Hey Docs!

Jill Allen
  • 4.8 (40)
  • Management
  • Updated Biweekly

Welcome to the Hey Docs! Podcast – your all-in-one resource for achieving orthodontic excellence at every stage of your practice journey. Hosted by Jill Allen of Jill Allen & Associates, each episode offers practical tips, expert interviews, and inspiring stories that empower you to build, grow, and refine your practice—whether you’re just starting out, expanding your reach, or fine-tuning a well-established operation. Join us as we sit down with forward-thinking entrepreneurs and industry experts who share their insights, experiences, and actionable strategies for driving success in your practice. Tune in weekly. Episodes drop every Thursday!

  1. 2d ago

    Understanding Fee for Service with The Wyrick Outlook

    "Short-term turbulence for long-term gain.”   Connect With Our Sponsors Solventum - https://go.solventum.com/clarity GreyFinch - https://greyfinch.com/jillallen/ A-Dec - https://www.a-dec.com/orthodontics SmileSuite - https://getsmilesuite.com/ Summary   In this episode of the Hey Docs! Podcast, Jill Allen welcomes back Megan and B, sisters and founders of The Wyrick Outlook, to discuss what “fee for service” really means for orthodontic practices and how to evaluate leaving insurance networks. They address misconceptions that doctors must be in-network to collect benefits, and explain how going out-of-network can restore control over fees and treatment while avoiding outdated contracted rates. The conversation focuses on using data to assess write-offs and true referral sources, understanding local market dynamics, and ensuring the consult and financial presentation processes are “rock solid” before making a change. Megan and B outline key transition pillars—confidence in referrals, proactive communication with insurers, patients, and team, financial planning (including cash reserves and phased dropping), and emotional readiness—plus strategies for handling insurer “scare” letters and rerouted payments. Connect With Our Guest The Wyrick Outlook - https://thewyrickoutlook.com/ Takeaways Understanding fee-for-service vs. in-network is crucial.Many practices are moving away from in-network contracts.Insurance write-offs can be viewed as marketing expenses.Doctors need to evaluate their financials carefully before making changes.Practices should analyze their referral sources before changing insurance status.Rising costs are pushing practices to reconsider their insurance relationships.Strategic planning is necessary for a smooth transition. Proactive communication can alleviate patient fears about insurance changes and foster trust and loyalty.Short-term challenges can lead to long-term benefits.Maintaining cash reserves is vital during insurance transitions.Clear communication about payment processes is necessary to avoid confusion. Chapters 00:00 Introduction 04:06 What Fee for Service Means 08:58 Why Practices Leave Network 13:05 Evaluating the Numbers 17:12 Transition Game Plan 22:03 Train Team Insurance Talk  25:19 Strategic Exit Planning 30:18 Presenting Benefits Positively 32:26 Common Mistakes and Takeaways 34:27 How to Connect with The Wyrick Outlook  Episode Credits:   Hosted by Jill Allen Produced by Jordann Killion Audio Engineering by Garrett Lucero Are you ready to start a practice of your own? Do you need a fresh set of eyes or some advice in your existing practice? Reach out to me- www.practiceresults.com.     If you like what we are doing here on Hey Docs! and want to hear more of this awesome content, give us a 5-star Rating on your preferred listening platform and subscribe to our show so you never miss an episode.      New episodes drop every Thursday!

    Understanding Fee for Service with The Wyrick Outlook

  2. Oct 8

    Leadership and Accountability in Your Practice with Cary Smith, Done Desk

    "You need to build your disciplines now."   Connect With Our Sponsors Solventum - https://go.solventum.com/clarity GreyFinch - https://greyfinch.com/jillallen/ A-Dec - https://www.a-dec.com/orthodontics SmileSuite - https://getsmilesuite.com/ Summary   On this episode of the Hey Docs! Podcast, Jill Allen welcomes back Cary Smith, CEO and co-founder of Done Desk, to discuss building a leadership edge in orthodontic practices through early systems, training, and clear expectations. Cary explains Done Desk’s software helps organize scattered compliance and risk-management work so owners can see what’s actionable and go home without carrying operations mentally. They emphasize that growth reveals existing problems, and that owners become bottlenecks when teams aren’t trained or equipped with documented SOPs, source-of-truth processes, and visible accountability. Cary advocates replacing 90-day probation with 90-day development plans, creating strategies to mitigate employee turnover and loss of institutional knowledge, and getting help to implement systems. They also discuss hiring “right” by calibrating roles around values, attitudes, and behaviors—not just skills and experience—and building human-centric systems for employees and patients. Connect With Our Guest Done Desk - https://www.donedesk.com/ Takeaways Done Desk helps practice owners manage risk effectively.Many practice owners feel overwhelmed by management tasks.Training staff is crucial to avoid bottlenecks in operations.Identifying tasks you dislike can help delegate effectively.Establishing clear expectations is key to accountability.Standard Operating Procedures (SOPs) are essential for consistency.Documentation helps in training new employees efficiently.Leadership should focus on developing team members.Creating a culture of accountability improves practice performance.Preparing for team changes ensures business continuity. Employee turnover can have a massive emotional impact.Having a replacement strategy mitigates the loss of key team members.It's essential to build disciplines early in a practice.Understanding and defining core values is crucial for hiring.Hiring for values and behaviors is more important than skills alone. Chapters   00:00 Introduction 06:04 Owner Bottleneck Problem 09:54 Leadership Edge Basics 11:26 Discipline and Accountability 16:19 SOPs and Training Systems 21:13 When Will I Do This 23:40 Turnover and Replacement Plans 27:41 Turnover Risk Strategy 29:28 Practice As Business School 31:37 Hiring The Right Fit 37:07 Define Practice Core Values 38:58 Accountability And Systems 40:14 Get Help To Implement 43:08 Done Desk Contact Info  Episode Credits:   Hosted by Jill Allen Produced by Jordann Killion Audio Engineering by Garrett Lucero Are you ready to start a practice of your own? Do you need a fresh set of eyes or some advice in your existing practice? Reach out to me- www.practiceresults.com.     If you like what we are doing here on Hey Docs! and want to hear more of this awesome content, give us a 5-star Rating on your preferred listening platform and subscribe to our show so you never miss an episode.      New episodes drop every Thursday!

    Leadership and Accountability in Your Practice with Cary Smith, Done Desk

  3. Oct 1

    Empowering Orthodontists in Real Estate with Brian Mills, ROAM Commercial Realty

    "Location is not everything."   Connect With Our Sponsors Solventum - https://go.solventum.com/clarity GreyFinch - https://greyfinch.com/jillallen/ A-Dec - https://www.a-dec.com/orthodontics SmileSuite - https://getsmilesuite.com/ Summary   In this episode of the Hey Docs! Podcast, Jill Allen speaks with Brian Mills, president and founder of ROAM Commercial Realty, about what orthodontists should know about commercial real estate in today’s market. Brian shares his background in the dental industry and explains how ROAM exclusively represents healthcare tenants, emphasizing that today’s market has higher construction costs and lease rates and can’t be timed by waiting for elections or rate drops. They discuss shifting location strategies (retail vs. medical office), why “location isn’t everything,” and the importance of data-driven demographic analysis over fears of saturation. Brian outlines key negotiation levers for startups—tenant improvement allowances, build-out and post-opening free rent, and controlling triple net exposure and added fees—while stressing the need for a strong team, mentorship, and a patient experience that values human interaction alongside selective AI tools. Connect With Our Guest ROAM Commercial Realty - https://www.roamcommercialrealty.com/ Takeaways The commercial real estate market is constantly changing.Doctors should be aware of current market conditions.Negotiation is key in securing favorable lease terms.Tenant improvement allowances are crucial for startups.Understanding additional fees in leases is essential.Retail spaces are becoming more common for practices.Location is important, but not the only factor for success.Fear is a significant barrier for new business owners.Education empowers clients to make informed decisions.Market saturation can be misleading; data is key.Surrounding yourself with a strong team is essential for success.Mentorship can provide invaluable guidance and support.Don't underestimate the importance of detailed communication with clients.The success rate for startups in orthodontics and dentistry is high when done correctly. Chapters   00:00 Introduction 02:55 Brian Mills Background 06:04 Market Pulse 2026 16:03 Retail Versus Medical Space 21:22 Lease Negotiation Levers 27:28 Hidden Fees And Triple Net 32:31 Landlord Math And Valuation 35:08 Fear Before The Leap 39:20 Coaches And Great Teams 41:38 Oversaturation And Market Data 47:40 Bank Loans And Cash Flow 49:32 Old School Human Touch 53:51 How To Get in Contact  Episode Credits:   Hosted by Jill Allen Produced by Jordann Killion Audio Engineering by Garrett Lucero Are you ready to start a practice of your own? Do you need a fresh set of eyes or some advice in your existing practice? Reach out to me- www.practiceresults.com.     If you like what we are doing here on Hey Docs! and want to hear more of this awesome content, give us a 5-star Rating on your preferred listening platform and subscribe to our show so you never miss an episode.      New episodes drop every Thursday!

    Empowering Orthodontists in Real Estate with Brian Mills, ROAM Commercial Realty

  4. Sep 24

    Protect Your Practice: Embezzlement Prevention with Prosperident CEO David Harris

    "It takes almost no time to do this."   Connect With Our Sponsors Solventum - https://go.solventum.com/clarity GreyFinch - https://greyfinch.com/jillallen/ A-Dec - https://www.a-dec.com/orthodontics SmileSuite - https://getsmilesuite.com/ Summary   In this episode of the Hey Docs! Podcast, Jill Allen sits down with David Harris, CEO of Prosperident, to discuss the challenges of employee turnover in the orthodontic and dental industry and the importance of pre-employment screening to protect practices from potential risks. They explore strategies for effective hiring, including conducting criminal background checks and verifying employment history, while emphasizing the need for thoroughness in the hiring process to ensure the right fit for dental teams. Jill and David also touch on the critical aspects of hiring decisions, financial oversight, and internal controls within practices. They emphasize the importance of accountability among staff, the necessity of regular financial checks, and the implementation of systems to prevent embezzlement. The discussion also covers the concept of articulation in financial reporting, ensuring that daily and monthly totals align to safeguard against discrepancies. Connect With Our Guest Prosperident - https://www.prosperident.com/ Takeaways Employee turnover in practices is a significant challenge.Pre-employment screening is crucial for reducing hiring risks.70 million Americans have a criminal record, impacting hiring decisions.Not all criminal records disqualify candidates; context matters.Most practice owners do not adequately screen potential hires.Be upfront about screening processes in job ads.Proper identification checks can prevent hiring fraud.Employment verification should cover the last five years.Asking about rehire eligibility can reveal important insights.Separation of duties in financial management can reduce risk of theft. Chapters   00:00 Introduction 03:57 Why Hiring Feels Hard 08:10 Screening Starts in the Job Ad 10:30 ID Checks at Interview 18:05 Verify Employment Properly 21:23 Reference Questions to Ask 24:55 From Hiring to Oversight 27:45 Why Owners Must Verify 30:40 Cash Accounting Blind Spots 33:04 Modern Payment Timing Issues 34:29 Graphing Variances Over Time 38:02 Separation of Duties Rules 42:11 Contract Checks in Ortho 44:46 Articulation Daily vs Monthly 48:53 Prosperident Contact Info  Episode Credits:   Hosted by Jill Allen Produced by Jordann Killion Audio Engineering by Garrett Lucero Are you ready to start a practice of your own? Do you need a fresh set of eyes or some advice in your existing practice? Reach out to me- www.practiceresults.com.     If you like what we are doing here on Hey Docs! and want to hear more of this awesome content, give us a 5-star Rating on your preferred listening platform and subscribe to our show so you never miss an episode.      New episodes drop every Thursday!

    Protect Your Practice: Embezzlement Prevention with Prosperident CEO David Harris

  5. Sep 17

    Navigating Your Orthodontic Practice in Today’s Economy - Just Jill

    “What we can control is how well you know your business.”   Connect With Our Sponsors Solventum - https://go.solventum.com/clarity GreyFinch - https://greyfinch.com/jillallen/ A-Dec - https://www.a-dec.com/orthodontics SmileSuite - https://getsmilesuite.com/ Summary   In this Just Jill episode of the Hey Docs! Podcast, host Jill Allen addresses how orthodontic practices can respond to today’s economy by focusing on controllable levers inside the practice. She explains why third-party financing can be a useful “third option” alongside pay-in-full discounts and in-office payment plans, weighing patient accessibility against transaction fees and emphasizing delinquency-risk mitigation and differences among financing companies. Jill also breaks down how down payments and monthly payment structures should vary for startups, acquisitions, and established practices, highlighting the need to protect cash flow and keep delinquencies low. She discusses when discounts make sense as a time-limited growth or marketing strategy and how to approach technology investments, arguing startups should lean into digital workflows early and established practices should implement change strategically. Jill closes with key KPIs—especially tracking production versus collections—to avoid being misled by short-term cash flow and encourages practice-specific pivots rather than reactive decisions. Connect With Our Guest Jill Allen & Associates - https://practiceresults.com/ Takeaways The economy is impacting patient decisions on orthodontic treatment.Third-party financing can help practices offer more options to patients.Understanding cash flow is crucial for practice sustainability.Technology investments can lead to long-term efficiency gains.Practices should consider the impact of payment options on patient acceptance.Not all third-party financing companies are created equal.Setting boundaries for down payments is essential for startups.Practices should adapt their strategies based on economic conditions.Mitigating delinquency risk is important for financial health. Building debt can harm startups' financial health.Delinquencies should ideally be below 5%.Collecting more than producing indicates financial issues.Discounts can be a strategic tool for practices. It does not diminish the value of treatment.Adapting to economic changes is essential for practice success. Chapters   00:00 Introduction 03:32 Third Party Financing 09:58 Financing Risks 16:23 Down Payments Strategy 26:24 Discounts Done Right 32:58 Investing In Technology 42:11 KPIs That Matter 54:35 Final Thoughts  Episode Credits:   Hosted by Jill Allen Produced by Jordann Killion Audio Engineering by Garrett Lucero Are you ready to start a practice of your own? Do you need a fresh set of eyes or some advice in your existing practice? Reach out to me- www.practiceresults.com.     If you like what we are doing here on Hey Docs! and want to hear more of this awesome content, give us a 5-star Rating on your preferred listening platform and subscribe to our show so you never miss an episode.      New episodes drop every Thursday!

    Navigating Your Orthodontic Practice in Today’s Economy - Just Jill

  6. Sep 10

    The Future of AI Phone Systems with Mango Voice’s Richard May

    “Every phone call is revenue.”   Connect With Our Sponsors Solventum - https://go.solventum.com/clarity GreyFinch - https://greyfinch.com/jillallen/ A-Dec - https://www.a-dec.com/orthodontics SmileSuite - https://getsmilesuite.com/ Summary   In this episode of the Hey Docs! Podcast, Jill Allen welcomes back Richard May, VP of Business Development at Mango Voice, to discuss how AI-driven communication tools are helping orthodontic practices handle staffing challenges, reduce administrative burden, and improve patient experience. Richard explains Mango Voice as an AI voice platform covering phone systems, call recordings, virtual fax, and AI features like automated note-taking, sentiment analysis, and call filtering to identify both strong and problem calls for coaching. They explore how missed calls and voicemails cost practices revenue, and how Mango’s AI receptionist “Margo” increases engagement compared to traditional voicemail. Jill and Richard also highlight AI-powered role-play phone training modules and integrated call summaries and transcripts that can auto-log into patient charts, improving workflow, documentation accuracy, and team development. Connect With Our Guest Mango Voice - https://mangovoice.com/ Takeaways Mango Voice focuses on AI voice solutions.Reliability and support are crucial for effective phone systems.AI note-taking can save time and improve patient documentation, reducing human error.AI receptionists can enhance patient engagement and reduce missed calls.Training front office staff is essential for maximizing revenue opportunities.AI tools can provide real-time feedback for improving communication skills.Role-playing with AI can enhance training for front office teams.Balancing AI and human interaction is key in healthcare settings. Documentation is crucial for effective healthcare communication.Recognizing team members boosts morale and productivity.Incremental improvements can lead to long-term success. Chapters   00:00 Introduction 04:09 Why Phones Matter Now 07:22 AI Notes and Call Coverage 10:18 Call Data and Coaching Insights 15:20 AI Roleplay Training Program 19:24 Using AI Without Replacing Staff 23:36 AI Notes for Clinics 26:21 Standardized Call Summaries 29:29 Workflow and Training Wins 33:14 Culture and Team Recognition 38:00 Small Changes Big Gains 39:42 How to Get In Touch  Episode Credits:   Hosted by Jill Allen Produced by Jordann Killion Audio Engineering by Garrett Lucero Are you ready to start a practice of your own? Do you need a fresh set of eyes or some advice in your existing practice? Reach out to me- www.practiceresults.com.     If you like what we are doing here on Hey Docs! and want to hear more of this awesome content, give us a 5-star Rating on your preferred listening platform and subscribe to our show so you never miss an episode.      New episodes drop every Thursday!

    The Future of AI Phone Systems with Mango Voice’s Richard May

  7. Sep 3

    Overcoming Remote Staffing Fears with Amanda Ketcham, My Mountain Mover

    "Practices don't necessarily have a staffing problem."   Connect With Our Sponsors Solventum - https://go.solventum.com/clarity GreyFinch - https://greyfinch.com/jillallen/ A-Dec - https://www.a-dec.com/orthodontics SmileSuite - https://getsmilesuite.com/ Summary   On this episode of the Hey Docs! Podcast, Jill sits down with Amanda Ketcham as she shares her journey of launching My Mountain Mover, a healthcare outsourcing company that connects remote talent with healthcare practices. Amanda explains the importance of viewing staffing as a capacity issue rather than a staffing problem, the benefits of delegation and outsourcing, and how to build a strong culture with remote teams. Jill and Amanda also address common fears associated with outsourcing, the role of AI in the future of practices, and the importance of choosing reputable outsourcing partners. The conversation concludes with insights on navigating the hiring process and the significance of relational skills in the age of AI. Connect With Our Guest My Mountain Mover - https://mymountainmover.com/ Takeaways Amanda is the founder of My Mountain Mover, which connects remote talent with healthcare practices.The pandemic opened doors for remote staffing solutions in healthcare.Practices often face capacity problems rather than staffing issues.Delegation is crucial for business owners to focus on their strengths.Outsourcing can lead to higher ROI for practices.Building a culture with remote teams is essential for success.Choosing a reputable outsourcing company is vital for compliance and quality.AI will play a significant role in handling administrative tasks in the future.Relational skills will be essential in the age of AI. Chapters   00:00 Introduction 05:19 Why Capacity Matters 10:55 Overcoming Outsourcing Fears 13:55 Delegate and Elevate Framework 20:43 Building Remote Culture 24:36 AI and Remote Staffing Future 27:57 Risks HIPAA and Turnover 32:13 Where to Learn More  Episode Credits:   Hosted by Jill Allen Produced by Jordann Killion Audio Engineering by Garrett Lucero Are you ready to start a practice of your own? Do you need a fresh set of eyes or some advice in your existing practice? Reach out to me- www.practiceresults.com.     If you like what we are doing here on Hey Docs! and want to hear more of this awesome content, give us a 5-star Rating on your preferred listening platform and subscribe to our show so you never miss an episode.      New episodes drop every Thursday!

    Overcoming Remote Staffing Fears with Amanda Ketcham, My Mountain Mover

  8. Aug 27

    Unlocking Patient Trust with Danny Bobrow’s Persuasion Blueprint

    "Listening is not just being silent."   Connect With Our Sponsors Solventum - https://go.solventum.com/clarity GreyFinch - https://greyfinch.com/jillallen/ A-Dec - https://www.a-dec.com/orthodontics SmileSuite - https://getsmilesuite.com/ Summary   On this episode of Hey Docs! Podcast, Jill sits down with Daniel “Danny” Bobrow, CEO of AIM Dental Marketing, about why persuasive communication is often misunderstood in dentistry and orthodontics and how teams can improve case acceptance and trust without feeling salesy. Danny shares how his work evolved from dental marketing into training practices on communication, including his Art of First Impressions and the Persuasion Blueprint, built around three sequential steps: caring, connection, and collaboration. He explains concepts like the “care gap,” the illusion of transparency, and why patients decide emotionally then justify logically, offering examples for handling cost questions, improving first-call conversions, and using scripts that convey empathy while guiding calls. They discuss the need for leadership commitment, consistent practice through role play, better listening, and collaboration techniques that build patient ownership and compliance. Connect With Our Guest   Danny Bobrow - https://www.dannybobrow.com/ AIM Dental Marketing - https://americandentalmarketing.com/ Takeaways Danny's journey into healthcare marketing began due to family influence.Many doctors lack training in practice management and marketing.Persuasion in healthcare should align with patient care.Emotional communication is key to patient engagement.Building trust is essential for successful patient relationships.Doctors often resist learning about persuasive skills.Commitment from practice owners is crucial for team success.Role-playing can help develop communication skills.Caring must be communicated effectively to bridge the care gap. Commitment and consistency are crucial for team training.Listening involves more than just being silent; it's about engagement.Attuning to your audience enhances persuasive communication.Collaboration empowers patients and fosters ownership in their care.Expert override can hinder effective communication with patients.Good communication transforms transactional interactions into meaningful relationships.Taking time with patients pays dividends in practice success. Chapters   00:00 Introduction 06:16 Why Doctors Resist Persuasion 08:12 Persuasion Without Being Sales-y 11:08 Caring Connection Collaboration 17:53 Phone Call First Impressions 21:49 Role Play and Team Buy In 25:56 Why Change Feels Hard 29:58 Attune To Your Audience 31:30 Coaching Modules And Practice 33:34 TAFI Call Control Script 36:06 Collaboration And Ownership 41:13 Expert Override Pitfalls 42:44 Slow Down And Be Present 44:01 Where To Learn More  Episode Credits:   Hosted by Jill Allen Produced by Jordann Killion Audio Engineering by Garrett Lucero Are you ready to start a practice of your own? Do you need a fresh set of eyes or some advice in your existing practice? Reach out to me- www.practiceresults.com.     If you like what we are doing here on Hey Docs! and want to hear more of this awesome content, give us a 5-star Rating on your preferred listening platform and subscribe to our show so you never miss an episode.      New episodes drop every Thursday!

    Unlocking Patient Trust with Danny Bobrow’s Persuasion Blueprint
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4.8
out of 5
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About

Welcome to the Hey Docs! Podcast – your all-in-one resource for achieving orthodontic excellence at every stage of your practice journey. Hosted by Jill Allen of Jill Allen & Associates, each episode offers practical tips, expert interviews, and inspiring stories that empower you to build, grow, and refine your practice—whether you’re just starting out, expanding your reach, or fine-tuning a well-established operation. Join us as we sit down with forward-thinking entrepreneurs and industry experts who share their insights, experiences, and actionable strategies for driving success in your practice. Tune in weekly. Episodes drop every Thursday!

Information

  • Creator
    Jill Allen
  • Years Active
    2022 - 2026
  • Episodes
    218
  • Rating
    Clean
  • Copyright
    © Copyright Jill Allen
  • Show Website
    Hey Docs!

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