The holidays zoom by so quickly every year! With all the parties and gifts, it's no wonder people find their bank accounts a bit lighter and have their minds on everything except visiting the dentist.
During the holidays, your amazing team is working extra hard to keep the schedule bustling. They're also busy giving friendly reminders to patients about their appointments, even when everyone’s caught up in the holiday spirit.
With that in mind, we've got some strategies to help your practice stay both efficient and productive during this festive season. Here’s to wrapping up the year with a flourish!
Key Takeaways:
- Meet up with your team to coordinate the holiday schedule
- Use automated appointment reminders and promote preventive care
- Expand or adjust your office hours for dental emergencies and busy patients
- Add festive decorations to your office and plan holiday events
- Go paperless and sync your patient data
- Set goals for the new year
- Plan a fun team get-together or party
Coordinate Your Team
Kick off your holiday planning with a staff meeting to chat about schedules. By getting a sense of everyone's availability, you can strike a happy balance between enjoying personal festivities and taking care of your patients. A well-organized schedule will keep both your team and patients grinning from ear to ear.
Avoid Cancellations and No Shows
It's super common for folks to book their appointments months ahead. When the date rolls around, they might forget or get swept up in the holiday hustle and bustle.
To help them out, it's a great idea to give a friendly reminder well in advance. Try reaching out a month before, and then again as the date gets closer.
If someone needs to reschedule, gently emphasize how important their appointment is. This not only encourages them but also shows that your practice truly cares about their oral health.
Automate Appointment Reminders
Reaching out to each patient to confirm their upcoming appointments can take up a lot of time, and let's be honest, nobody enjoys playing voicemail tag.
Most folks appreciate a quick reminder through email, text, or app notification. Automated reminders are a breeze, reaching patients instantly and letting them confirm or reschedule their appointments with just a tap. This way, your team can focus on other important tasks.
Don't forget to check your waiting list for patients who have treatments pending or specific dates in mind. Scheduling software is a handy tool to help you keep track of everyone.
Consider Holiday Hours
Holiday dental emergencies can pop up unexpectedly. By tweaking your hours a bit, you can be there for your patients when they need you most. Plus, adjusting your schedule can help accommodate those with jam-packed holiday plans.
From December through the new year, emergency departments often see a rise in visits due to holiday mishaps. Did you know that about 160 decorating-related injuries happen each day in the U.S. during the festive season? And in 2020, nearly 150,000 toy-related injuries were treated across the country.
Decorate Your Office
Add a dash of holiday cheer to your dental office with some delightful decorations. Consider using neutral colors and inclusive themes. Encourage your team to get creative and bring in their own ornaments. A little bit of tinsel and a sprinkle of joy can really brighten up your dental office.
Host A Themed Event
Hosting special events and promotions is a wonderful way to welcome new patients. You and your team can brainstorm some fun incentives, like offering 20% off a winter dental cleaning. You might also want to connect with local businesses to collaborate on offering coupons or exciting prizes.
Promote Preventive Care
Education is super important, and the holidays are a perfect time to chat about oral health. Be sure to highlight how crucial preventive dental care is and gently remind your patients about their regular check-ups and cleanings. It's also a great opportunity to nudge them about using their dental insurance. Most plans reset at the start of the year, so they should definitely make the most of their preventive care benefits.
Keep Advertising
Promoting your dental practice is something you can do all year round, not just during certain times. The holiday season is a fantastic opportunity to add some festive flair to your advertising, like using snowflakes or cozy fireplaces. Consider a referral discount program. It's a fun way to spread the word about your practice and welcome new patients!
Go Paperless
Some dental offices still stick to pen and paper, and it's totally understandable if the team feels a bit unsure about switching to digital tools. However, the digital options today are super user-friendly. You can easily manage your schedule and calendars online whenever you like. Just imagine all the teamwork and efficiency opportunities waiting for you.
Clean Up Your Patient Data
You may use multiple tools at your practice. This can lead to duplication of data, with the most common being patient contact information. The holiday period could be a good time to clean up your data. If you have both a scheduling and a newsletter application sync them up to ensure you're using the most recent contact information. Alternatively, you can export email addresses into a standardized format. Some scheduling applications also allow you to manage opt-ins, making it even more convenient to use the same database for newsletters.
Plan for the Future
Thinking ahead is super important. The holiday season is a perfect time to gather your team and chat about goals for the new year. A well-thought-out plan can really help keep stress and scheduling hiccups at bay.
As the year comes to a close, take a moment to review your budget and celebrate all the wins. Open and honest communication will make sure everyone’s on the same page, setting the stage for a financially bright new year.
Have Fun
Take the time to encourage a spirit of generosity and connection at your office. This can be in the form of an event, get-together or time away from the office, such as:
- A gift exchange: Organize a fun gift exchange among your team. Set clear, inclusive guidelines that focus on the sentiment rather than the price tag.
- A team event: Plan a holiday party, such as a special lunch or a potluck at the office.
- Relaxing time: You should acknowledge the importance of rest during this special time. Encourage your team to take some well-deserved time off.
For any event you’re planning be sure to include your HR and accountant to narrow down the specifics.
In a nutshell, the holidays are a fantastic time to connect with patients and plan ahead. They're also a wonderful chance to build relationships, share happiness, and create cherished memories. You're not just running an office; you're growing a community. Here's to you and your team having an amazing holiday season!
Want to join the Solstice network? Connect with our dedicated provider relations team for more information about joining our network. You can call 1.877.760.2247 or email providerrelations@solsticebenefits.com.
Already in the Solstice network? Search to see if you're part of the Solstice dental PPO or HMO network. You can also go to https://www.mysolstice.net/ or call us at 1.877.760.2247.
