member, we actually went a deep, deeper and a bit further for our practices that we had done these calendars with. We started talking to them about the power of documentation.

Documentation of exactly what you do. And so looking at, you know, for example, the 10 things that a scheduling coordinator does in a day writing down where the whatare the steps of each individual action item that you're doing. And if you have the ability to create recordings to talk through exactly what you do, or to even screen share how you are, how you're doing your different steps of your procedures really, really powerful. We went into showing you know how to save these videos, save these documents in folders within Google Drive and then organizing it within columns and different categories within Asana. So we started geeking out on some pretty, pretty amazing stuff. So that now practices have virtual SOPs or standard operating procedures.

We obviously had our virtual summit which allowed us to

restream our summit videos, which is really awesome our speakers really brought it this year and I think it's because they realize you know what they were there for a purpose and they were going to give and pour out all of themselves into the attendees who made a decision to

to fly in for the summit and so pretty, pretty dynamic event, we wind it up again, streaming that photo for three weeks on our delivering wall Facebook page is pretty, pretty awesome. We're able to get that

started pretty quickly. Of course, we had lots of videos and interviews with experts and hiring Virtual Console. I started teaching you know, marketing systems and then we we ended up having

over 900 practices join us in our Platinum mastermind gold program, which is I totally did not expect that but

What it really showed me is that doctors really understood the power of training and working on their businesses and they stood up and said yes, I need help me coaching. And so we opened up our platform we made major pivots and shifts. So in the past we have had our monthly marketing campaign service that provided

images and the copy or the words for Facebook ads, articles, etc. Monthly campaigns that included flyer suppose in the office and the newsletter words to send out to patients and all that stuff. You know, we have that service. We incorporated that into gold. We started having weekly challenges with that, that free access that we gave to those practices in gold. It was really cool again seeing them do their KPI calendars.

Seeing them create

a ton of engagement and grow their Facebook audiences, we actually worked on setting up Facebook audiences. And so many of them had so many people reaching out even during these times asking for appointments. So pretty awesome stuff. So where are we now we are essentially two months.

Two months in and practices are opening back up. And so what's going to be really important now is looking at how you schedule and block scheduling and how can you maximize your revenue and in the year really, really well. And I can tell you, I've been on vacation before for a month, come back and we still had our best year ever. And so I'm going to encourage all of you to be really strategic about cash flow, looking at historicals in terms of what were your production numbers, breaking it out down into services, you know, what was the revenue per service was

Is what was the collections historically? What were your expenses historically and really looking at planning? And saying, Okay, well, how fast can we not only get to where we were before, but how fast can we surpass the revenue that we had, because we do have a huge opportunity, we have a clean slate, in terms of a schedule. And so making decisions to look at our time and be very strategic about where replace patience is going to be huge to be able to determine the revenue that we have and how we end the year. And so what I'm recommending is that you look at time blocks, and the only thing that gets placed into those time blocks are specific services. So and the services are based on on revenue, right? So if you have a time block for an hour, and you're able to do four fillings in an hour, then that's what you're doing.

going to want to do so making time blocks where you're either doing a crown, or you're doing four fillings or you're doing a root canal, anything that allows you to be able to predict your revenue for that hour, it's going to be significant. Also, looking at hygiene, once you're able to start bringing in your hygiene patients, and looking at scheduling those, those perio patients, it's going to be really, really

important because those patients are the ones who need the most help, right? They have active infection, many of them and disease and so we want to make sure we prioritize those, those patients and then again, being strategic about placing them on our schedule in those blocks will ensure that we're able to be

be able to predict

our revenue. So really, really powerful stuff.

One thing that we have to look at as well

With the additional cost of PPV, and the shortage of appointments, the importance of really looking at getting patients in from multiple procedures per visit and letting them know, you know, we have many patients we're wanting to schedule, you know, when you're calling them and, you know, maybe they have three crowns that are unscheduled or they have seven fillings or, you know, five fillings and saying, we want to make sure that we give you priority, because this work, we know is really important that we get you scheduled for so we're giving you that call to give you priority to get you scheduled. But this is the thing, like once we schedule you, it might be a while before we can get you for your next visit. And and so what we're recommending that you do is do come in and do all of your treatment that you can in one visit, you know if you've got to look at financial arrangements, then look at that, but really it's going to be very powerful.

And the thing is that many people are working from home and they have flexible schedules. And so in the past, they might not have been able to do these longer appointments, but now they have the ability to do so. Which is, which is going to be very helpful for them. And then also in terms of your actual expenses in your, in your practice, if you're able to do three patients in a day instead of eight patients, and that's going to decrease the risk because you have fewer people in and out of your practice. You also have, you know, less time so you have to be breaking down cleaning down the rooms, less PP because you are with one patient for the day instead of six or seven. And so it's going to make more financial sense and even for the patient again, if they're having to come and do one filling, one filling, one filling the peep the PP for that, you know section of seven fillings is going to

be significantly higher than if they come in one visit. So definitely recommending that you have those conversations with patients in terms of multiple procedures in one visit. Alright, so hopefully this was super helpful for you. I have really missed doing these podcasts in my car. But I think it's a really great way to kind of take you behind the scenes of, of what we're doing, what's working, how we're helping people, and giving you some really clear tips in and ideas of how you can grow your business. All right. Hopefully that's helpful and we will chat soon.