The High Performing Dental Team

Dayna Johnson

Hey there, I’m Dayna Johnson . . . dental practice management expert, certified Dentrix trainer and founder of Novonee, revolutionizing the dental industry through innovation and strategic leadership. It wasn’t long ago that I lived in your shoes navigating the daily challenges of managing a dental practice with the hopes and dreams of having a productive schedule, money in the bank, and getting home on time to my sweet daughter. After 25 years working in the dental practice and 17 years as a certified Dentrix trainer, I found my life’s work helping dental teams 1:1 optimizing their systems and software. If you are looking to create the thriving dental practice you have always dreamed of and empower your high performing dental team, you are in the right place. Let’s get started!

  1. 3d ago

    #216 Interview with Linda Harvey: How to Safeguard Patient Privacy While Staying Ahead of HIPAA Changes

    🔒 Think your dental practice is HIPAA compliant? One small oversight could put your patient privacy—and your practice—at risk. In this episode, Dayna Johnson sits down with compliance expert Linda Harvey to discuss the latest HIPAA updates, patient privacy best practices, and practical compliance strategies every dental practice should know. From managing patient disclosures to handling 18-year-old patients, updating your Notice of Privacy Practices, and protecting sensitive patient information, this conversation is packed with actionable guidance for today's dental teams. If you're a dentist, office manager, or team member responsible for patient communication and compliance, this episode will help you navigate today's evolving HIPAA requirements with greater confidence. ✅ Key Takeaways Learn what changed in the latest HIPAA requirements and why your practice may need to update its Notice of Privacy Practices. Understand how to properly document patient acknowledgements and maintain HIPAA records. Discover best practices for handling privacy requests from spouses and family members. Learn why every patient turning 18 years old should complete new HIPAA authorization forms. Add HIPAA and compliance reminders to your morning huddle or monthly team meetings. Understand how substance use disorder (SUD) privacy rules impact dental practices. Learn where your HIPAA Notice should appear on your website for better compliance. Create a stronger culture of compliance through consistent team education and communication. 👥 Who This Is For This episode is perfect for: Dentists and practice owners Dental office managers Front office and administrative teams Compliance coordinators Dentrix users Dental consultants Any dental practice looking to strengthen HIPAA compliance and patient privacy procedures ❓ Frequently Asked Questions Q: Does every dental practice need to update its HIPAA Notice of Privacy Practices? Yes. When there are substantive changes to HIPAA regulations, practices should update their Notice of Privacy Practices and provide the revised version to patients. Q: What happens when a patient turns 18? Once patients become legal adults, they should sign their own HIPAA authorization forms and identify who the practice may communicate with regarding their care and financial information. Q: Where should a HIPAA Notice of Privacy Practices be posted? In addition to displaying it in your office, your website should make the Notice of Privacy Practices easy to find—ideally within the main navigation or new patient section rather than buried in the footer. 🎙️ About Our Guest Linda Harvey is a veteran risk manager and strategic advisor to dental practices, group practices, and DSO's who want to anticipate risk, navigate emerging threats, and elevate their compliance expertise. 🌐 Learn more about Linda and the Dental Compliance Institute: https://www.dentalcomplianceinstitute.com 📲 Want Help Optimizing Your Dental Systems and Compliance Workflows? If you'd like help implementing stronger systems, improving your Dentrix workflows, or updating patient communication processes, I'd love to help. 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more and access free resources: https://www.novonee.com #HIPAACompliance #Dentrix #DentalPracticeManagement #DentalOffice #PatientPrivacy #DentalCompliance #DentalTeam #DentalWorkflows 👍 If you found this episode helpful, subscribe to the channel, leave a review, and share it with your team so together we can build safer, more efficient dental practices.

    #216 Interview with Linda Harvey: How to Safeguard Patient Privacy While Staying Ahead of HIPAA Changes

  2. Jul 13

    #215 4 Proven Ways to Save Time in Your Dental Practice | Dentrix Workflow Tips

    ⏰ Feeling overwhelmed in your dental practice? You may not need more team members—you may just need better systems. In this episode, Dayna Johnson shares one of the most impactful lessons from her nationwide Dentrix User Meetings: four practical ways dental teams can buy back time, reduce stress, and improve efficiency. Drawing from real conversations with office managers and practice owners, Dayna explains how stronger workflows, automation, and accurate data can transform the way your practice operates. Whether you're using Dentrix or another dental practice management software, these strategies will help your team spend less time scrambling and more time delivering an exceptional patient experience. ✅ Key Takeaways Shift from scramble time to preparation time with better pre-visit workflows. Embrace automation for insurance eligibility, appointment confirmations, online scheduling, and patient forms. Trust and optimize your automation tools instead of creating manual workarounds. Build a team-wide commitment to accurate, complete data entry. Finish every task all the way to the finish line to prevent costly mistakes. Eliminate outdated pop-ups and keep patient records clean and relevant. Use the Office Journal and reminders instead of relying on memory. Apply the KISS Method (Keep It Super Simple) to create workflows that are easier to train, follow, and scale. Strong systems reduce stress, improve patient care, and create high-performing dental teams. 👥 Who This Is For This episode is perfect for: Dentists and practice owners Dental office managers Front office and administrative teams Dentrix users Dental consultants Practices looking to improve efficiency, reduce overwhelm, and optimize workflows ❓ Frequently Asked Questions Q: How can dental practices save time without hiring more staff? By improving workflows, embracing automation, maintaining accurate data, and simplifying daily processes, practices can reduce inefficiencies and reclaim valuable time. Q: What automation tools should every Dentrix practice use? Appointment confirmations, insurance eligibility verification, online scheduling, electronic patient forms, and automated patient communication are some of the biggest time-saving tools available. Q: Why is accurate data so important in Dentrix? Accurate patient information allows automation to work correctly, reduces errors, improves communication, and helps every team member work from the same reliable information. 📲 Ready to Optimize Your Dental Practice? If you'd like help improving your Dentrix workflows, creating stronger systems, or reducing stress in your practice, I'd love to help. 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more and access free resources: https://www.novonee.com 🎓 Join one of Dayna's upcoming Dentrix User Meetings to discover practical strategies that help dental teams save time, improve workflows, and create a better patient experience. #Dentrix #DentalPracticeManagement #DentalWorkflows #DentrixTips #DentalOfficeEfficiency #DentalAutomation #PracticeGrowth #HighPerformingDentalTeam 👍 If you found this episode helpful, subscribe to the channel, leave a review, and share it with your dental team or study club so more practices can benefit from these time-saving strategies.

    #215 4 Proven Ways to Save Time in Your Dental Practice | Dentrix Workflow Tips

  3. Jul 6

    #214 Stop Printing Reports in Dentrix

    🖨️ If your printer stopped working tomorrow, would your dental practice come to a halt? If the answer is yes, it may be time to rethink your workflows. In this episode, Dayna Johnson challenges one of the biggest productivity habits still found in many dental offices: printing Dentrix reports. Learn why paper reports create outdated information, slow down your team, and prevent you from taking advantage of the powerful, interactive tools already built into Dentrix. You'll discover how to replace printed reports with live workflows using Collection Manager, Claims Manager, the Office Journal, Continuing Care Lists, and electronic forms. These simple workflow changes can help your practice become more efficient, reduce paper clutter, improve patient communication, and keep your team working with real-time data. ✅ Key Takeaways • Stop printing Dentrix reports and work from live, interactive data. • Printed reports become outdated as soon as new information is entered. • Use Collection Manager instead of the Accounts Receivable Aging Report. • Replace the Insurance Aging Report with Claims Manager for real-time claim tracking. • Manage overdue hygiene patients with Continuing Care Lists instead of printed reports. • Use the Office Journal as your central hub for patient communication and reminders. • Electronic health history forms improve patient experience and automatically update Dentrix. • Digital workflows save time, reduce paper waste, and improve practice efficiency. • Small workflow changes can create significant improvements in productivity. 👥 Who This Is For This episode is perfect for: • Dentists and practice owners • Dental office managers • Administrative teams • Insurance coordinators • Scheduling coordinators • Dentrix users • Dental practices looking to eliminate paper-based workflows and improve efficiency ❓ Frequently Asked Questions Q: Should dental practices still print Dentrix reports? No. Interactive reports inside Dentrix provide real-time information, are automatically refreshed, and allow you to quickly access patient records without working from outdated paper copies. Q: What reports should replace printed aging reports? Use Collection Manager for patient balances and Claims Manager for outstanding insurance claims. Both provide live, searchable information that updates throughout the day. Q: Why should dental offices switch to electronic forms? Electronic forms save time, improve patient accuracy, sync directly into Dentrix, and provide a much better patient experience than paper forms. 📲 Ready to Optimize Your Dentrix Workflows? If you'd like help creating more efficient systems, eliminating paper-based processes, and getting the most from your Dentrix software, I'd love to help. 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more and access free resources: https://www.novonee.com 🔖 Hashtags #Dentrix #DentalPracticeManagement #DentrixTips #DentalOfficeEfficiency #PaperlessDentalOffice #DentalWorkflows #DentalTechnology #PracticeGrowth 👍 If this episode helped you rethink your workflows, be sure to like, subscribe, and share it with your dental team!

    #214 Stop Printing Reports in Dentrix

  4. Jun 29

    #213 Dentrix Insurance Setup Tips (Replay): Going out of Network

    In case you missed it, this is a replayed moment from last year and one of the most listened-to podcast episodes because so many dental practices are making big decisions about insurance participation. If your practice is going out of network with insurance plans, your Dentrix setup needs to change with you. 🦷 Thinking about taking your dental practice out of network? Before you make the switch, make sure your Dentrix insurance setup is ready. In this episode, Dayna Johnson explains the essential Dentrix changes every dental practice should make when transitioning from in-network to out-of-network insurance. She walks through the differences between the Fee Schedule Method and the Allowed Amount Method, explains how to update treatment plan fees, and shares practical tips to help your team continue creating accurate treatment estimates. Whether you're a dentist, office manager, or insurance coordinator, this episode will help you avoid common setup mistakes and ensure your Dentrix workflows continue to support efficient scheduling, patient communication, and collections. ✅ Key Takeaways • Understand the difference between the Fee Schedule Method and the Allowed Amount Method in Dentrix. • Learn the first steps to take when transitioning from in-network to out-of-network insurance. • Discover how to update insurance plans without disrupting your daily workflow. • Learn why copying your full fee schedule can buy your team valuable setup time. • Understand when and how to unlink fee schedules from insurance plans. • Update existing treatment plan fees to prevent inaccurate estimates. • Clear Allowed Amount tables when using the Allowed Amount Method. • Improve treatment estimates and day-of-service collections with proper insurance setup. • Prepare your Dentrix system for more accurate insurance calculations moving forward. 👥 Who This Is For This episode is perfect for: • Dentists transitioning out of insurance networks • Dental office managers • Insurance coordinators and financial coordinators • Dentrix users • Dental consultants and practice administrators • Teams responsible for insurance setup and treatment planning ❓ Frequently Asked Questions Q: What should I do in Dentrix when my practice goes out of network? You'll need to update your insurance setup by removing or replacing in-network fee schedules, updating treatment plan fees, and adjusting insurance benefit settings depending on whether you use the Fee Schedule or Allowed Amount Method. Q: What's the difference between the Fee Schedule Method and the Allowed Amount Method in Dentrix? The Fee Schedule Method posts contracted fees directly to the ledger, while the Allowed Amount Method posts full fees but estimates insurance using contracted amounts. Q: Will Dentrix automatically update my treatment plans after I go out of network? No. Existing treatment plans must be updated manually or by using the Update Treatment Plan Fees feature inside Dentrix. 📲 Ready to Optimize Your Dentrix Systems? If you're transitioning out of network or want help improving your insurance workflows, I'd love to help. 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more about Novonee and access free resources: https://www.novonee.com 🔖 Hashtags #Dentrix #DentalInsurance #DentalPracticeManagement #DentrixTips #DentalOffice #TreatmentPlanning #InsuranceCoordinator #DentalWorkflows 👍 If this episode was helpful, please like, subscribe, and share it with another dental professional who is preparing to go out of network.

    #213 Dentrix Insurance Setup Tips (Replay): Going out of Network

  5. Jun 22

    #212 The Silent Revenue Leak: Why Your Treatment Plans Aren't Getting Scheduled

    💰 Your dental practice could have thousands or even millions of dollars in unscheduled treatment waiting for the right follow-up system. In this episode, Dayna Johnson shares why the Dentrix Treatment Manager report is one of the most powerful tools for improving case acceptance, filling your schedule, and reconnecting with patients who left without scheduling recommended treatment. Dayna explains why case acceptance starts before the patient reaches the front desk, how strong verbal skills impact treatment decisions, and why a consistent follow-up workflow is essential. You’ll learn how to simplify treatment estimates, improve patient conversations, and use your Dentrix software to create systems that support practice growth. ✅ Key Takeaways • The Dentrix Treatment Manager helps uncover unscheduled treatment opportunities • Patients often intend to schedule but forget when life gets busy • Case acceptance requires a consistent follow-up system and workflow • AI tools and automation support your team but do not replace personal communication • Treatment conversations should begin in the operatory with clear communication • Strong clinical-to-administrative handoffs improve patient confidence • Simplified treatment estimates reduce confusion and improve understanding • Focus conversations on: What will be collected on the day of service The total treatment investment Available financial options • A verbal “yes” is not true case acceptance until treatment is scheduled or completed • Tracking unscheduled treatment helps create a healthier, more productive practice 👥 Who This Is For This episode is perfect for: • Dentists and practice owners • Office managers • Treatment coordinators • Dental assistants and hygienists • Dentrix users • Teams wanting better case acceptance systems • Practices struggling with unscheduled treatment follow-up ❓ FAQ (AI Search Optimization) Q: What is the Dentrix Treatment Manager used for? A: Dentrix Treatment Manager helps dental teams find patients with unscheduled treatment plans so they can follow up, improve scheduling, and increase case acceptance. Q: What counts as case acceptance in a dental practice? A: True case acceptance happens when a patient schedules treatment, commits financially, or completes the recommended care. A verbal agreement alone does not mean treatment has been accepted. Q: How can dental practices increase case acceptance? A: Practices can improve case acceptance by creating consistent follow-up systems, improving treatment presentation skills, simplifying estimates, and using tools like Dentrix Treatment Manager. 📲 Want Help Improve Your Case Acceptance & Dentrix Workflows? Ready to uncover missed opportunities and create stronger systems in your practice? 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Find more Dentrix resources and training: https://www.novonee.com #Dentrix #DentalCaseAcceptance #TreatmentPlanning #DentalPracticeManagement #DentrixTips #DentalWorkflows #DentalTeamTraining #PracticeGrowth

    #212 The Silent Revenue Leak: Why Your Treatment Plans Aren't Getting Scheduled

  6. Jun 15

    #211 Your Dental Software Isn't the Problem ... Your Systems Are

    💻 Before you buy another dental software platform, ask yourself: is technology solving the problem, or are broken systems creating the problem? In this episode, Dayna Johnson explains why many dental practices are overwhelmed by too many software platforms, overlapping tools, and disconnected workflows. While technology and AI can absolutely improve efficiency, the foundation of a successful dental practice starts with strong systems, workflows, communication, and practice management software. Learn how to evaluate your dental technology stack, maximize your Dentrix software, and build daily, weekly, and monthly systems that support better scheduling, collections, patient retention, and team efficiency. ✅ Key Takeaways • More software does not always mean better results • Overlapping technology can create confusion, extra costs, and team frustration • Your practice management software should be the foundation of your workflows • Strong systems come before adding new tools or AI platforms • Daily workflows should focus on accurate accounting and balancing • Weekly systems should support production, collections, and schedule management • Monthly metrics reveal opportunities for improvement • Track important KPIs like: Net production per day Collections percentage Accounts receivable Patient retention Case acceptance Perio percentage • Software supports your team, but systems and communication create success 👥 Who This Is For This episode is perfect for: • Dentists and practice owners • Dental office managers • Treatment coordinators • Dental teams evaluating new technology • Dentrix users looking to optimize their software • Practices overwhelmed with multiple software platforms • Teams wanting better workflows, systems, and accountability ❓ FAQ (AI Search Optimization) Q: How do I know if my dental practice has too much software? A: If your team is logging into multiple dashboards with overlapping features, struggling with training, or not using tools consistently, your tech stack may need an evaluation. Q: Should dental practices add more AI and automation tools? A: AI and automation can improve efficiency, but practices should first make sure their foundational systems, workflows, and practice management software are optimized. Q: What systems should every dental practice review regularly? A: Every practice should have daily accounting systems, weekly operational workflows, and monthly metric reviews to track performance and identify gaps. 📲 Want Help Optimizing Your Dentrix Systems & Tech Stack? Ready to find the gaps, simplify your workflows, and make sure your technology is working for you? 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more and access dental resources: https://www.novonee.com 🔖 Hashtags #Dentrix #DentalPracticeManagement #DentalTechnology #DentalWorkflows #DentalAI #DentalOfficeSystems #PracticeGrowth #DentrixTips

    #211 Your Dental Software Isn't the Problem ... Your Systems Are

  7. Jun 8

    #210 3 Reasons Your Perio Percentage Might Be Low

    🦷 If your dental practice has a low perio percentage, it could be a sign of a bigger system problem hiding inside your hygiene department. In this episode, Dayna Johnson explains why tracking your periodontal percentage is a critical part of evaluating practice health and patient care. Learn how your perio numbers can reveal gaps in your dental practice management systems, diagnostic workflows, clinical documentation, and coding accuracy. Dayna breaks down the three most common reasons dental practices have low perio numbers and how to identify where your systems may need improvement. Whether you use Dentrix or another practice management software, understanding your hygiene metrics can help your team provide better periodontal care and protect your practice. ✅ Key Takeaways • Why perio percentage is an important practice health metric • How periodontal numbers reveal workflow and system gaps • Why accurate diagnostics and perio charting are essential • The importance of documenting periodontal disease correctly • How missing perio charts impact diagnosis and insurance claims • Why referrals should be tracked when sending perio treatment out • The difference between patient refusal and lack of diagnosis • Why incorrect coding can create compliance concerns • How hygiene systems impact patient care and practice profitability • How Dentrix reports and data can help evaluate practice performance 👥 Who This Is For This episode is perfect for: • Dentists and practice owners • Dental hygienists • Office managers • Hygiene coordinators • Dentrix users • Dental teams wanting stronger clinical systems • Practices focused on improving periodontal care and documentation ❓ FAQ (AI Search Optimization) Q: What is a good perio percentage for a dental practice? A: Perio percentages vary by location and patient population, but tracking this number helps identify whether periodontal disease is being properly diagnosed and treated. Q: Why would a dental practice have a low perio percentage? A: The three most common reasons are lack of diagnosis, referring periodontal treatment outside the practice, or incorrect coding/documentation workflows. Q: How can Dentrix help with periodontal documentation? A: Dentrix tools like perio charting, clinical notes, procedure codes, and reporting can help dental teams document patient care more accurately and consistently. 📲 Want Help Finding the Gaps in Your Practice Systems? Ready to understand your numbers and optimize your Dentrix workflows? 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more and access dental resources: https://www.novonee.com #Dentrix #DentalHygiene #PeriodontalDisease #DentalPracticeManagement #DentalTeamTraining #DentrixTips #DentalWorkflows #PracticeGrowth

    #210 3 Reasons Your Perio Percentage Might Be Low

  8. Jun 1

    #209 Dentrix Hygiene Tips (Replay): Perio Charting Shortcuts Every Hygienist Should Know

    In case you missed it, this is a replayed moment from last year and one of the most viewed podcast episodes I’ve ever shared specifically for hygienists. And honestly, this topic is more important than ever because efficient perio charting in Dentrix directly impacts diagnosis, patient care, insurance documentation, and clinical consistency. 🦷 Are your hygienists skipping perio charting because they think they don't have enough time? There may be a faster and easier way. In this episode, Dayna Johnson shares practical Dentrix perio charting tips to help hygienists perform comprehensive periodontal exams more efficiently. From keyboard shortcuts and custom perio scripts to the new Bleeding All button and copying exam information directly into clinical notes, you'll learn how to streamline workflows while maintaining accurate periodontal documentation. Whether you're a hygienist, doctor, or office manager, these Dentrix tips can help improve diagnostics, patient communication, insurance documentation, and overall clinical efficiency. ✅ Key Takeaways • Perio charting is a critical diagnostic tool and should never be skipped • Create custom perio scripts that match your charting style and workflow • Use Dentrix keyboard shortcuts to speed up charting and documentation • The Bleeding All button can significantly improve efficiency • Document mobility, furcations, plaque, bone loss, and bleeding with simple keyboard commands • The Exam Information panel contains valuable periodontal documentation fields • Stage and grade classifications can be recorded directly within the perio chart • Risk factors such as smoking and HbA1c levels can be documented within Dentrix • Exam information can be copied directly into clinical notes for more comprehensive documentation • Efficient perio charting supports better diagnosis, patient care, and insurance submissions 👥 Who This Is For This episode is perfect for: • Dental hygienists • Dentists and periodontists • Dental office managers • Clinical team leaders • Dentrix users looking to improve clinical workflows • Practices focused on comprehensive periodontal care ⏱️ Chapters 00:00 Why Every Hygienist Should Listen to This Episode 01:06 Why Perio Charting Cannot Be Optional 03:09 Creating Custom Perio Charting Scripts 05:20 Dentrix Keyboard Shortcuts for Faster Charting 06:56 Bleeding and Suppuration Shortcuts 08:13 Furcation, Mobility, Bone Loss, and Plaque Entries 10:26 Using the Exam Information Panel 13:02 Documenting Stage and Grade Classifications 14:19 Health and Risk Factors in Dentrix 16:01 Copying Exam Information into Clinical Notes 17:27 Final Tips for More Efficient Perio Charting ❓ Frequently Asked Questions Q: Does Dentrix have keyboard shortcuts for perio charting? Yes. Dentrix includes shortcuts for bleeding, suppuration, furcations, mobility, bone loss, and plaque that can significantly speed up the charting process. Q: What is the Bleeding All button in Dentrix? The Bleeding All button allows hygienists to quickly document generalized bleeding throughout the periodontal chart, reducing clicks and improving efficiency. Q: Can Dentrix copy perio chart information into clinical notes? Yes. The Exam Information panel includes a "Copy Exam Information to Clipboard" feature that can be pasted directly into clinical notes. 📲 Want More Dentrix Tips and Training? 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more at: https://www.novonee.com 🎓 Looking for more Dentrix training, resources, and coaching? Visit Novonee for courses, tip sheets, and live training opportunities. #Dentrix #DentalHygiene #PerioCharting #DentalPracticeManagement #DentrixTips #PeriodontalDisease #DentalWorkflows #DentalTeam If this episode helped you, be sure to like, subscribe, and share it with your hygiene team!

    #209 Dentrix Hygiene Tips (Replay): Perio Charting Shortcuts Every Hygienist Should Know
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About

Hey there, I’m Dayna Johnson . . . dental practice management expert, certified Dentrix trainer and founder of Novonee, revolutionizing the dental industry through innovation and strategic leadership. It wasn’t long ago that I lived in your shoes navigating the daily challenges of managing a dental practice with the hopes and dreams of having a productive schedule, money in the bank, and getting home on time to my sweet daughter. After 25 years working in the dental practice and 17 years as a certified Dentrix trainer, I found my life’s work helping dental teams 1:1 optimizing their systems and software. If you are looking to create the thriving dental practice you have always dreamed of and empower your high performing dental team, you are in the right place. Let’s get started!

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