3 Reasons to Leverage Web Analytics as a Dental Practice

How well is your website contributing to your practice goals? Is there someone in your practice gathering information and taking action to improve your web presence? Who in your office has time to check data analytics? How would it benefit your dental practice? 

While there is a learning curve associated with navigating web analytics software, using this such a measurement tool can be very worthwhile for your practice. Once someone in your practice understands the basics of navigating and interpreting the information shown, you can make your marketing strategies and SEO more efficient and cost-effective. 

Web analysis software measures various aspects of your website, such as the number of unique visitors, pages within a website that are popular, and the length of time a visitor spends on a page. Analysis software also often collects data via cookies to form demographic reports about website visitors.  

Office administrators, dentists, or delegated team members can do regular upkeep on website data by using tools such as Google Analytics. Google Analytics is a popular choice because it is free. There are various alternatives to Google Analytics, as well. Once someone knows how to navigate and interpret the information that the data analysis tool collects, it can be a very efficient and worthwhile process for improving the impact of your online presence. Streamlining web keywords and SEO can save your office time when deciphering the presented data. 

If you are interested in using web and data analysis to position your practice for growth, read below to find out three compelling reasons for using these systems in your office. 

1. Pinpoint your prospective patients 

Having web analysis software attached to your website can help you learn more about who is visiting your website. Google Analytics, for instance, gathers demographic information about visitors on your website. In reports, you find out the age, gender, and interests of your visitors. Knowing who visits your website can help you understand where your practice is positioned online, and if you are marketing to your desired demographic.  

2. Have better plans for marketing your practice online 

Understanding which media are effective for your practice allows you to get the most value out of your advertising budget. Analytics software displays detailed reports of how people arrive at your website, how long they stay on a certain webpage, and whether visitors clicked specific buttons on your webpages. Understanding how you acquire website views signals the methods that are effective for your practice. For instance, if you get a lot of direct traffic (meaning people insert your website into their web browser on their own), your print media and other resources are likely effective at directing people to your page. If you acquire a lot of visitors from search engines, however, it may signal that using sponsored ads such as Google AdWords is more effective for your practice. 

Analytics software also allows you to see the breakdown of devices used to view your website. If your website displays strangely on mobile, and majority of your visitors are on your website from a mobile device, you may need to plan to revisit your web design. Seeing how long visitors stay on your webpage also tells a lot about how effective your design is and signals what visitors want to learn from your website by which webpages are most visited.  

3. Web analytics help you evaluate your practice’s online performance 

When you are conducting an evaluation on your practice via SWOT analysisPMBO, or another method, your website’s metrics are a great indicator of how your online presence is doing. Interpreting certain patterns in website visitors can suggest where your strengths and weaknesses are in terms of marketing your practice online. This can also provide useful insight into the techniques your practice utilizes the best from a business perspective. Lastly, the ability to catalogue and document this information into reports is an especially useful tool when measuring online growth and ad efficiency. Spending some time learning data analytics can help your practice if you are looking to get more out of online marketing. 

Video Tutorial: Securely Send Touchless Health History Forms to Patients

This week, we have a new tutorial showcasing one of ABELDent’s newer features.  

Much like our previous video, our new tutorial shows you a new ABELDent CS/LS+ feature that allows you to send touch-free health history forms to patients. Not only does this easy feature help your practice save paper for hundreds of patients, but it also saves time. Once the patient finishes their health history form, they can submit the form which goes directly into their electronic patient chart. Your team does not need to manually insert patient information, which is a downside of using paper charts along with electronic health charts. 

The importance of protected health information 

When your patient receives the email you just sent, they are linked to a webpage that allows them to safely and securely insert their health history information on the form. The link that the patient receives is a one-time use link only, meaning it breaks after its first use. This ensures that your patient’s information is being delivered directly to their chart from the webpage efficiently and securely. 

Additional benefits of online health history forms 

Dental offices moving away from paper-based forms may have patients use tablets or similar devices in the waiting room. Online health history forms allow to patients to fill out the forms anywhere on their smartphone or Internet-enables device.  This minimizes delays in the waiting room and eliminates the risk of having your devices dropped, broken, stolen, or tampered with.  Additionally, online health history forms speed up the practice workflows by automatically entering the information in patient charts.   

Video summary: 

Here are the steps that are outlined in our video tutorial.  

  1. Navigate to the patient’s clinical sidebar
  1. Click the email icon to send an email under “health history” in the clinical sidebar. 
  1. Edit or adjust the text if needed. When you’re ready to go, click “send”. 

We hope you find our new tutorial helpful for learning these new features. We look forward to providing more tutorials and walkthroughs in the coming months.  

4 Tips for Managing Stress as a Dental Provider

September is a time of year full of changes, some of which can be a source of stress for you or your family members as kids go back to school and families transition into new routines that can add uncertainty and stress at the best of times.   

This year, COVID-19 is creating uncertainty and changes in routine. The added stressors on top of your usual workload, as well as the additional precautions that your practice is taking due to the pandemic can add up, leading to eventual burnout. This week, we want to provide some resources for caring for your own health as a dental provider and managing ongoing stress during this busy time.  

Running a dental practice can be stressful on its own, moreso with many providers spending long hours with patients while also responsible for managing new challenges for the practice. The high-stakes environment can also be a source of stress.   

While COVID-19 forces the dental practice to face new challenges, this period may result in changes that eventually lead to an improved practice.  While short term social distancing regulations result in lower patient traffic and reduced income for your practice, it could also encourage adoption of new workflows and automation that, for example, improve patient communication while allowing team members to focus on more productive activities. 

 If your workday prior to the pandemic did not accommodate necessary breaks, a lower patient load may be an opportunity to rethink practices workflows and provide time to try new things.  This brings us to our first point, which is: 

1. Find a balance that works for you 

Each practice has its own priorities, routines, and workflows. Some ideas for stress reduction may not be viable for your office. Determining whether an idea fits your personal and practice objectives is an essential factor in whether you will see it through and achieve the desired results. In addition to finding solutions that work for your practice, it is important to find the right balance for your time in and outside of the office. Making time in your day in between appointments to eat, replenish, and rest not only maintains your wellness but also may result in better-quality care given.   

2. Make time for movement 

While it may seem like you are running around a lot during the day between operatories, the average dental professional’s day is usually more sedentary than one might think. Along with making time for necessary breaks during the day, making sure you are stretching, moving, or getting some form of exercise will help improve your wellbeing while simultaneously minimizing stress.  

3. When in doubt, reach out 

If you are finding that it’s hard to keep your stress levels under control, there are many services that you can take advantage of, especially with the movement to online meetings and telehealth. Setting up an appointment with a counselor, doctor, life coach or even just a friend can help you with establishing habits that minimize stress levels. There is nothing to lose by looking for a different perspective, and it may provide a sense of relief. 

4. A team is more than a group of individuals

While everyone on your team may experience challenges in new priorities and routines, all team members may not be impacted to the same degree.  There may be opportunities to temporarily shift responsibilities between team members in order to make the most of the varying skills and capacity of all team members.  In some cases, these changes may uncover new capabilities and help to unlock hidden potential in your practice.  If the new challenges and priorities are shared with team members, you may find solutions that allow everyone to be their best.          

How Patient Alerts Simplify Your Day

Running a dental practice is far from formulaic. Patient needs vary from person to person, which sometimes presents barriers. Language barriers, for example, are common issues that dental teams need to address for a portion of patients. Ensuring that you have the necessary tools and resources to communicate with your patients effectively is crucial. Having solutions prepared ahead of time limits stress for both parties and allows for a more rewarding experience for both your team and your patients.  

The reality of running a dental practice is that individual needs must be addressed by the team. Some patients require certain settings or protocols that other patients might not need. With many patients coming in per day, it is important to have a quick and obvious identifier for any patients that have specific needs for the team to prepare for.  

Our new video shows you how your office can use one of our newer features, ‘patient alerts’ to bring these special needs to your attention. Patient alerts show symbols that indicate a patient’s specific condition or need. Your team can quickly glance at the screen and identify existing conditions or special issues that require more hands, extra attention, or additional prep time.  

The video also demonstrates how you can add in patient alerts for patients who may have developed a special condition, for example, an allergy, or a medical condition. Another example that shows this tool’s practicality is if your practice treats a patient who is very anxious or apprehensive, you can add a note in their patient record which can quickly be viewed by hovering over the symbol that you added to their chart. This way, when anyone on your team notices that the patient has an assistance symbol, the team member can quickly adjust to fit the patient’s needs, rather than going into a situation blindly. 

As always, we hope you enjoy our video about patient alerts. We look forward to continually providing you with valuable information to help you better use ABELDent’s features. If you have any questions or would like us to make a tutorial about a specific topic, please let us know.  

Getting Back on Your Feet: Optimize Review Management Software for Effortless Feedback

In March 2020, popular review websites, including Google and Yelp, temporarily disabled business reviews to avoid misconceptions and bad reviews due to COVID-19 spreading in North America. While this measure did not last long, it reinforced the impact that public reviews have on small businesses such as dental practices. 

We have discussed the prevalence of reviews for dental practices before. Online reviews and public ratings of your practice are a significant factor for appealing to prospective patients. Learning about your patients’ perspectives also help your team improve their social skills and treatment quality by providing an opportunity for more empathy and understanding, which, in turn, may alleviate patient anxieties. On top of using reviews to improve patient experiences, reviews are an excellent resource when establishing your practice’s KPIs. Understanding patient perceptions can often be just as insightful as numerical data.  

Reviews are just as important as ever, but dental providers and their teams do not have much time to focus on reputation management. Catching up on dental treatments has taken the forefront for thousands of offices where patients are months behind their due dates for hygiene, restorations, and various other procedures. Having a review management system in place works in the background while your team focuses on providing outstanding treatment. Having a review manager is generally simple to maintain, especially if incorporated directly into your practice management software.  

How does review management software work? 

There are different processes for different review management systems. Typically, emails or texts prompt patients to select a pre-made rating (for instance, a thumbs up/thumbs down option) or ask patients to click a button, leading them to a web page where they can leave their review. Webpage reviews allow for more in-depth reviews but may result in fewer responses. 

Once you have your software set up to fit your office’s unique needs, you can send a follow-up email or text message to patients that you have treated on a specific day. Sending same-day emails and texts is typically the best course of action because the experience is still fresh in your patient’s mind. The email messages invite patients to navigate to a page where they can rate their experience at your clinic. 

Positive reviews result in encouragement to post online, such as to Google Business or Yelp. Negative or neutral feedback encourages the patient to reach out to your office by leaving a comment or calling your office instead of posting a harsh review. Your team can personally reach out to any ratings that are not positive, allowing the patient to feel heard. Personalized responses to bad reviews also provide an excellent opportunity to evaluate which aspects your practice may require improvement.  

If you are interested in ABELDent’s review management software, feel free to reach out to get in control of your practice’s online reputation.  

How to Effectively Insert Insurance Bulk Payments

This week, we are bringing a new video tutorial to the table for you.  

Tracking finances can be tedious sometimes, but having the right practice management system in place may alleviate some of the stress. In our new video, we address some common issues that can impact the entry of bulk insurance payments. These include receiving an unexpected amount, the consolidation of carriers leading to payments arriving from an unexpected source, and complications arising from mistaken information. This video discusses how recent changes in ABELDent CS and LS+ allow you to work around those issues in order to accurately and efficiently enter your bulk payments. 

We hope you find our videos insightful for utilizing ABELDent in your dental practice. If you have any feedback or want us to talk about any specific topics, feel free to reach out to our team by leaving a comment. 

Why You Should Keep Track of Your Practice’s Performance

Business decisions are a part of daily life for dental professionals. Whether you are a provider and owner, or you have a different role in a practice, you have an impact on and are impacted by the practice’s business decisions.   

COVID-19 brought economic stress to most industries, including dentistry.  While most practices in Canada are open to some extent, whether to see emergency patients or to offer a wider variety of services, it will be some time before things are “back to normal”.    

As your practice gets back on its feet, it’s as important as ever remember the words of management thinker Peter Drucker, who said “you can’t manage what you can’t measure”.  While the business environment will improve as the negative impacts of COVID-19 subside, some practices will recover more quickly, in part by measuring their practice performance and finding opportunities to improve at all stages of the recovery.   

Key Performance Indicators (abbreviated as KPIs) are measure the most important indicators of practice success.  During this unusual time, it might be beneficial to look at the KPIs you measure to ensure that they are well suited to your needs in the coming months.  For example, tracking the potential for non-essential treatment may help you to determine how quickly to add hygiene hours to your schedule.    

In late 2019, we discussed three options for measuring KPIs for your dental practice by generating reports. The three methods included using Microsoft tools such as Word, Excel, and Power BI, and also doing it manually by extracting key information from standard reports. If you use our practice management software, we have a solution that doesn’t require third-party software. 

ABELDent Insights is an upcoming integrated data measurement tool from ABELDent that generates viewable statistics based on ABELDent data. Viewing the KPIs and data trends in ABELDent Insights can help ABELDent users to determine their practice’s strengths, weaknesses and progress toward goals. Measuring these critical success factors helps practices to know what is working, and to plan adjustments where there is an opportunity for improvement.    

ABELDent Insights provides simple displays simple infographics on such measures as production, including often-used KPIs such as the ratio of production generated by dentists compared to hygiene providers. ABELDent Insights also shows scheduler downtime, including statistics regarding no-shows, cancellations, and inactive patients. This can help to identify which days or times are hard to fill in order to adjust provider hours or try to fill those gaps.

Once you have identified your practice’s KPIs, you can work towards finding solutions that are feasible for your practice, and ideal for your team and your patients. Maybe a provider needs to focus on taking on a few more patients, or perhaps some inactive patients need to be contacted for their hygiene appointments. Regardless of what your practice’s needs are, there is a huge benefit to knowing your areas for improvement, as well as knowing what your office does well. 

3 Ways to Increase Positivity in Your Practice

In past blog posts, we pointed out the power in maintaining a positive work environment in your dental practice. This week, we want to revisit this conversation from a different angle to discuss the impact that fostering a positive attitude in your practice has on your team and your patients. 

Various dental blogs have written about the importance of a positive work environment for everyone involved with your practice. Your team’s work satisfaction is as important as your patients’ experience at your clinic. Team members who are enthusiastic about their work are reported to be more productive than those with low morale at work. Maintaining a positive environment may seem difficult, especially in these challenging times, but here are a few tips to help you foster a positive attitude at your dental office.

Make any new hires in the team’s best interest

Janette Whisenhunt, RDH, writes in an article that attitude is often more valuable than hard skills when it comes to building a dental team. To elaborate, she writes that soft skills such as punctuality, friendliness, and professionalism are harder to teach than the hard skills that the job requires. Whisenhunt explains that a positive vibe in your office nurtures a productive team. It only takes a few negative mindsets to bring your team’s energy down. To counteract this, instil core values in your employees that cultivate a team attitude of working towards a common goal. For instance, prioritize patient experience so that your team is focused on their soft social skills alongside their hard skills.

Oftentimes, if your team has a certain dynamic in place, it is best to evaluate new hires based on how well they will work alongside the team. This changes in relevancy, however, if your clinic needs an experienced professional to lead the team or add quality to your office.

Provide positive feedback and incentives

Everyone likes being told that they do a good job. Nearly every worker in the world experiences some level of stress while doing their job. Positively reinforcing your employees has proven to be far more effective than negatively addressing undesirable behaviours. Letting your employees know when they do a good job alleviates some of the stress that comes with their personal and professional lives. Incentivizing the workplace is also another great way to increase positivity, whether it is done by implementing a benefits package for your workers or providing other incentives.

Be mindful of patient perceptions and prioritize patient care

If your office has a negative atmosphere, your patients will notice. Patients pay attention to long wait times, disorganized or flustered employees, and tension between others. In the operatory, your patients want to feel secure and safe. Ensuring the patient has a positive experience with the best possible outcome is an essential piece in building trust with patients. Training your team to treat this as a primary goal of your practice serves as a motivator when team members are having a hard time maintaining a positive environment. Additionally, a reassuring and comfortable environment, accompanied by confident and happy team members, leaves a lasting impression on your patients and encourages patient retention. Overall, it is important to strive to maintain a positive atmosphere in your dental clinic. We recognize that challenges come up with team members, and even large-scale issues affect our morale at work. Upholding your practice’s core values, mindfully hiring your team members, providing regular positive feedback and incentives, and prioritizing patient care all contribute to your office’s positive environment, and benefit everyone involved with your practice.

Video Tutorials Part II: Quick Scheduling Tool

A month ago, our team posted our first video to our new video tutorial series. If you missed the video, you can see it here. The first tutorial covered ABELDent’s clinical sidebar, which is a feature included in the new updated version of the software. Our video tutorials show you how you can use these new features everyday in your office to make managing your dental practice easier than before. 

Our new video focuses on our quick scheduling tool, which hygienists and receptionists can use to quickly find openings for patients. This feature allows you to quickly find an opening based on the patient’s next due date, as shown in the video. 

This feature is particularly useful for scheduling routine appointments ahead of time, and only takes a minute to find the next time/day for the patient. Using these new features allows dentists, dental assistants, hygienists, and receptionists to have extra time to focus on providing the best possible care to patients and improving patient relationships.  

If you are interested in what is demonstrated in the video and want to learn more, feel free to contact us for additional questions or a demo. Our team is working from home, but we are still available 24/7 for any inquiries you may have. 

ABELDent’s Exciting New Features: Video Tutorials

Last week’s blog post addressed the downtime caused by the COVID-19 crisis and the ways that dentists can keep themselves preoccupied, even though all routine services are postponed. In the blog post, we encourage dental professionals to utilize online classes now that they have some more time to benefit from additional learning.  

In line with this theme, we are publishing a miniseries for ABELDent users to learn about the new features that our software has, as well as prepare for future upgrades. In these videos, we will show you the features in action, as well as provide some examples for your benefit. 

Many of the new features will make your day-to-day life easier in your practice. Having a strong understanding of these new features will help you in making the most of your dental software, and in turn, providing the best quality of care for your patients.  

The first video of our miniseries covers the clinical sidebar. The clinical sidebar’s purpose is to minimize clicking and scrolling while your patient is in your operatory. You can easily access the important information that you need before starting any treatment by simply glancing at your patient’s chart. 

The Clinical Sidebar 

The clinical sidebar is not restricted to the patient’s chart. You can also see it for each individual patient when checking daily appointments. This allows you and your staff to adequately prepare for any cases that require more attention than others, or just to have a headstart on the day to increase confidence.  

Another option the sidebar provides is quick and simple health updates. You can pre-program your common health conditions and medications into ABELDent and then quickly select what you need when updating your patient’s health history. You can even have your patient do an updated health form, completely paperless, signature included. 

The clinical sidebar offers various possibilities for your practice and streamlines the process of updating and checking patient health information.