The High Performing Dental Team

Dayna Johnson
  • 4.9 (12)
  • EDUCATION
  • UPDATED WEEKLY

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. #201 most replayed moment from last year: How to Handle Downgrades and Get More Accurate Patient Estimates

    5D AGO

    #201 most replayed moment from last year: How to Handle Downgrades and Get More Accurate Patient Estimates

    In case you missed it, this is a replayed moment from last year that quickly became one of my most listened-to podcast episodes. And honestly, it’s still just as relevant today because insurance hasn’t gotten any simpler… if anything, it’s gotten more complicated. 💡 Are your insurance estimates in Dentrix causing confusion, write-offs, or upset patients? In this episode, Dayna Johnson breaks down the two primary methods for estimating insurance in dental practices—fee schedule vs allowed amount—and why choosing the right one is critical for accuracy, collections, and patient trust. With insurance becoming more complex, Dayna explains how exceptions, downgrades, and limitations can throw off your estimates and what you can do inside Dentrix to improve accuracy. She also shares practical strategies for using tools like Eligibility Pro, overriding estimates when needed, and involving patients in understanding their coverage. If your team struggles with insurance estimates, this episode will give you clarity, confidence, and a better system. ✅ Key Takeaways: • Understand the difference between fee schedule vs allowed amount methods • Why insurance estimating has become more complex over time • How exceptions and limitations impact treatment estimates • Strategies for handling downgrades accurately • How Dentrix helps manage insurance calculations • When and how to override estimates for better accuracy • How Eligibility Pro simplifies insurance syncing • Why patient communication about coverage is essential • The importance of ongoing training for insurance workflows ⏱️ Chapters: 00:00 Understanding Insurance Estimation Methods 02:41 Navigating Exceptions in Insurance Coverage 05:21 Fee Schedule vs Allowed Amount Method 08:13 Handling Downgrades in Treatment Plans 11:16 Utilizing Dentrix for Accurate Estimates 13:54 Enhancing Patient Communication and Involvement 📲 Want help fixing your insurance workflows and improving collections? Book a discovery call with Dayna: 👉 https://calendly.com/dayna-johnson/discovery-call

    19 min
  2. #200 How AI is Changing the Way Dental Practices Get Found with Rita Zamora

    MAR 23

    #200 How AI is Changing the Way Dental Practices Get Found with Rita Zamora

    Rita Zamora is the founder of Connect90, an international speaker, the author of Get Found, Get Liked, Get Patients, and one of the smartest voices I know when it comes to dental social media. - www.ritazamora.com - www.connect90.com ----------------------------------------------------------------------------------------------------- 🤖 If your dental practice isn’t adapting to AI, you’re already falling behind in patient acquisition. In this episode, Dayna Johnson sits down with dental marketing expert Rita Zamora to break down how AI is transforming dental marketing, SEO, and social media strategy. They dive into what’s changing in 2025, including how patients are now using AI to find dentists, how Google is indexing social media content, and what your practice must do to stay visible online. Rita shares practical strategies for improving online reviews, content marketing, and patient engagement, along with how to leverage tools like online scheduling and AI-driven communication to grow your practice. If you want more new patients, stronger visibility, and a modern marketing strategy that actually works—this episode is a must-watch. ✅ Key Takeaways: • AI is rapidly changing how patients search for dental providers • Google is now indexing social media content—your posts matter more than ever • Your online presence directly impacts patient acquisition • A strong SEO and review strategy builds trust and visibility • Content should follow the 80/20 rule: educational vs. personal • Consistency and volume are critical for social media growth • Online scheduling improves patient convenience and conversion • AI tools can streamline communication and appointment booking • Practices must adapt quickly to stay competitive in 2025 and beyond ⏱️ Chapters: 00:00 Introduction and Guest Credibility 02:33 Major Changes in AI and Search in 2025 04:05 Patients Using AI to Find Dentists 05:42 Google Indexing Social Media Content 08:09 Impact of Search Engine Indexing on Dental Offices 09:06 Shifting Social Media Strategies for Dentists 11:00 Content Focus: 80% Dental, 20% Social 13:22 Content Strategy and Patient Engagement 16:07 AI Agents and Appointment Booking 18:07 Online Scheduling and Practice Control 23:08 Pattern and Volume in Content Marketing 24:35 Consistency and Content Planning 25:37 Resources and Staying Updated on AI 26:33 Connecting with Rita Zamora 📲 Want help optimizing your systems, marketing, and patient growth strategy? Book a discovery call with Dayna: 👉 https://calendly.com/dayna-johnson/discovery-call

    31 min
  3. #199 Cash Flow Starts with Knowing Your Numbers

    MAR 16

    #199 Cash Flow Starts with Knowing Your Numbers

    💰 If your dental practice is producing well but cash isn’t showing up in the bank, your cash flow system is broken. In this episode, Dayna Johnson shares key insights from her Chicago Midwinter presentation on Collective Cash Flow, explaining why financial success in dentistry is a team responsibility—not just a front desk task. Dayna walks through the most common reasons dental practices struggle with collections, including surprise patient balances, poor claim documentation, and weak follow-up systems for past due accounts. She also breaks down the critical financial metrics every dental practice should track, including collectible accounts receivable, collection percentage, claim aging, and AR ratios. If you want stronger profitability, clearer financial systems, and better accountability from your entire dental team, this episode will help you understand where to start. ✅ Key Takeaways • Cash flow is the foundation of a successful dental practice. • Financial responsibility should be shared by the entire team, not just the front desk. • Surprise patient balances are often caused by poor communication and inaccurate estimates. • Clean insurance claims reduce denials and payment delays. • Past-due accounts require a consistent follow-up system. • Metrics reveal where your practice systems are breaking down. • Your collection percentage goal should be around 98%. • Accounts receivable over 90 days should be less than 15% of total AR. • AR ratios should ideally be less than one month of production. • Monitoring these numbers helps practices improve profitability and team accountability. ⏱️ Chapters 00:00 Collective Cash Flow and Why It Matters 02:25 Why Cash Flow Is a Team Responsibility 04:44 Surprise Patient Balances and Communication Gaps 06:03 Fixing Insurance Claim Documentation 07:10 Improving Follow-Up for Past Due Accounts 08:45 Why Metrics Matter in Dental Practices 10:21 Understanding Collectible Accounts Receivable 11:28 The True Cost of Aging Accounts Receivable 13:03 Key Metrics for Healthy Dental Practice Finances 15:02 Real-World AR Examples from Dental Practices 17:26 Using Practice Metrics to Create a Financial Plan 📊 Topics Covered • Dental practice cash flow • Accounts receivable management • Dental collections systems • Practice Advisor reports in Dentrix • Financial metrics for dental practices • Improving claim accuracy and collections 📞 Book a Discovery Call Want help improving your cash flow systems and practice metrics? 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call Let’s build the systems that help your dental team become high-performing and financially healthy.

    19 min
  4. #198 Creating a team approach to cash flow - metrics

    MAR 9

    #198 Creating a team approach to cash flow - metrics

    💰 If your dental practice is producing well but cash still isn’t showing up in the bank, you likely have a cash flow problem. In this episode, Dayna Johnson dives into the financial systems every dental practice needs to manage cash flow, accounts receivable, and patient billing effectively. Dayna explains why so many practices struggle with surprise patient balances, broken collection processes, and weak financial tracking, and how small improvements in systems and communication can dramatically improve profitability. She also breaks down the key financial metrics dental leaders must track to ensure their practice stays financially healthy. Whether you’re a dentist, office manager, or part of the administrative team, this episode will help you better understand your numbers and strengthen the financial foundation of your practice. ✅ Key Topics Covered: -Why cash flow is the foundation of a successful dental practice -Common causes of accounts receivable problems -How surprise patient balances damage trust and collections -The importance of clear documentation and communication -Key collection metrics every dental practice should track -How stronger systems lead to improved profitability ⏱️ Chapters: 00:00 The Foundation of Financial Success in Dental Practices 05:39 Improving Communication and Documentation 11:09 Analyzing Accounts Receivable and Collection Ratios 📲 Want help improving your practice systems and financial performance? Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call

    22 min
  5. #197 Quoting same day treatment

    MAR 2

    #197 Quoting same day treatment

    🔥 Struggling with same-day treatment acceptance? It’s not a patient problem—it’s a preparation problem. In this episode, Dayna Johnson breaks down the practical systems every dental practice needs to increase same-day treatment approvals. From verifying insurance before the patient even arrives to simplifying financial conversations, Dayna shares actionable strategies your team can implement today. You’ll learn how to streamline cost discussions, train your clinical team to confidently talk money, and create a frictionless payment experience that encourages patients to say "yes" more often. If you want stronger case acceptance, better retention, and fewer financial surprises—this episode is for you. ✅ Key Topics Covered: -How a pre-visit checklist improves insurance accuracy -Communicating treatment costs clearly and effectively -Training clinical team members to handle financial conversations -Presenting simple, patient-friendly payment options -Proven strategies to increase same-day treatment acceptance ⏱️ Chapters: 00:00 Introduction: The Importance of Being Over-Prepared for Patient Visits 00:27 Checking Insurance Eligibility and Benefits Before the Visit 01:18 Enhancing Same-Day Treatment Options and Patient Retention 02:08 Handling Cost Questions and Streamlining the Payment Process 03:27 Training Staff to Present Treatment Costs Confidently 05:38 Communicating Total Fees and Patient Responsibilities Clearly 06:58 Using Accurate Data to Quote In-Network and Out-of-Network Fees 08:22 Collecting Payments and Financing Options for Same-Day Care 10:30 Managing Emergency Cases and Treatment Cost Discussions 11:25 Focusing on Patient Portion and Payment Methods 13:08 Practicing and Perfecting Your Financial Conversation Skills 14:27 Final Tips: Keep It Simple and Focused on Patient Acceptance 📲 Want help increasing same-day treatment acceptance in your practice? Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call

    16 min
  6. #196 Interview with Claire Dickinson - Software transition tips for success

    FEB 23

    #196 Interview with Claire Dickinson - Software transition tips for success

    Claire Dickinson, Operations & Professional Relationships Director Claire has over 22 years of experience in dentistry and a bachelor's degree in Business Management and a master's in Organizational Management and Leadership 🚨 Thinking about switching your dental software? Don’t do it without a plan. In this episode, Dayna Johnson and Claire Dickinson break down the realities—both the challenges and opportunities—of transitioning dental software in a busy dental practice. They explain why change management, team engagement, and tailored training are the keys to preventing frustration, lost productivity, and failed implementations. Claire shares her firsthand experience working with Dentrix Ascend, while Dayna outlines the step-by-step approach practices should take before, during, and after a software transition. From workflow analysis to building a safe learning environment, this episode gives dental leaders a practical roadmap for adopting new technology the right way. ✅ Key Takeaways: -Getting your team on board is the first step in any software transition -Understanding the “why” behind the change drives team engagement -Training must be customized to your practice’s workflows -Analyze your current systems before switching software -Ongoing support and reinforcement prevent backsliding -Team collaboration enhances training and adoption -Creating a safe space for questions improves confidence -Effective change management reduces the risk of failure -Comfort with uncertainty is essential in today’s tech landscape -Regular meetings and updates keep everyone aligned ⏱️ Chapters: 00:00 Introduction to Software Transition in Dental Practices 02:41 Understanding Change Management and Team Engagement 05:24 Training Strategies for Successful Software Adoption 08:20 The Importance of Workflow Analysis 11:08 Reinforcement and Continuous Support 13:55 The Role of Team Collaboration in Software Transition 16:41 Preparing for Future Changes in Dental Technology 📲 Want help optimizing your software transition? Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call

    25 min
  7. #195 The trickle down effect of preparation

    FEB 16

    #195 The trickle down effect of preparation

    💰 Are insurance claim denials quietly draining your dental practice’s profitability? In this episode, Dayna Johnson explains why a pre-visit checklist is one of the most powerful systems your dental office can implement. From verifying insurance eligibility to confirming accurate patient information, these small but critical steps can dramatically improve efficiency, reduce accounts receivable, and increase patient trust. Dayna walks through how proper insurance eligibility checks, accurate treatment estimates, and day-of-service collections protect your practice from financial setbacks. She also discusses how tools like Dentrix can streamline insurance workflows and how hygienists play a vital role in communicating fees clearly to patients. When your systems are tight, your claims are cleaner, your AR is controlled, and your team morale improves. ✅ Key Takeaways: -Why a pre-visit checklist is essential for dental practice success -How insurance eligibility checks reduce claim denials -The connection between accurate treatment estimates and patient trust -Why collecting payments at the time of service matters -How efficient systems improve team morale and incentives -Using Dentrix to streamline insurance and billing workflows -The role hygienists play in fee communication -Why insurance information must be updated regularly -How profitability allows investment in team growth and resources ⏱️ Chapters: 00:00 Understanding the Pre-Visit Checklist 11:28 The Impact of Insurance Eligibility on Practice Efficiency 📲 Want help improving your insurance workflows and profitability? Book a free discovery call with Dayna → https://calendly.com/dayna-johnson/discovery-call

    15 min
  8. #194 Pre-Visit Checklist

    FEB 9

    #194 Pre-Visit Checklist

    🦷 Are patient appointments running smoothly in your practice—or does it feel like your team is always scrambling? In this episode, Dayna Johnson explains why clarity in daily workflows is the foundation of a high-performing dental practice. From insurance verification to electronic forms, she breaks down exactly what needs to happen before a patient walks through the door to ensure a seamless visit. Dayna shares practical strategies for building a pre-visit checklist, improving communication through morning huddles, and using technology wisely to keep patient information accurate and accessible. These simple but powerful habits help eliminate chaos, reduce stress, and create a more consistent patient experience. ✅ Key Takeaways: -Clarity is essential for smooth and efficient daily workflows -Preparation before patient visits prevents surprises and delays -Insurance verification should always be done ahead of time -Electronic forms improve data accuracy and patient convenience -A structured pre-visit checklist keeps the team aligned -SOPs ensure consistency across all team members -Technology supports better patient information management -Updated patient records lead to safer, more accurate care -Morning huddles strengthen communication and readiness -Continuous learning improves team performance and adaptability ⏱️ Chapters: 00:00 Introduction to Clarity in Daily Workflow 02:45 Preparing for Patient Appointments 05:54 Utilizing Technology for Patient Information 08:33 Creating a Pre-Visit Checklist 11:13 Conclusion and Resources for Improvement 📲 Want help building clearer workflows and higher-performing systems? Book a free discovery call with Dayna at https://calendly.com/dayna-johnson/discovery-call

    15 min
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4.9
out of 5
12 Ratings

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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