Knowing When to Delegate

Practice Management, Team Building and Clinical Coaching

word delegate surrounding by imagesKnowing when to delegate is critical to avoiding burnout. As part of her comprehensive dental coaching services, Jennifer Pearce will teach you when it is appropriate to delegate certain tasks within your practice. Letting go can be hard, but your business can never grow until you allow trusted staff members to take on new responsibilities.

Delegating Is Not Simply About “Letting Go”

When we think of ideal leadership values, micromanagement is usually not on the list. Great leaders know how and when to delegate. Building a dental practice from the ground up may leave you feeling anxious about leaving certain aspects of running your business in someone else’s hands. That is completely understandable. When you delegate in a strategic manner, though, you are helping members of your team grow.

If you have grown your business in a healthy manner, then you have brought on skilled team members who can help your business grow. By selectively allowing individuals from your team to oversee a growing number of tasks, you are communicating that you have faith in their abilities. That step alone builds loyalty, a key quality of any thriving dental clinic team.

Delegating tasks frees dentists and administrators to focus on other critical areas, such as hiring and business growth.

Tips for Effectively Delegating

  • Explain the task fully: The first step to successfully delegating is to explain every step involved in performing the task. This goes beyond the mundane how-to details. Describe why the task is important and why you have chosen the employee for the role. This is a great opportunity to boost the staffer’s moral. Let the staff member know how to handle potential emergencies and when reporting back to you is appropriate.
  • Evaluate progress: Delegating shouldn’t be thought of as blindly handing off the reigns of some important task. When you delegate, you are entrusting an employee with the opportunity to prove himself or herself at some appointed task. That staff member is now accountable for fulfilling that job. Every few weeks, take time to give feedback on their work based on his or her performance. Point out ways they can improve, for example.
  • Provide resources: Don’t halfway delegate or delegate with certain restrictions. If you allow an employee to oversee purchasing supplies, for example, then that employee needs to have the resources to fulfill that task. Fully enable your staff members to fulfill their delegated tasks, whether that means giving them online passwords, additional training, or access to previously secure information. Only when a nurse or dental hygienist has all the tools to fulfill a new task can he or she be accurately evaluated on his or her performance.
  • Be open-minded: Once you delegate a task, don’t be surprised if your employee has his or own way of doing it. For the most part, what matters here is that the task is fulfilled. There is usually more than one way to perform any given task. Giving responsibility for accomplishing a task while letting them sort out the best way to accomplish it is a great way to never be accused of micromanaging.

Seek Expert Consulting Help

If you are looking to explore new leadership styles, we can provide expert advice. Jennifer Pearce has more than 24 years of experience as a dental office administrator. She has also co-owned multiple dental practices. Her dental consulting services can help your dental practice become less stressful and more profitable.

You’re reading this blog, you care about your business. For expert help, call Prosperity Dental Solutions at 817-975-4576 or email jennifer@prosperitydentalsolutions.com.

Just Like Your Patients, Your Practice Needs Treatment

Practice Management, Team Building and Clinical Coaching

senior woman at dental reception desk after receiving treatmentWhen we chose the name “Prosperity Dental Solutions” it wasn’t because it was a catchy title. We truly believe in fostering the “prosperity” of a practice, because we have the firsthand experience that proves when your practice is successful, you can truly love your life. In order for a practice to be prosperous, it needs to be functioning in each individual area: from employee management and relations, patient satisfaction, and a high closing percentage of diagnosed treatments, to insurance claims filing and financial management. In order to help you tackle all these areas, our team offers two tiers of Practice Management Coaching. With these services, our Prosperity team learns the ins and outs of your practice and develops treatment plans for how to improve and refine your existing systems; think of these packages as tackling the “whole” rather than just the “parts”. For more details on this comprehensive coaching plan, continue reading!

In dental practice management, experience is key. Jennifer Pearce, Founder, Owner, and Lead Executive Prosperity Coach has been involved in the dental industry since 1995. Her time as both a practice owner and practice administrator has given her the experience and knowledge she uses each day to help people like you create a thriving business that gives them a life they love! To learn more about our services, or to schedule a phone call with Jennifer, contact us at (817) 975-4576.

Though Tier 2 offers additional services, both Tier 1 and Tier 2 truly come with “the works”, or the basics you’ll need to achieve a prosperous practice (the kind of practice that runs like a well-oiled machine!). Here are just the highlights of our basic services:

Practice/Team Onsite Observation & Assessment

First things first: we come into your practice to observe your daily runnings and take notes and talk to staff members about their systems and pain points. This is a crucial first step for us because we believe the only way to get ahead is to know exactly where you started out!

1-2 Days Per Month In-Office Support

After our initial onsite observation, our team will remain present, coming in at least 1 to 2 days per month to provide onsite training, implement new processes, or learn more from you and your staff. We enjoy maintaining “boots on the ground” during the entirety of your coaching period.

New Hire Assistance, Employment Agreement & Training

New hire training can be time-consuming, but is key to creating clear expectations for success. We can help train and transition a new hire into their role, helping to explain your specific processes and the systems unique to your practice. (We also assist in the interviewing and hiring process to ensure your new hire is a perfect fit!)

98% Closing Percentage of all Treatments Diagnosed

Ensuring your patients are opting for diagnosed treatments is at the heart of maintaining healthy patients and a healthy practice. We can train staff members and share valuable knowledge as dental management veterans that can increase your closing percentage to nearly 100%.

Prosperity Treatment Plan

Once we’ve analyzed your current systems and identified any roadblocks that need attention, we create a completely custom “treatment plan,” not unlike those your practice creates for its patients. We offer suggestions for improvements, map out realistic timelines and set goals with your input, with actionable steps to get you there.

Contact Us Today!

Just like oral health, the health of your practice is improved when you prioritize preventive care and treatment. Seek out help from Prosperity today to take your “good” practice to “great!”. We can offer expert knowledge and experience that will keep your practice running smoothly today and in the future! (But don’t take our word for it: read what some of our past clients have to say.)

Your Phone Line: So Much More than a Monthly Bill

Practice Management, Team Building and Clinical Coaching

Front office staff are the face of your practice. Whether it’s the FedEx delivery driver, a new patient walking through the door for their first appointment, or a loyal patient of 10+ years, your front office staff set the tone for each person’s experience with your practice. But for most people, the very first interaction with your office won’t be in-person, but on the phone. So, how does your practice sound to prospective patients?

Phone training is one of Prosperity Dental Solution’s critical training services. If your practice is not instructing all front office staff on proper phone etiquette and scripting you should be! Phone training should consist of more than simply how to handle the phone system; every staff member should understand how to clearly deliver valuable information in a courteous, professional way to give a great first impression to every person who calls. This will give your prospective patients confidence that they are making the right decision in a dental provider.

As a full-service dental practice management consultant, Jennifer Pearce can offer the complete services you need to help grow your practice and love your life! Receive one-on-one guidance from a proven leader in dental practice management through our Practice Management Coaching program, along with a la carte services such as Prosperous Annual Planning Team Workshop, Phone Training, New Hire Assistance, and more. Contact our team today to schedule a call with Jennifer!

Not Just a “Hello”

It’s important to view your practice’s phone system as a critical conversion channel that can have a tremendous effect on new patient acquisition and retention. By emphasizing in-depth phone training during new hire training, you’ll show your team members that answering the phone is an important customer service-centric role — not something squeezed in between more meaningful tasks.

Never Underestimate the Basics

Your phone line: so much more than a monthly bill!As part of our Phone Training coaching, we offer verbiage for both routine and challenging conversations, as well as give an effective case presentation to help instruct by example. However, it’s always a good idea to start with the very basics of phone etiquette. Not all new hires may have extensive experience answering the phone. Therefore, it’s important to ensure basic communication skills are second-nature to those key team members who will be speaking with prospective and returning patients, community members, insurance representatives, and other individuals on the phone. These include:

  • Using a warm, friendly tone when greeting the caller.
  • Never multi-tasking while speaking on the phone.
  • Noting the caller’s name and phone number at the first opportunity.
  • Always asking for permission to place a caller on hold before doing so.
  • Knowing the next available appointment when answering the phone.

As part of our Phone Training coaching, we role play with your key front office staff, via phone or Zoom Conferencing, to ensure that their phone delivery is giving a positive and professional impression of your office.

Making the Most of Your Phone

For practices who may not fully understand their phone metrics, investing in a phone system that offers added features such as daily call reports, call transcripts, or visual tracking information can help you gain a better understanding of how your patients communicate with your staff. All of these tools can help you increase the effectiveness of your phone channel and provide benchmarks for goal-setting and improvement.

Improve Your Practice’s Phone Performance with Prosperity Dental Solutions

As your practice’s first impression, improving your phone communication performance can mean increased revenues and greater patient satisfaction. But you don’t have to handle it alone; Prosperity can help you achieve it through our Phone Training a la carte service! When you’re ready, send us a message (or, give us a call!).

Take your first step towards achieving a prosperous dental practice.

Schedule a Consultation

Say Hello!

Practice Management, Implementation and Mentoring of Systems

 

Testimonials

Practice Management, Implementation and Mentoring of Systems

"I highly recommend Jennifer as a dental coach and as a person who understands what it takes to drive improvement. She has a wealth of experience and knowledge that makes her an invaluable tool in strengthening a practice. My practice has been successful, however, I knew that I wanted to take it to another level. Jennifer has a keen understanding of the ins and outs of running a practice, and what it takes to elevate all aspects of the practice. Whether it's a desire to improve treatment case acceptance, create more harmony and positive energy at the office, or implement the vision of the practice, Jennifer has the know how to make it happen. She says it as it is, and is down to earth and honest. I have already seen improvements across the board in my practice since we have been working together. I'm excited about the growth opportunity and confident that I have chosen a partner who understands the practice needs, and the intricacies needed to achieve the change I'm seeking. My team loves her and she has been a huge component in the success of my practice."

Read More Testimonials

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