The GrowOrtho Podcast

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The GrowOrtho Podcast

Have You Ever Asked Yourself: How can I get more patients? What are the systems I need to streamline operations? How can I be more effective with marketing? How can I align marketing and operations? How can I measure marketing results to see what’s working? If this is you, you’re in the right place. We’ve spent a lot of time talking with orthodontists, dentists, practice managers, office staff, and consultants, and we’ve actually built a framework to connect your office to patients & develop a relationship. Our Patient Acquisition & Retention Framework™ enables you to manage the patient experience from the first call through their procedure of interest. The GrowOrtho podcast is for orthodontists and dentists who want to run their practice like a business and discover how to take their practice to the next level.

Episodes

  1. 6D AGO

    Grow Your Practice: The One Hire That Changes Everything

    Growing an orthodontic or dental practice requires more than just excellent patient care. It demands strategic marketing, community engagement, and consistent follow-ups. One of the most effective ways to achieve rapid growth is by hiring a full-time marketing coordinator. In this blog post, we’ll break down why this role is crucial, what they should do daily, and how to find the right person for the job. Why A Marketing Coordinator Is Essential for Growth A marketing coordinator is not just another employee—they are the linchpin of your practice’s growth strategy. According to Dr. Bryce Gilliam, a highly successful orthodontist, your marketing coordinator is the most important person in your practice next to you as the doctor. In fact, over the long term, they may be even more crucial than the doctor themselves. Why? Because they handle the activities that keep your practice in front of potential patients and referral sources. They build and nurture relationships, create community connections, and coordinate marketing efforts so that you can focus on patient care. What Does A Marketing Coordinator Do? A successful marketing coordinator handles several key responsibilities: Community Outreach and Relationship Building Maintain and Build Referral Networks: They nurture relationships with local dentists and pediatricians who can refer patients to your practice. This includes scheduling doctor-to-doctor lunches or meetings, which adds a level of professionalism and prestige to your practice. Community Engagement: They organize school visits, community events, and giveaways, ensuring your practice stays visible and trusted in the community. Digital and Social Media Management Content Creation: From social media posts to community newsletters, your marketing coordinator will create content that resonates with your target audience. This keeps your practice relevant and top-of-mind. Campaign Management: They plan and execute marketing campaigns, ensuring consistency in messaging and branding. Coordination with Marketing Partners Your marketing coordinator serves as the point of contact for any marketing agencies or vendors you work with, such as digital ads, SEO, billboards, or even TV commercials. They report on campaign performance, helping you make informed decisions about your marketing budget. Office Support on Clinical Days On days when your practice is seeing patients, the marketing coordinator doubles as a front desk person. This helps them learn patient FAQs, build communication skills, and improve the overall patient experience. Analytics and Reporting They provide regular reports on marketing performance, patient acquisition costs, and ROI. This data helps you make smarter decisions about where to invest your marketing budget. Why Full-Time Is Non-Negotiable You might be wondering, “Why hire a full-time marketing coordinator when I’m only open a few days a week?” The reason is simple: Full-time employees are easier to hire and retain. Most job seekers look for full-time roles with benefits. Additionally, having a full-time marketing coordinator ensures consistent marketing efforts. On clinical days, they focus on patient interaction. On non-clinical days, they plan and execute marketing campaigns, build relationships, and engage with the community. The Ideal Marketing Coordinator — Skills And Traits Finding the right person for this role is crucial. Here’s what to look for: Charisma and Likeability: They must be able to build rapport quickly and make people feel comfortable. Fearlessness: This role involves cold calling and networking, so they must be confident and proactive. Creativity and Organization: They need to be cr...

    19 min

  2. JAN 31

    Your Ultimate Blueprint To Starting An Orthodontic Practice!

    Starting your own orthodontic practice is a big step, but it doesn’t have to be overwhelming. How can you budget for marketing? What strategies will help you bring in patients and stand out from other practices? In this guide, we’ll answer these questions with simple, practical advice to help you succeed right from the start. Budgeting For Marketing And Growth Opening a practice—whether it’s brand-new or one you’ve bought from someone else—can be expensive. On top of your student loans, you have to pay for equipment, rent, and other costs. But one area you can’t ignore is marketing. Without patients, your practice can’t grow. A good rule of thumb is to spend about 10% of your yearly revenue goal on marketing. For example, if your goal is to make $1 million in your first year, you should plan to spend $100,000 on marketing. This investment might sound like a lot, but it’s crucial to attract new patients and grow your practice quickly. Short-Term And Long-Term Marketing Marketing is about balancing quick wins with long-term success. Here’s how to approach it: Build Your Brand: Your brand is how people see your practice. It’s more than just a logo; it includes your colors, fonts, and overall style. A strong, professional brand helps people remember you. Create a Great Website: Your website is often the first thing people see about your practice. Make sure it’s easy to use, has all the important information, and is optimized for search engines (SEO) so people can find you online. Use SEO and Reviews: SEO helps your practice show up on Google when people search for orthodontists in your area. Ask happy patients to leave reviews, and make sure to respond to all reviews in a professional way. Run Ads: Online ads on platforms like Facebook, Instagram, and Google can bring in patients quickly. These ads should look professional and have a clear message that makes people want to contact your office. Keys To Growing Your Practice Your success depends on three important factors: Time: The more time you spend seeing patients, especially in the beginning, the faster your practice can grow. Money: Investing in your practice before it makes money is key to getting it off the ground. This means putting money into marketing, even if it feels like a risk. Belief: If you believe in your goals and work toward them, you’re more likely to succeed. Confidence is a powerful tool for achieving big things. Real Stories Of Success Here are examples of orthodontists who used these strategies to build successful practices: Dr. Sarah in the Hamptons: Dr. Sarah and her husband decided to focus on affordable services for working families in their area. By investing in marketing early, they quickly started seeing 25-30 patients a month and grew faster than expected. Drs. Wes and Kelsey Gass in Dawsonville: This couple was nervous about spending money on marketing before their practice even opened. But by following a strong plan, they brought in enough patients to make $135,000 in their fourth month of operation. Dr. Kristen Knecht in Houston: Dr. Knecht opened her practice during the pandemic and faced major challenges, including a competitor opening nearby. By focusing on marketing and believing in her ability to succeed, she made $1.4 million in her first year and kept growing from there. The Role Of Your Team And Systems Marketing can bring in patients, but it’s your team that will keep them coming back. A friendly, professional staff creates a great experience for your patients, just like brands like Chick-fil-A and Ritz Carlton are known for. Train your team to provide excellent customer service and make every patient feel welcome. It’s also important to have strong systems in place for following up with new leads. Studies show that calling back a potential patient within five minu...

    42 min

  3. JAN 24

    Unlocking Success: Must-have Leadership Strategies For Orthodontists

    Leadership plays a vital role in the success and growth of any orthodontic practice. It’s about more than managing a team. It’s about creating a space where all members feel valued and motivated. They should also align with the practice’s vision. Effective leadership needs self-awareness and a will to learn. It also requires a commitment to growing your team. These principles are key to a thriving practice and great patient care. Starting With Self-Assessment Great leadership begins with looking inward. Self-assessment is key. It helps you find your strengths and weaknesses. Are you efficient in your decision-making? Do you communicate effectively with your team? Honest reflection can help us pinpoint where we need growth. A practical way to gain perspective is by seeking feedback from those closest to you. Ask your spouse, family, or trusted colleagues for their views on your leadership. Their honest views can reveal blind spots and offer guidance. Use this feedback. Also, read, seek a mentor, and attend leadership training to refine your skills. Embracing Vulnerability And Accountability Strong leaders acknowledge their mistakes and take responsibility when things go wrong. This vulnerability creates a culture of trust and sets an example for the team. By addressing errors and inviting feedback, your team will feel empowered to do the same. One powerful question to ask during team meetings is, “What can I do as a leader to better support you?” Your invitation for feedback shows your commitment to growth. It builds stronger connections with your team. By valuing and encouraging feedback, you create a basis for improvement. Tailoring Communication For Maximum Impact Effective communication is essential to leadership. It’s key to know that team members process information differently. This helps ensure your message resonates. There are three primary learning styles to consider: Visual Learners: They thrive on visual aids, like charts and videos. Use tools like infographics or video walkthroughs. They will clarify your message. Auditory Learners: For these team members, verbal communication is the most impactful. Clear, concise instructions delivered in meetings or one-on-one conversations resonate best. Kinesthetic Learners: These hands-on learners enjoy practical experiences. Let them practice new techniques, role-play, or join interactive training. Adapting your style to match these preferences can boost engagement. It will also improve understanding. Small changes can help. Use phrases like “Picture this” for visual learners. Use “How does this sound?” for auditory learners. Clear communication is key to understanding. When your message shines with clarity, it’s received like a well-tuned instrument. This precision in delivery not only holds attention but enhances reception. Cultivating A Positive Work Environment Leadership is more than directing tasks. It’s about creating a culture where every team member feels valued and motivated. Encouraging open communication and celebrating achievements are critical to fostering a positive environment. Simple gestures can significantly boost morale. Recognizing small wins and showing appreciation are two examples. Anonymous feedback tools, like a suggestion box, can help. They create a safe space for team members to share ideas without fear of repercussions. Acting on this feedback shows your team that their input matters. It will further strengthen trust and collaboration. Striking the Right Balance — Delegation Vs. Micromanagement Balancing delegation and oversight is an essential leadership skill. Clear guidance is important. But excessive micromanagement can stifle creativity and lower morale. A completely hands-off approach may cause misalignment and inefficiency.

    34 min

  4. JAN 17

    State Of The Union For Orthodontics In 2025

    The GrowOrtho Podcast is dedicated to helping orthodontic professionals grow their practices, improve their systems, and navigate industry challenges. In this episode, we explore where the orthodontic industry has been in 2024 and how practices can set actionable, measurable goals for 2025 using the proven 12-Week Year model. Reflecting On 2024: Lessons And Industry Trends 2024 presented unique challenges for orthodontic practices. Many experienced a dip in growth due to economic uncertainty, changing consumer behaviors, and a natural market correction following the surge of activity during the pandemic years. Practices observed several key trends: 1. Economic Uncertainty And Value-Driven Spending Patients became more cautious about starting orthodontic treatment, often seeking more cost-effective options. This value-conscious behavior sometimes led patients to delay treatment or prioritize less expensive alternatives. 2. Decreased New Patient Opportunities A decline in new patient exams highlighted the need for practices to refine their marketing strategies and strengthen their engagement with potential patients. 3. Aligner Market Challenges The aligner segment saw a drop due to its higher price points and patients perceiving them as less essential compared to traditional braces. Additionally, practices faced competition from general dentists offering aligner treatments and dealt with variable patient compliance. 4. Shifts In Consumer Priorities Practices noted that patients were increasingly focused on long-term value and self-care, aligning with broader wellness trends. These insights from 2024 provide a foundation for setting realistic, impactful goals for the year ahead. Setting Clear And Attainable Goals For 2025 To rebound and thrive in 2025, orthodontic practices must adopt a structured approach to goal setting. The 12-Week Year model, by Brian Moran and Michael Lennington, offers a powerful framework for breaking annual goals into actionable, manageable chunks. 1. Start With Specific And Measurable Goals Focus on one to three high-impact objectives for each 12-week period. These goals should be tied to measurable outcomes, such as increasing case acceptance rates by a specific percentage or improving conversion rates for new patient consultations. Example: Instead of a vague goal like “improve patient starts,” aim for “increase patient starts by 15% within the next 12 weeks by enhancing consultation processes.” 2. Break Goals Into Weekly And Daily Tasks Success hinges on translating big goals into actionable steps. For instance: • Daily: Conduct post-exam follow-ups with potential patients. • Weekly: Host training sessions with treatment coordinators (TCs) to refine communication skills. Focusing on high-value activities, such as improving consultation scripts or refining follow-up protocols, ensures team members stay aligned and productive. 3. Measure Progress Consistently Implement scorecards to track progress weekly. Strive for an 85% execution rate of planned tasks. Use missed targets as learning opportunities rather than setbacks, adjusting strategies as needed. Pro Tip: Celebrate team successes, such as hitting weekly or monthly milestones, to maintain motivation and accountability. 4. Foster A Culture Of Accountability Accountability isn’t about assigning blame but ensuring that every team member feels ownership of their contributions. Weekly check-ins provide a platform to evaluate progress, share feedback, and identify areas for improvement. For example: • Highlight team members excelling in patient interactions. • Provide additional training or support where needed. Engaging Team Members In Practice Growth The success of your 12-Week Year goals relies heavily on your team’s involvement. To maximize results: 1.

    47 min

  5. JAN 10

    Master Organic Social Media for Orthodontists & Dentists in 2025

    Welcome back to the GrowOrtho Podcast, where we bring insightful conversations designed to help orthodontic practices thrive in today’s competitive market. In this latest episode, we dive into building a strong authority brand and creating meaningful connections with your audience. Whether you’re looking to enhance your practice’s visibility or implement actionable marketing strategies, this episode is packed with invaluable takeaways. Don’t miss a moment of this engaging discussion! Building Your Authority Brand: Key Insights and Strategies 1. Start with Strategy, Not Tactics Many practices dive into social media without a clear strategy. Instead of simply chasing trends or creating ad-hoc content, begin by understanding your goals. For instance, are you looking to educate your audience, foster trust, or drive consultations? Each objective requires a tailored approach to ensure your efforts are effective. 2. The Power of Video in Building Trust Video content is non-negotiable in today’s digital landscape. Platforms like YouTube, TikTok, and Instagram prioritize video because it’s more engaging than static posts. According to HubSpot, video drives 1,200% more engagement than text and photo posts combined. Start with three types of trust-building content: * Logical Trust: Showcase your expertise and credibility. * Emotional Trust: Share relatable stories, humanize your brand, and foster genuine connections. * Social Proof: Highlight testimonials, case studies, and endorsements to reinforce your credibility. 3. Optimize Your Social Profiles When potential patients visit your profile, they immediately wonder, “What’s in it for me?” Ensure your profile clearly communicates: * Who you are * Whom you serve * How you can help them Create a “Netflix experience” by organizing your content into binge-worthy playlists or series, making it easier for viewers to consume and connect with your brand. 4. Use Content to Guide the Patient Journey A well-rounded content strategy mirrors the patient journey. Create videos that: * Educate: Answer common questions and address misconceptions. * Connect: Share stories that reflect the values of your practice. * Inspire Action: Include strong calls to action, like booking a consultation or visiting your office. Balance shareable and searchable content. While viral trends can bring visibility, evergreen content like “How to Choose the Right Retainer” builds long-term trust and authority. 5. Leverage the 7-11-4 Rule Trust takes time. Google’s 7-11-4 rule suggests that consumers need seven hours of interaction across 11 touchpoints in four different locations to build meaningful trust. Use video, emails, social media, and in-practice interactions to meet this benchmark efficiently. 6. Focus on Evergreen Platforms While TikTok and Instagram are valuable for quick engagement, platforms like YouTube offer long-lasting impact. YouTube is the second-largest search engine globally, making it ideal for housing educational and evergreen content. Videos on YouTube continue to generate views and conversions for years, unlike fleeting viral posts. 7. Integrate Content with Paid Ads A robust content strategy complements your advertising efforts. For example: * Use ads to drive traffic to your YouTube channel or blog. * Incorporate video content into your email follow-ups for added trust-building. * Retarget viewers with personalized ads based on their engagement with your content. This seamless integration ensures that your marketing dollars are spent effectively while nurturing leads through meaningful interactions. 8. Track and Optimize for Performance Vanity metrics like views and likes are tempting, but focus on actionable outcomes like consultations booked,

    1h 8m

  6. 12/20/2024

    Bad Apples Holding Your Orthodontic Practice Back? Act Now!

    On this episode of the GrowOrtho Podcast, hosts Zach Dykes and Dr. Brice Gilliam dive into one of the most challenging aspects of running an orthodontic practice: identifying and managing negative team dynamics. Together, they share actionable advice for tackling the problem of “bad apples” within a team—insights that can help improve workplace culture and drive practice success. Tune in to this eye-opening episode and learn strategies to enhance your team’s cohesion and productivity. Spotting The “Bad Apples” In Your Team Negative dynamics within a team can harm morale, productivity, and patient experience. Dr. Brice emphasizes that identifying and addressing “bad apples” is a necessary, albeit difficult, task for leaders. Here are some behaviors to watch for: Frequent Complaints: Chronic complainers who resist change or focus on gossip create a toxic atmosphere. Declining Work Ethic: Monitor performance metrics. A sudden drop in productivity, lack of initiative, or repeated tardiness signals deeper issues. Conflicts with Team Members: If one individual seems to have ongoing conflicts with multiple team members, they may be contributing to friction. Disrespect Toward Leadership: Pay attention to how staff interact with supervisors and colleagues in leadership roles. Disrespect undermines authority and disrupts teamwork. Dr. Brice recommends paying attention to your gut feelings about a team member. If their presence consistently creates tension or discomfort, it may indicate a deeper problem. Steps To Address And Correct Negative Behaviors Once you’ve identified problematic behaviors, swift and deliberate action is essential. Dr. Brice outlines a five-step process to address these issues effectively: Document Everything: Keep detailed records of behaviors and incidents. This documentation provides clarity and prevents misunderstandings. Provide Immediate Feedback: Address issues as they arise to prevent resentment and give team members the opportunity to correct their behavior in real time. Set Clear Expectations: Clearly communicate what you expect from your staff. Consistent messaging helps reduce confusion and establishes accountability. Monitor Progress: Regularly evaluate whether the team member is improving. Celebrate small wins but remain vigilant for recurring issues. Make Tough Decisions: If all else fails, be prepared to let problematic team members go. Prioritizing the overall morale and productivity of your team is vital for long-term success. Fostering A Positive Team Culture Prevention is just as important as addressing existing issues. Here’s how leaders can create a culture that discourages negative behaviors: Reinforce Positive Behaviors: Publicly praise employees for their contributions while offering constructive feedback privately. Positive reinforcement fosters a sense of value and motivation. Listen to Feedback: Actively seek input from staff and patients. Their perspectives often reveal issues that might not be visible to leadership. Maintain Consistent Standards: Hold all team members accountable to the same standards. Avoiding favoritism reinforces fairness and encourages adherence to rules. Protect Leadership: Ensure respect for all leadership roles, not just the doctors. Office managers and department leads play a crucial role in the practice’s success. When To Take Action Dealing with team members who exhibit minor infractions, such as occasional tardiness, can be tricky. Dr. Brice suggests addressing these “small bruises” early, before they escalate into larger issues. He advises leaders to have private conversations with these team members to set expectations and outline steps for improvement. If the behavior persists, it may be necessary to make difficult decisions to protect the team’s overall wellbeing.

    17 min

  7. 12/06/2024

    Why ‘Bad Leads’ Are Actually the Key to Your Practice’s Success!

    In this episode of the GrowOrtho Podcast, Dr. Brice Gilliam, owner of Elevation Orthodontics and a recipient of America’s Top Young Dentist award, joins host Zach Dykes to discuss effective marketing, team management, and community engagement.  There Are No “Bad Leads” A common frustration for orthodontists is dealing with leads that seem unproductive. Dr. Gilliam reframes this issue, suggesting that there are no inherently “bad leads.” Instead, every lead is an opportunity. Practice Communication Skills: Even leads that don’t convert into patients allow your team to refine their communication. Polite and helpful responses leave a positive impression that can lead to future referrals. Engage Your Community: Even if a lead isn’t a good fit for treatment, you can use the interaction to connect with your community. Building goodwill often translates into word-of-mouth referrals. Shift Your Perspective: Train your team to see every interaction as valuable. This approach not only improves morale but also helps build a reputation as a patient-centered practice. Preventing Team Overload Through Strategic Role Allocation Team burnout is a significant challenge in fast-paced orthodontic practices. Dr. Gilliam emphasizes the importance of putting the right people in the right roles. Understand Strengths: Some team members thrive on interpersonal interaction, while others excel at organizational tasks. Assign roles accordingly to maximize efficiency and job satisfaction. Provide Scripts: Use standardized scripts for initial calls and common scenarios. This reduces stress for staff and ensures a consistent experience for patients. Leverage Technology: Implement tools like scheduling software and automated reminders to streamline administrative tasks and free up your team’s time for patient care. Defining Your Ideal Patient Successful marketing starts with a clear understanding of your ideal patient. Dr. Gilliam suggests creating a detailed patient avatar to guide your efforts. Build a Profile: Identify key demographics such as age, income, lifestyle, and values. For example, Elevation Orthodontics targets young professionals interested in aesthetics and wellness. Name Your Avatar: Personalizing your avatar with a name, such as “Betty” or “Brian,” can make it easier to conceptualize and tailor marketing strategies. Collaborate With Marketing Partners: Share your avatar with your marketing agency and evaluate their strategy to ensure they align with your goals. Proactive partners who continually refine their tactics are invaluable. Community Involvement Is The Foundation Of Local Trust Marketing alone isn’t enough to grow a practice. Dr. Gilliam underscores the importance of engaging with your local community. Show Up: Attend community events, sponsor local activities, and collaborate with other healthcare professionals to build trust and visibility. Personal Connections Matter: Patients want to see that you care about more than just their money. Genuine relationships foster loyalty and referrals. Adapt to Your Environment: Tailor your approach to your location. Rural practices might focus on hometown connections, while urban practices might emphasize modern aesthetics and convenience. Flexible Payment Options In Orthodontics Economic fluctuations can impact patient decisions, particularly in practices that focus on adult patients or luxury services. Dr. Gilliam recommends offering flexible payment plans to make orthodontic care more accessible. Affordability Over Discounts: Instead of lowering fees, focus on making monthly payments manageable. A higher treatment cost spread over an extended period can be less intimidating to patients. Address Payment Concerns Early: Patients who default on payments typically do so at the start of the...

    22 min

  8. 11/29/2024

    The Payment Strategy That Will Revolutionize Your Orthodontic Practice

    In this episode of the GrowOrtho podcast, Dr. Brice Gilliam—one of America’s top young dentists and the owner of Elevation Orthodontics—shared some invaluable financial advice for orthodontic practices. He tackled big questions like handling down payments and collections without losing the value of your services.  Making Treatments Affordable Without Undervaluing Your Services Let’s face it: making orthodontic treatment affordable while maintaining its perceived value is a juggling act. Dr. Gilliam offered some smart strategies to navigate this tricky balance. * Team Up with Third-Party Lenders Consider partnering with financing companies like CareCredit. They pay you upfront, and patients pay them back over time. If a patient defaults, it’s the lender’s problem, not yours. This setup keeps your cash flow steady and reduces the hassle of chasing payments, all while keeping patients satisfied. * Use ACH Payments Over Credit Cards Dr. Gilliam suggests requiring patients to set up ACH (Automated Clearing House) payments. Unlike credit cards, which can be easily paused or canceled, ACH payments come straight from a patient’s bank account and are more reliable. It simplifies things for everyone and adds a layer of financial security for your practice. * Break Up Down Payments If upfront costs are scaring patients away, offer to split the down payment into smaller installments. It’s a win-win: patients feel less financial strain, and you maintain your practice’s financial health. Balancing Accessibility With Profitability While making treatments accessible is crucial, Dr. Gilliam warns against strategies that might hurt your bottom line—like zero-down payment plans that aren’t carefully thought out. Instead, focus on: Reducing Entry Barriers: Offer flexible payment options without eliminating down payments entirely. Keeping Up Your Value: Don’t position your practice as the cheapest option. Highlight the quality and expertise you bring to the table. As Dr. Gilliam puts it, “You can race to the bottom, but the problem with racing to the bottom is—what if you win?” Add More Value Instead Of Slashing Prices Competing on price alone is tough, especially against big corporations that can afford to offer lower prices. Dr. Gilliam’s advice? Add extra value to your treatments instead of cutting prices. Here are some ideas: Retainer Programs: Include extended retainer care in your treatment plans. Teeth Whitening Add-Ons: Offer cosmetic services like teeth whitening to enhance your packages. These extras help justify your pricing and give patients more bang for their buck. Use Discounts Wisely  Discounts can be a double-edged sword. If overused, they can make your services seem less valuable. Dr. Gilliam recommends: Limiting Discount Periods: Offer discounts during specific times to create urgency. Being Selective: Reserve discounts for patients who truly need financial help. Encouraging Referrals: Give small gifts or discounts to patients who bring in friends or family. Empower Your Treatment Coordinator Your Treatment Coordinator (TC) is key in guiding patients through financial options. Dr. Gilliam emphasizes giving your TC the freedom to build relationships and make decisions that help patients say “yes.” In his practice, the TC handles everything from the first call to the financial details, ensuring a smooth experience. By trusting your TC to offer personalized financial solutions, you can boost case acceptance and strengthen patient relationships. Setting the Right Expectations from the First Call When new patients ask about costs, it’s important to be clear but flexible. Dr. Gilliam’s team uses a range-based approach: Highlight Flexibility: Mention options like low do...

    15 min

  9. 11/22/2024

    How To Dominate Your Orthodontic Market NOW!

    In this episode of The GrowOrtho Podcast, Luke had the pleasure of hearing from Jill Allen, an orthodontic consultant with over 30 years of experience. Jill has helped countless orthodontic practices—especially startups and acquisitions—set up strong systems and achieve incredible success. Choosing The Right Location First things first: where you set up shop matters—a lot. Jill emphasizes the importance of digging deep into demographic data to ensure the area fits your practice’s vision. For example, if you’re aiming for a high-end boutique practice, setting up in a neighborhood with lower income levels might not be the best idea. Working with experts to analyze demographics can help you find the perfect spot with the right patient base, saving you from financial headaches down the line. Once you’ve nailed down the location, it’s time to secure loans, design your office space, and choose equipment—all tailored to what you want your practice to be. Embracing Technology And AI Over the past couple of decades, orthodontic practices have undergone a massive transformation, moving from paper files to fully digital workflows. Nowadays, many practices start with digital brackets and aligners instead of traditional fixed systems. These advancements aren’t just about being flashy—they make things run smoother and improve the patient experience. Jill also highlights how artificial intelligence (AI) is becoming a big deal in orthodontics. While some people worry that AI might replace jobs, she sees it as a tool to boost efficiency. You can use AI tools like ChatGPT to help with tasks like planning social media posts or writing job descriptions, freeing up your staff to focus on patient care and growing the practice. If you’re hesitant about diving into new technology, Jill recommends taking it step by step. Start small—maybe use AI for some administrative tasks—and build from there. As she puts it, “The last thing you want is to be the last office adopting technology.” Building And Retaining A Strong Team Managing your team is one of the toughest parts of running a practice. Back in the day, staff members might stick around for decades, but now people often move on after just a few years. Jill emphasizes creating clear career paths within your practice to help keep talented people on board. Being transparent about pay scales and growth opportunities can help your team see their job as a real career, not just a temporary gig. She also points out the importance of hiring the right people for specific roles. For instance, the person who answers your phone should have the skills and friendly attitude to make a great first impression on potential patients. Smart Marketing Strategies For Startups If you’re starting out, getting your name out there in the first year is crucial. A solid marketing strategy should use multiple channels—think SEO-friendly websites, active social media, and  community involvement. Jill cautions against putting all your eggs in one basket; using a mix of marketing methods helps you reach a wider audience. Balancing patient affordability with your practice’s financial health is also key. Promotions like “$99 down” might attract patients, but they can strain your cash flow, especially with high fixed costs. Jill stresses the need for strategic planning to avoid short-term tactics that could hurt your practice in the long run. Financial Systems And Leadership Growth Jill and her team help orthodontists set up essential financial systems, like keeping track of accounts and using tools like QuickBooks. Without these systems, you risk running into financial mismanagement, which can be disastrous for your practice. Leadership is another area where orthodontists often struggle. As your practice grows, you need to transition from being hands-on with every detail to becoming an effective leader.

    38 min

  10. 11/15/2024

    Lead Your Orthodontic Team Effectively With These Proven Strategies

    Ready to shake up how you manage your team and build a workplace that not only keeps talent but also helps everyone grow and feel satisfied? In this episode of the GrowOrtho Podcast, Dr. Brice Gilliam—a successful orthodontist and practice owner—shares his real-life strategies for reducing turnover, boosting morale, and fostering a culture that promotes both personal and professional development. Understand Why Employees Leave— Conduct Exit Interviews One of Dr. Gilliam’s top tips for minimizing turnover is to hold meaningful exit interviews. When someone decides to leave, it’s a prime opportunity to dig into the reasons why. He emphasizes the importance of keeping the conversation open and honest: “Don’t fire her immediately, don’t kick her out, don’t push her out the door. Actually gain some information.” By doing this, you can spot issues with compensation, culture, or workload and make adjustments to strengthen your team. Actionable Step: Set up a structured exit interview process. Ask departing employees why they’re leaving, what they think could be improved, and if any expectations weren’t met. Use their feedback to make strategic changes that might prevent others from leaving in the future. Hire for Personality, Not Just Skills While specific skills are important, Dr. Gilliam stresses the value of hiring people with the right attitude and personality. “Skills can be trained,” he explains, “but teaching personality or attitude is challenging.” People who naturally have a positive outlook and fit well with your practice’s culture are likely to perform better and stay longer. Actionable Step: During interviews, try Dr. Gilliam’s unique approach: ask candidates to send a selfie video answering simple questions like, “What’s your favorite season?” or “What type of music do you like?” It’s an easy way to gauge their personality, communication skills, and comfort level. Foster a Culture of Respect and Value Your front desk staff are often the first faces patients see and play a crucial role in setting the tone for your practice. Dr. Gilliam advises against treating any role as less important. Recognizing that every position contributes to the team’s success helps employees feel valued and respected. “Don’t marginalize them,” he says, “because we’re all people, and everyone wants to feel important.” Actionable Step: Show appreciation by acknowledging each team member’s contributions. Highlight the impact of their roles during team meetings and create an environment where everyone feels their work matters. Invest in Personal and Professional Development When employees feel they’re growing, they’re more likely to stay engaged. Dr. Gilliam points out that investing in your team’s development doesn’t have to be expensive. Offering training on new skills, providing resources for financial literacy, or mentoring them in career planning can significantly boost their job satisfaction and loyalty. Actionable Step: Organize quarterly workshops or mentoring sessions where employees can learn practical skills beyond their daily tasks. Financial literacy workshops, for example, can help them manage their personal finances, reducing stress and improving focus at work. Spot Check Without Micromanaging Micromanaging can hurt morale, so Dr. Gilliam suggests a balanced approach using “spot checks.” This means checking in on specific tasks from time to time to ensure consistency, without the constant oversight that can frustrate employees. Actionable Step: Schedule random spot checks on different aspects of the job, like reviewing customer interactions or observing the front desk. Use these moments as opportunities to provide constructive feedback without making your team feel overly monitored. Empower Your Team with Clear Expectations

    20 min

  11. 11/08/2024

    Optimize Before You Expand: Dr. Brad Jacobs on Orthodontic Success

    Orthodontic practices today are evolving in response to increased competition and patient expectations. Dr. Brad Jacobs, a successful orthodontist, transformed his practice through strategic shifts and a renewed focus on patient needs. Here are key insights from his journey that can help other orthodontists improve their own practices. Embrace A Patient-Centric Approach Dr. Jacobs transitioned from a traditional, doctor-centric approach to a model that better addresses patients’ priorities. Instead of lengthy, detailed explanations about orthodontic techniques, he found that patients value straightforward answers focused on results—like a beautiful smile and aligned teeth. For orthodontists, focusing on what matters most to patients can create a more engaging and satisfying experience. Streamlining consultations and communicating in simpler terms can foster trust and make patients feel valued, leading to stronger relationships and better outcomes. Improve Practice Structure With A Defined Organization A game-changer for Dr. Jacobs was organizing his practice structure by creating an org chart and establishing clear roles, including a dedicated call center. This organizational clarity ensured that team members knew their responsibilities, streamlining operations and improving patient care. Orthodontists can benefit from reviewing their current team roles and responsibilities to make sure everyone is positioned to succeed. By assigning roles strategically, staff can work more efficiently, freeing up time and resources to focus on patient care. Respond Quickly To New Patient Inquiries Dr. Jacobs noticed a significant improvement when his team began responding more promptly to prospective patients. In today’s fast-paced world, where people expect quick responses, this change allowed his practice to capture more leads and start treatments sooner. Orthodontic practices should prioritize speedy responses to inquiries, ensuring patients don’t have to wait long for consultations or treatment starts. This not only meets modern expectations but also increases the likelihood of turning leads into loyal patients. Ensure The Practice Backend Supports Marketing Efforts Dr. Jacobs learned that marketing is most effective when the practice’s infrastructure is prepared for growth. After developing more efficient systems, his practice could better handle the increased patient flow that marketing brought. Before launching marketing campaigns, orthodontists should evaluate how well their teams and processes can manage additional patient volume. Preparedness on the backend ensures that increased patient interest leads to successful outcomes and enhanced reputation, rather than operational stress. Prioritize Patient Convenience Today’s patients, accustomed to immediate service through platforms like Amazon and Netflix, prioritize convenience. Dr. Jacobs found success by offering same-day starts and reducing wait times for consultations, making it easier for patients to initiate and continue their treatment. Consider ways to make your practice more accommodating to patients’ schedules. Offering flexible appointment times, quick-start options, and streamlined in-office processes can make a substantial difference in patient satisfaction and retention. Maximize Existing Locations Before Expanding In his early practice, Dr. Jacobs focused on opening multiple locations to capture more market share. However, he later realized that expanding too quickly can dilute resources and increase overhead without necessarily improving profitability. He ultimately consolidated his locations and focused on maximizing the efficiency and potential of his main office. Rather than immediately expanding to multiple locations, orthodontists can focus on optimizing their current practice. Strengthening operations at one well-run location may yield better long-term re...

    1h 8m

  12. 11/01/2024

    Orthodontic EXPERT Shares Top Team Building Secrets

    Running a successful orthodontic practice isn’t just about having top-notch clinical skills—it’s about building a strong team that works together to give your patients an exceptional experience. In a recent episode of the GrowOrtho Podcast, Dr. Brice Gilliam, a highly regarded young orthodontist and owner of Elevation Orthodontics, shared some practical insights into team dynamics. His tips can help you create a productive work culture, strengthen team loyalty, and ultimately grow your practice. Let’s dive into the key strategies Dr. Gilliam recommends and see how you can apply them. Build Trust And Respect From The Ground Up Trust is the foundation of any high-functioning team, and as the leader, it’s your job to cultivate it. Dr. Gilliam emphasizes that building trust means being there for your team and showing them you’ve got their back. If a patient mistreats a team member, step in and make it clear that you prioritize their well-being. This sends a strong message that respect is non-negotiable in your practice, leading to a loyal and committed team. How To Make It Happen: Lead by Example: Show up early, help tidy up—demonstrate that you’re not above any role. Stand Up for Your Team: If a patient disrespects a staff member, address it constructively to affirm your commitment to your team’s comfort and dignity. Be Clear About Roles And Expectations Dr. Gilliam highlights the importance of transparency when it comes to roles and expectations. When people aren’t sure what’s expected of them, it can lead to frustration and burnout. By clearly outlining each team member’s responsibilities, everyone knows what they need to do and feels empowered to excel. How To Make It Happen: Create a Living Document: Write down each role and keep it updated as your practice evolves. This helps new hires and reminds current team members of their responsibilities. Spell Out Expectations: Be clear about things like punctuality and patient care standards so your team can consistently meet them. Foster Open Communication Transparency fosters a sense of ownership and helps your team understand the “why” behind decisions. Dr. Gilliam stresses that when team members feel informed, they’re more likely to align with the practice’s goals. How To Make It Happen: Share Your Vision: Regularly discuss your practice’s goals and how each person contributes. This helps everyone see the bigger picture and feel involved. Welcome Feedback: When implementing changes, ask for input and address concerns. This shows you value their opinions and builds a collaborative environment. Empower Your Team Micromanaging can stifle growth and creativity. Instead, Dr. Gilliam suggests empowering your team by giving them autonomy over their tasks. Focus on the outcome rather than dictating how things should be done. This approach not only shows respect for your team’s abilities but also encourages them to take ownership of their work. How To Make It Happen: Define the Goal, Not the Steps: Explain what the desired outcome is, but let them figure out how to get there. This flexibility often leads to innovative solutions and boosts morale. Provide Constructive Feedback: Support their personal and professional growth by offering regular feedback, reinforcing that you’re invested in their development. Encourage Cross-Training And Teamwork Orthodontic practices often have a divide between the front and back offices, but Dr. Gilliam advocates for cross-training to foster respect and teamwork. When team members understand each other’s roles, they’re more empathetic and cohesive. How To Make It Happen: Rotate Roles Occasionally: Let front-office staff experience sterilization tasks and vice versa. This promotes mutual respect and helps reduce misunderstandings.

  • 12 Episodes

4.8
out of 5
17 Ratings

About

Have You Ever Asked Yourself: How can I get more patients? What are the systems I need to streamline operations? How can I be more effective with marketing? How can I align marketing and operations? How can I measure marketing results to see what’s working? If this is you, you’re in the right place. We’ve spent a lot of time talking with orthodontists, dentists, practice managers, office staff, and consultants, and we’ve actually built a framework to connect your office to patients & develop a relationship. Our Patient Acquisition & Retention Framework™ enables you to manage the patient experience from the first call through their procedure of interest. The GrowOrtho podcast is for orthodontists and dentists who want to run their practice like a business and discover how to take their practice to the next level.

Information

  • Creator
    HIP Creative
  • Years Active
    2018 - 2025
  • Episodes
    12
  • Rating
    Clean
  • Copyright
    © Copyright HIP Creative
  • Show Website
    The GrowOrtho Podcast

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