Professionally Managed Practices, Inc.

Dental Practice Management Consulting Services

Maximizing Your Insurance Income. (Get cash now that belongs to you.)

Insurance has become a reality in dental offices, and it will not go away. All our Full Service Plan clients get the benefit of our collecting insurance for them. This service is also available to non-clients. The commitment is three months, and then you may choose to continue or not on a monthly basis. Click for pricing and commitment requirements.
Navigate Plans using the tabs on the left below, or scroll down.

Free AnalysisIn-Depth Analysis PlanInternal Procedural Audit PlanFull Service PlanContinuum – Financial Planning PlanDe Novo Practice Opening PlanScheduling Protocol PlanHygiene Protocol PlanFinancial Management Protocol PlanTeambuilding Protocol PlanMarketing Protocol PlanCollections @ 98 Percent Plan

Free Analysis

 

For dental practices that are more interested in simply assessing their situation there is the FREE Practice Production Potential Analysis. There are a handful of questions the answers to which we run through a computer model to determine at what percentage of potential your practice is producing. A few suggestions for how to effect positive changes are included as well. This is a very good barometer for any dental practice, and we have performed hundreds and hundreds of these at no cost. To go to this form click here.
FREE PRACTICE EVALUATION

In-Depth Analysis Plan

 

Should the dentist want a much deeper analysis of his/her practice’s business procedures and value on the market, he/she may choose to engage us for an In-depth Business Analysis. This analysis includes a visit to the practice to collect data and assess the situation first-hand. The product of this analysis is a written document in booklet form that discusses in great detail each and every business aspect of the practice including effectiveness against potential in production, collections, and marketing. In addition, there is a telephone conversation with the dentist concerning the findings and recommendations. Also included is an assessment of the value of the practice in its present state, and an assessment of the doctor’s personal retirement planning, if appropriate. The final section includes recommendations for the owner to improve his business operations where advisable and to raise the overall value of the practice. Dentists who are considering transition issues often find this to be a very valuable way of establishing the facts for prospective partners, buyers, etc.

Internal Procedural Audit Plan

 

Should the dentist want to assess his/her internal systems, procedures, operations, and protocols, he/she may choose to engage us for an Internal Procedural Audit. A trip to the dental office by an appropriately trained Consultant is required. This analysis is geared not toward the financial portion of the business practices but toward how effective and efficient the practice is in each of the five key areas; scheduling, hygiene, finance, teambuilding, and marketing. The product of this audit is a written document in booklet form that discusses each area in detail with specifics concerning these internal operational areas. In addition, there is a telephone conversation with the dentist concerning the findings and recommendations. The final section includes recommendations to the owner for changes or reemphasis in each protocol area to operate more smoothly and effectively. Dentists who are concerned about the operational efficiency of their organizations and areas of concern but who do not want outside assistance to correct any areas of deficiency are likely to be interested in this service whether having just purchased a practice or having managed the practice for many years.

Full Service Plan

 

Many of our clients work with us under our Full Service Plan, which is exactly that. For one year we work with our clients in their offices to accomplish their objectives in their practices. While also working regularly by telephone, fax, and email, our consultants are in the dental office every 4 to 6 weeks. Results with these clients are far in excess to anything else in the industry. (verifiable) This will always include an In-depth Business Analysis, which surveys the business of the dental office and how it is performing. Also, we will always conduct an Internal Procedural Audit to see how we are working together in the five vital protocols. These analyses help the client and us to know where the practice is today, what the potential is for this practice in the future given several scenarios, and where attention should be paid first, as well as thereafter.

 

By the end of one full year the dental practice will have increased monthly production by at least $10,000 per month, so production will be up by at least $120,000 per year, permanently. Each internal system, procedure, and protocol will be analyzed and fine-tuned where necessary. In addition, there will be written protocols in all areas. Stress will be reduced significantly because everyone will be working as a team rather than many individual performers working from their own version of an unwritten script. Overhead costs will have moderated to 50% – 60% of gross production, or the plan will be in place to accomplish that. (Sometimes, because spending is excessive, this takes longer than one year, but that is a problem in less than 25% of the cases.) In addition, the doctor will have a solid financial plan for eventual retirement in place and active.

Continuum – Financial Planning Plan

 

This is a one year service. Most of our Continuum clients were formerly Full Service Plan clients. This service is meant as a way of assuring that the practice will continue its winning ways and that the doctor is able to continue his personal retirement and financial planning progress. While there is still some limited interaction with the staff, this service consults more directly with the doctor regarding financial planning issues. Once per year the specially-trained Financial Executive will visit with the doctor in the doctor’s office. Also, once per year the doctor will travel to Florida for an annual checkup and planning session on Friday and Saturday morning. In addition, the doctor will receive monthly written reports including full-color graphing of his practices progress as well as his/her personal progress toward financial goals. Also, each month after the report has been received by the doctor there will be a conference call to discuss the details and to determine any new conditions.

De Novo Practice Opening Plan

 

A de novo dental practice is a practice which starts with no patients, and usually no facility or equipment. Our De Novo Practice Opening Plan is a fifteen month service. The service starts three months prior to opening day and continues for the first year. There is no other service that can save the dentist so much money in the beginning by making sure that only the necessary supplies and equipment are acquired. If necessary, this service includes working on business plans for the bank, and meeting with bankers. De novo clients benefit from the right type of pre-opening promotion which also saves dollars in the front. Because the entire practice is established with workable procedures, systems, operational approaches, and protocols there is no inborn inefficiency. The team is hired to perfectly complement the doctor, and there is no over-hiring, saving once again. Clients who engage us from the beginning will double or triple the production in their first year of the average de novo practice. (verifiable) This service will pay for itself by a factor of four in the first year alone, and the second and subsequent years grows from a much higher level, so financial benefits continue for many years. Bankers are much more likely to work with dentists including financing our fee after speaking with us.

Scheduling Protocol Plan

 

Sometimes a dental practice can make enormous strides by modifying the scheduling procedures. Scheduling Protocol consulting is for that purpose. Too often, scheduling is done by filling spots with little or no attention paid to the overall objectives of the practice. This 90-day service includes at least two trips to the practice addressing the scheduling of doctors’ as well as hygiene patients by training individuals, providing scripts, role playing, or whatever other method is necessary to convey the science that is involved in scheduling for maximum production and minimal stress. Starting with the practice goals a protocol is established, written, adopted, and instilled that applies the scientific analysis that is necessary to produce a schedule meeting financial goals while staying within the parameters of an ideal schedule designed by the clinical staff to minimize stress. Some of the biggest conflicts in dental offices arise between those responsible for fulfilling financial scheduling goals and those who must actually produce the dentistry. This conflict is not necessary. Yet, there is more than scheduling. It is necessary to modify actions in order to eliminate cancellations and no-shows…something that is possible without being rude or running off patients. The client on a month-to-month basis can extend this consulting, if helpful.

Hygiene Protocol Plan

 

If the hygiene department is not performing up to satisfaction, it is possible to engage us for Hygiene Protocol consulting. Hygiene drives a dental practice. If hygiene is not performing appropriately, this puts an enormous burden on the doctor’s production, and inevitably practice production will suffer. Hygiene should produce three times the total salary costs for hygienists and any assistants they may use. Anything less than $1,000 per day per hygienist is a sign of underperformance, and in some locations that should be raised by 25% to 50%. This 90-day service including at least three visits to the dental office is designed to dig into the hygiene function of the practice and assist those involved to modify actions and procedures, which are causing the hygiene function not to reach appropriate expectations. Every single area from recall/recare procedures, hygienist compensation, cancellations and no-shows, pre-appointing, etc. are address and modified to a more effective and efficient protocol. The client on a month-to-month basis can extend this consulting, if helpful.

Financial Management Protocol Plan

 

One of the reasons that there is an 83% incidence of embezzlement in dental offices is that the internal procedures involved with handling money are inadequate and not auditable. Even if embezzlement is not an issue, it is essential for every dental office to have a written, understood, and practice system of procedures for handling money in the dental practice. This 90-day service including at least two visits to the dental office will result in a solid, financially sound, failsafe protocol for handling all money issues in the dental practice from properly calculating net productions versus gross production, to fee comparisons, to salary comparisons, etc. In addition, the specially trained Consultant will be able to detect during the initial visit if there have been problems in the office, and if they continue.

Teambuilding Protocol Plan

 

Personnel management and turnover can be the most stressful part of a dentist’s life. Sometimes, this is because there is not a good protocol for teambuilding, team management, and team retention. Teambuilding Protocol consulting includes analyzing and revising Job Descriptions, Policy and Procedure Manuals, compensation, bonus techniques, hiring practices, morale, and all other areas dealing with recruiting, hiring, managing, and even terminating when necessary. This 90-day service will leave the practice with a written protocol for the entire personnel management area. This service will include at least two visits, to interview with each and every staff member to assess their personality match for their particular position as well as within the team, and to conduct a half-day staff cohesiveness and teamwork session. The client on a month-to-month basis can extend this consulting, if helpful.

Marketing Protocol Plan

 

This service is to establish an effective and reasonable plan for maintaining adequate new patient flow of the type patients for which the practice is oriented. An in-depth analysis of each and every step in the internal marketing procedures will be analyzed and fine-tuned where necessary. If external promotion is necessary many layers of approaches will be presented. This is a 90-day service which will require at least two in-office visits. Actual newsletters, ad copy, etc. will be provided during this time. By the end of the 90 days there will be a clear, written plan for practice promotion which will provide the number and type patients needed to grow at the level necessary for the practice. Many clients maintain this service on a month-to-month basis simply for the newsletters, ads, promotional campaigns, etc. which are included.

Collections @ 98 Percent Plan

 

For dental practices that have already ascertained what areas require addressing it is possible to engage our services limited to specific areas. For instance, if collections are not in the 98% range, that is a problem. With our Collections @ 98% consulting we not only assist to improve the internal collection procedures to assure that future collections will be in the 98% range, but we actually call insurance companies and patients to increase the cash flow for the client, immediately. At least one visit in the office is required. This assistance can be particularly helpful for clients who have Accounts Receivable in excess of monthly net production. This service is for three months and can be extended by the client on a month-to-month basis depending upon need. It may be cheaper to engage us for this service than to hire someone to do it in the office. In addition, this is a guaranteed success.

Free Analysis

For dental practices that are more interested in simply assessing their situation there is the FREE Practice Production Potential Analysis. There are a handful of questions the answers to which we run through a computer model to determine at what percentage of potential your practice is producing. A few suggestions for how to effect positive changes are included as well. This is a very good barometer for any dental practice, and we have performed hundreds and hundreds of these at no cost. To go to this form click here.

 

In-Depth Analysis Plan

Should the dentist want a much deeper analysis of his/her practice’s business procedures and value on the market, he/she may choose to engage us for an In-depth Business Analysis. This analysis includes a visit to the practice to collect data and assess the situation first-hand. The product of this analysis is a written document in booklet form that discusses in great detail each and every business aspect of the practice including effectiveness against potential in production, collections, and marketing. In addition, there is a telephone conversation with the dentist concerning the findings and recommendations. Also included is an assessment of the value of the practice in its present state, and an assessment of the doctor’s personal retirement planning, if appropriate. The final section includes recommendations for the owner to improve his business operations where advisable and to raise the overall value of the practice. Dentists who are considering transition issues often find this to be a very valuable way of establishing the facts for prospective partners, buyers, etc.

 

Internal Procedural Audit Plan

Should the dentist want to assess his/her internal systems, procedures, operations, and protocols, he/she may choose to engage us for an Internal Procedural Audit. A trip to the dental office by an appropriately trained Consultant is required. This analysis is geared not toward the financial portion of the business practices but toward how effective and efficient the practice is in each of the five key areas; scheduling, hygiene, finance, teambuilding, and marketing. The product of this audit is a written document in booklet form that discusses each area in detail with specifics concerning these internal operational areas. In addition, there is a telephone conversation with the dentist concerning the findings and recommendations. The final section includes recommendations to the owner for changes or reemphasis in each protocol area to operate more smoothly and effectively. Dentists who are concerned about the operational efficiency of their organizations and areas of concern but who do not want outside assistance to correct any areas of deficiency are likely to be interested in this service whether having just purchased a practice or having managed the practice for many years.

 

Full Service Plan

Many of our clients work with us under our Full Service Plan, which is exactly that. For one year we work with our clients in their offices to accomplish their objectives in their practices. While also working regularly by telephone, fax, and email, our consultants are in the dental office every 4 to 6 weeks. Results with these clients are far in excess to anything else in the industry. (verifiable) This will always include an In-depth Business Analysis, which surveys the business of the dental office and how it is performing. Also, we will always conduct an Internal Procedural Audit to see how we are working together in the five vital protocols. These analyses help the client and us to know where the practice is today, what the potential is for this practice in the future given several scenarios, and where attention should be paid first, as well as thereafter.

By the end of one full year the dental practice will have increased monthly production by at least $10,000 per month, so production will be up by at least $120,000 per year, permanently. Each internal system, procedure, and protocol will be analyzed and fine-tuned where necessary. In addition, there will be written protocols in all areas. Stress will be reduced significantly because everyone will be working as a team rather than many individual performers working from their own version of an unwritten script. Overhead costs will have moderated to 50% – 60% of gross production, or the plan will be in place to accomplish that. (Sometimes, because spending is excessive, this takes longer than one year, but that is a problem in less than 25% of the cases.) In addition, the doctor will have a solid financial plan for eventual retirement in place and active.

 

Continuum – Financial Planning Plan

This is a one year service. Most of our Continuum clients were formerly Full Service Plan clients. This service is meant as a way of assuring that the practice will continue its winning ways and that the doctor is able to continue his personal retirement and financial planning progress. While there is still some limited interaction with the staff, this service consults more directly with the doctor regarding financial planning issues. Once per year the specially-trained Financial Executive will visit with the doctor in the doctor’s office. Also, once per year the doctor will travel to Florida for an annual checkup and planning session on Friday and Saturday morning. In addition, the doctor will receive monthly written reports including full-color graphing of his practices progress as well as his/her personal progress toward financial goals. Also, each month after the report has been received by the doctor there will be a conference call to discuss the details and to determine any new conditions.

 

De Novo Practice Opening Plan

A de novo dental practice is a practice which starts with no patients, and usually no facility or equipment. Our De Novo Practice Opening Plan is a fifteen month service. The service starts three months prior to opening day and continues for the first year. There is no other service that can save the dentist so much money in the beginning by making sure that only the necessary supplies and equipment are acquired. If necessary, this service includes working on business plans for the bank, and meeting with bankers. De novo clients benefit from the right type of pre-opening promotion which also saves dollars in the front. Because the entire practice is established with workable procedures, systems, operational approaches, and protocols there is no inborn inefficiency. The team is hired to perfectly complement the doctor, and there is no over-hiring, saving once again. Clients who engage us from the beginning will double or triple the production in their first year of the average de novo practice. (verifiable) This service will pay for itself by a factor of four in the first year alone, and the second and subsequent years grows from a much higher level, so financial benefits continue for many years. Bankers are much more likely to work with dentists including financing our fee after speaking with us.

 

Scheduling Protocol Plan

Sometimes a dental practice can make enormous strides by modifying the scheduling procedures. Scheduling Protocol consulting is for that purpose. Too often, scheduling is done by filling spots with little or no attention paid to the overall objectives of the practice. This 90-day service includes at least two trips to the practice addressing the scheduling of doctors’ as well as hygiene patients by training individuals, providing scripts, role playing, or whatever other method is necessary to convey the science that is involved in scheduling for maximum production and minimal stress. Starting with the practice goals a protocol is established, written, adopted, and instilled that applies the scientific analysis that is necessary to produce a schedule meeting financial goals while staying within the parameters of an ideal schedule designed by the clinical staff to minimize stress. Some of the biggest conflicts in dental offices arise between those responsible for fulfilling financial scheduling goals and those who must actually produce the dentistry. This conflict is not necessary. Yet, there is more than scheduling. It is necessary to modify actions in order to eliminate cancellations and no-shows…something that is possible without being rude or running off patients. The client on a month-to-month basis can extend this consulting, if helpful.

 

Hygiene Protocol Plan

If the hygiene department is not performing up to satisfaction, it is possible to engage us for Hygiene Protocol consulting. Hygiene drives a dental practice. If hygiene is not performing appropriately, this puts an enormous burden on the doctor’s production, and inevitably practice production will suffer. Hygiene should produce three times the total salary costs for hygienists and any assistants they may use. Anything less than $1,000 per day per hygienist is a sign of underperformance, and in some locations that should be raised by 25% to 50%. This 90-day service including at least three visits to the dental office is designed to dig into the hygiene function of the practice and assist those involved to modify actions and procedures, which are causing the hygiene function not to reach appropriate expectations. Every single area from recall/recare procedures, hygienist compensation, cancellations and no-shows, pre-appointing, etc. are address and modified to a more effective and efficient protocol. The client on a month-to-month basis can extend this consulting, if helpful.

 

Financial Management Protocol Plan

One of the reasons that there is an 83% incidence of embezzlement in dental offices is that the internal procedures involved with handling money are inadequate and not auditable. Even if embezzlement is not an issue, it is essential for every dental office to have a written, understood, and practice system of procedures for handling money in the dental practice. This 90-day service including at least two visits to the dental office will result in a solid, financially sound, failsafe protocol for handling all money issues in the dental practice from properly calculating net productions versus gross production, to fee comparisons, to salary comparisons, etc. In addition, the specially trained Consultant will be able to detect during the initial visit if there have been problems in the office, and if they continue.

 

Teambuilding Protocol Plan

Personnel management and turnover can be the most stressful part of a dentist’s life. Sometimes, this is because there is not a good protocol for teambuilding, team management, and team retention. Teambuilding Protocol consulting includes analyzing and revising Job Descriptions, Policy and Procedure Manuals, compensation, bonus techniques, hiring practices, morale, and all other areas dealing with recruiting, hiring, managing, and even terminating when necessary. This 90-day service will leave the practice with a written protocol for the entire personnel management area. This service will include at least two visits, to interview with each and every staff member to assess their personality match for their particular position as well as within the team, and to conduct a half-day staff cohesiveness and teamwork session. The client on a month-to-month basis can extend this consulting, if helpful.

 

Marketing Protocol Plan

This service is to establish an effective and reasonable plan for maintaining adequate new patient flow of the type patients for which the practice is oriented. An in-depth analysis of each and every step in the internal marketing procedures will be analyzed and fine-tuned where necessary. If external promotion is necessary many layers of approaches will be presented. This is a 90-day service which will require at least two in-office visits. Actual newsletters, ad copy, etc. will be provided during this time. By the end of the 90 days there will be a clear, written plan for practice promotion which will provide the number and type patients needed to grow at the level necessary for the practice. Many clients maintain this service on a month-to-month basis simply for the newsletters, ads, promotional campaigns, etc. which are included.

 

Collections @ 98% Plan

For dental practices that have already ascertained what areas require addressing it is possible to engage our services limited to specific areas. For instance, if collections are not in the 98% range, that is a problem. With our Collections @ 98% consulting we not only assist to improve the internal collection procedures to assure that future collections will be in the 98% range, but we actually call insurance companies and patients to increase the cash flow for the client, immediately. At least one visit in the office is required. This assistance can be particularly helpful for clients who have Accounts Receivable in excess of monthly net production. This service is for three months and can be extended by the client on a month-to-month basis depending upon need. It may be cheaper to engage us for this service than to hire someone to do it in the office. In addition, this is a guaranteed success.


Costs.

There is some variation in our fees based upon the size of the practice and consequently the size of the task. Generally, our fees are more attractive than any other nationally renowned dental practice management firm. Also, we allow monthly payments without the requirement for complicated loan documents. Call us toll free at 844-203-9058 for information on fees. Another approach is to complete the Practice Production Potential Analysis and ask for a quote by email.


References.

We have an almost limitless number of references in most parts of North America, and they are multiplying almost daily. We will supply those in groups of three to dentists, and dentists only, who have undergone the Practice. Production Potential Analysis. Our references are our clients and former clients. It is essential to know what geography and what type of practice requires references. Also, we do not pay for references, but we do forewarn them with the name of the dentist who will be calling them and the approximate timeframe. Our references are not sullied by financial involvement with our company, but we do want to be fair to them. Just contact us, and we can work it out.

© 2015 Professionally Managed Practices
Back to Top