Do you want your patients to feel confident and cared for and to become raving fans about your practice? Kiera takes listeners through specific steps to help practices refine what their patients go through upon entering to exiting your office.
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Dental A Team listeners. This is Kiera. And today I'm excited for a quick tactical practical tip for you guys that I just think is magical. And I'll start with like a story about it to kind of kick us off. ? Jason and I, we just recently went to Ruth's Chris. We decided we were gonna do a day date and Jason and I, went to the spa. I convinced him to go to the spa. He's not like obsessed about it, but really loved in like the hot tub room that they actually turned on a football game for him. So.
I don't know how the spa gods were on my side that day, but they definitely were. And then we decided to go to Ruth's Chris. And if you guys are familiar with Ruth's Chris, ? it's ? an amazing steakhouse. And ? I noticed when we went in there, there was just a different vibe. And I've been very obsessive about high-end restaurants, reading the book, Unreasonable Hospitality. I think I'm more aware of it. If you guys haven't read that book, I definitely recommend putting that on your book wish list. And what was interesting is,
When we came in, they said, hi, Mr. and Mrs. Dent, great to see you. And they took us back to our table and the waitress was so kind to us. And she said, here's this information. What information do you guys need? There were seat spot for us. The busser came through and was like, we really love working with people like you. You guys just make our life so much easier. They're like, here, let's just box this up for you. You made great choices for you. They had all of our stuff boxed for us. The presentation was beautiful.
They didn't come by and they weren't annoying to us, but they were so genuine to us. And then as we were leaving, they said, thank you, Mr. and Mrs. Dent. And they knew all about us. Okay. So that was one experience. Another experience has been Jason and I were in Bali and we went to the four seasons and I remember if you've been to Bali, you'll understand. Jason and I both got Bali belly. And if you haven't heard mine was, I got it on our flight home. I've never in all my years of flying, knock on wood, I've never once thrown up ever on a plane.
Mine is my flight home that was a nice nine hour flight from Taiwan to San Francisco. And I threw up and had diarrhea the entire freaking time of that flight. I had thrown up about 13 times in two hours and I figured out, if I can make a system for this, like it was hold the vomit bag, go to the bathroom and brush my teeth all at the same time. I realized you can create a system for anything. So that's a little bit beside the point. So I'm here to tell you about great experiences. But at the four seasons, they were top notch. They had an app. They would text us.
When I asked them like, hey, you guys have any medicine? They're like, ? we don't have medicine. Here's the pharmacy. We can get it for you. We'll have it to your room. They had it to our room for us. They brought different things for us because they knew that we were sick. They had a turndown service for us. They paid attention to our likes. Our wants, made sure everything was done every single night for us. It was one of the most incredible experiences. And I think about it, like people are like, Kiera, you traveled all over the world. You've gone to Antarctica. You go to these places. And I'm like, Bali, even though I threw up for eight hours on my flight home.
Bollywood one of my most amazing experiences and I'm like, what was it? Like it was how I felt at Four Seasons. It was how I felt of everybody was so happy for us to be there. They were so grateful for us to be there. People would say hello to us. They knew our names as we walked through. And ? I've just been paying attention to like Ruth's Chris was recent. The Four Seasons was another one. And then I think about other experiences that maybe weren't as great. I think about...
Hotels Jason and I we flew home. We missed a flight coming home from an international flight So we had to snag a hotel the only hotel available for us was a hotel I will not say But it was we'll just say a budget-friendly hotel and I remember we checked in and no one was there They weren't happy to see us. They were annoyed to see us the shuttle. I'm not joking you It was supposed to be there in 15 minutes We waited two hours to get our shuttle and they kept telling us one's on the way one's on the way. They were like you need to call this person By the time we got there our bed was dirty
The bathroom was broken. And I just thought, man, I remember that experience. I don't remember the Four Seasons experience, but which one do I want to go back to? Which one do I tell my friends about? Which one am I like, I threw up and I was so sick from Bali. You guys, would never recommend doing a cooking class internationally. I know exactly what caused our sickness. my gosh. And my stomach like to this day still hurts about it. But yeah, I loved that trip so much because of how I felt. And so that's what I want to go into today of
the patient experience in designing and creating a journey that the patient wants to be a part of and they want to rave about. And I know we've talked about this at several other times ? because it's something where I remember I was at a conference once and they said, Kiera, what people remember is the beginning and the end. They don't really remember the middle. And so in dental practice, it's our beginning. It's our first phone calls and it's the end on how they leave. Yes, they might remember the middle of the procedure, but typically speaking, it's those, those two points in anything like think about a show you go to. You usually remember the beginning.
You remember the end. think about Taylor Swift and I'm like, definitely remember the countdown clock. Like I can remember that. remember everything coming out. Middle, like there was a lot going on and the ending, everybody can remember that. But, and yes, there are still things and that's not to say the middle can't be great, but we want to make sure that it is this experience that people are so obsessed with because we want to help them feel so good. And I think the dental office is such an intimate space. Dentistry is intimate. Everything that we do in dentistry is intimate. And so if we can help patients feel
a certain way and that doesn't mean we have to be perfect, but it does mean that we create a patient experience and a patient journey for them. So for me, even in Dental A Team, it should be that the patient experience, our customer experience is very intentional and not accidental. So we kind of think through it, like what do want our patients to feel? What do we want our patients to say about us? And it's also crazy because you can go look at your reviews right now and see what the patient experience is today.
what you've created maybe not intentionally or intentionally. Just go read it. What is it? For us at Dental A Team, I want people to feel like it's fun. I want it to feel like it's easy. I want people to feel like, my gosh, like they understood me, that they're thinking ahead of where I'm at, that they can guide us and that we are non-judgmental and that you and your team are gonna rise to the next level. Go read our reviews. That's what it is. But that's by intentionality and design. That's our core values. That's what we talk about constantly. It's how we onboard our consultants.
It's how we refine. how we take feedback from clients of if they're not getting it, how can we make this process easier? How can we make it easier for our consultants? How can we give better education? Like what can we do because that's the experience we want them to have. And so, ? this is going to be an episode. If you really want patients to feel like super confident and cared for and to become raving fans for you to where they love the dentist, you have an opportunity to change how people feel about going to the dentist. And I think it's an amazing opportunity if you choose to do it. So
Number one is like, let's think about first impression. Remember, like it's the it's the end caps. And I think if we can even just design those two really, really intentionally, like four seasons and Roos Chris, did you notice in both of those? And this is not on purpose. I just sharing the story. I talked about my entrance and my exit at Bali. We were freaking sick on that last day. And I remember that the most more than anything. Yes, they did the turn down service and that was great. But I didn't talk about our New Year's Eve dinner that we had. I didn't talk about the waiters like none of that.
And as I think back, I'm like, yeah, that was really nice. I remember our first initial and our ending. Same thing with Ruth, Chris, how they entered us and how they exited. I talked about both of those. Go back and rewind. And that was not on purpose, but this even just proves my point that the experiences you remember are those end caps, the beginning and the end. So what is our presence? So number one is how do we answer the phone on the first new patient impression? That's going to be it. I talked about this just recently. If you haven't heard that, go back and listen, but like, how do we greet people? And are we like smiling when we answer? Are we excited or are we like,
Oh my gosh, another freaking phone call, like, hello. Right? I don't know if any of you had a mom who had a mom voice where she's like, Kiera Cherie. And I was like, hello. My mom was like, I didn't do that. I'm like, oh mom, you did. And you had the snap and you'd give me those mom eyes, right? Moms had those two voices. My sister's husband, he was like, my mom used to like snarl at me with her teeth. My mom didn't do the teeth, but we all know like, and I feel like that's how it should be like, we could be busy in the patients, but as soon as that phone rings, I want our front office to feel like.
my gosh, I am so excited to be answering this phone call. We are so excited you're here. Like almost like buddy the elf, like you're so excited. Maybe not that enthusiastic, but like that same sentiment. We are so excited. So we want it to be this like welcoming. We are happy you're here. We're not annoyed that you're here. And that's the very first impression. And then when they come into the practice, this is our next first impression. And if we botch our phone, we oftentimes can make it up on our second, but I will tell you that first phone impression is going to be paramount. So get our best person answering those.
best person and all of our front office team needs to realize when you answer the phone, you go on stage and you like sit up and you smile, even put mirrors up there so they can see themselves. You guys, not a joke. My mom said I was so vain. She gave me a like desk with a mirror and I used to sit there and talk on the phone in front of the mirror. And I was like, why do you do this? And I'm like, mom, like watch how I talk and I look at things and I look at, I practice my smile and it could have been a little vanity. Uh, but I know it's helped me present and be able to speak. And I guarantee you a lot of that mirror training.
is why I'm able to go present on stage today and be able to engage and invoke emotion because I practiced for a long time in the mirror. So having that mirror, having people see how they are, because if I'm sitting down, I'm like, hey guys, welcome to the podcast versus, hey guys, welcome to the podcast. You feel two very different things. And I feel too, I'm like super jazz on the second one. The first one I'm like, cool, I got a freaking podcast today. No, like I'm excited. I'm excited to hang out with you. I'm honored that you share your time with me. So we want it to be, and whatever your experiences, and some doctors you might not be like Kiera level 20.
Well, guess what? My team is Kiera level 20. We want to answer the phone in that level. If you are more like subdued and you're more like spa boutique, your phone needs to answer. Like I would be utterly shocked if I called the spa and they're like, hi, welcome to the spa. I'd be like, whoa, tone it down. Like this is the spa. And that's even Kiera who's excited. The dental office, it's like welcoming and engaging and like, hi, I'm like so excited you called. We're truly going to take great care of you. And I'm really excited to bring you into the practice. Notice I even have a patient voice that's different than my podcast voice, which is different than a spa.
My spa was like, hi, welcome to Serenity Spa. I'm so glad you're here. And I'm Kyra Dent and I'm changing right here, but it's because I feel that. And that's what I want people to experience in our phone and how people walk in is going to be our first step. So we need you to truly train and what is it? And if you haven't built this for your front office team, help them see this is what our, this is what our patient experience is. We want a confident, energetic, calm, whatever it is, first interaction. And we want our
online experience. our website, our scheduling, our messaging, our phone messaging to follow that same experience. So if that's our first impression, they're still filling it. Then they want to make the phone call. And we want to just like reduce any friction. How can I make this easier? I'm going to send you the paperwork. I'm going to schedule you now. I'm going to make sure I get this back in 48 hours. So I've got your appointment confirmed. This is how we're going to work. And I'm also setting clear expectations of we are so excited to have you here. And these are the rules of the game that we play by.
You notice like I even feel myself go into like a confident and welcoming human. That's our first experience. And if you will refine this, you will start to notice you train your patients from day one of we are so happy to have you. This is how we operate. We have you run on time. We have you send in our information. You always confirm your appointments 48 hours ahead of time. And we are so excited to welcome you to our family, whatever it is. listening to our new patient phone calls, experiencing that, putting the mirrors up there.
And then it's a, when the patient comes into the practice, let's make sure that that's an amazing experience too. Is our waiting room area clean? Do we have our front office person? You guys like, it drives me wild when I walk into a practice and it is cluttery with paper. You guys clear that clutter and make it clean. Dental practices need to be sterile. Yes, you can have cutesy stuff, but it still needs to feel clean and sterile. Front office team members, I'm gonna be a little bit hard right now. Do not freaking eat food in the front where patients can see you.
Go to the back. watch it so often. You're just sitting there like you break your crack or anything. No one can see you. They can. They see crumbs. It just feels. People can feel perfection. They can feel cleanliness. They can feel dirtiness. And this isn't me like ripping into you. I bend that person. I used to my snack drawer down there. That's not professional and that shouldn't be in the front office. Get it into the back office. Let's make sure it's clean. You can have all your cups. You can have all the things, but it needs to be clean. It needs to be sterile. It needs to be welcoming and inviting. Think about when you walk into a hotel. It's very inviting. Some
junkie janky and you're like, I don't want to stay here. Some are like, my gosh, this is amazing. Same thing with restaurants. How do we want our patients to feel? Let's make sure that the ambiance feels the same way. Even if your front office is on the phone, you can always welcome and say hi. Like while you're on the phone, I'll be right with you. That way they can feel super welcomed or like, hey, here's an iPad. I'll chat with you. And then as soon as like, Kiera, I'm so happy you're here. Welcome to the practice. Let me grab you a bottle of water. Do you prefer stilled or, or like do you prefer room temperature or chilled?
little small things that does not take a lot of effort, but that sets a very different impression rather than welcome to the practice. Okay. So let's make sure that first impression is very, very important. This is that first end block of the practice and patient experience. It's going to make it radically different for you and your practice. Then on the other side, is it's going to be during the visit? We need to make sure that we're still well oiled because if our front and end of those bookends are good, but the middle is ick.
They're going to actually remember that more than they remember these polished pieces. So the middle doesn't have to be like perfect perfection every time. what? Dentistry runs long. But as often as we can, let's be on time to our patients. Let's make sure that we have really clean handoffs. Let's make sure that when we are presenting our exams doctors that we use that NDTR. What's the next visit? What's the date? What's the time to return and make sure our re-care cleanings are scheduled. Make sure that the patient has that every time. Look me in the eyes. Involve me in that experience of patient, doctor, clinician. We're here.
All right, Kiera, we wanna see you back in two weeks for that crown on the upper right. We're gonna take great care of you. I need about an hour and a half for that. And we'll make sure that sister Susie over here gets you scheduled for your cleaning. What questions do you have for me? I'm really excited to work with you. Great, they know. And I will tell you if doctors will take the little bit of time to be super concise and clear on next steps, next visit, that's what people are remembering. So again, remember, yes, you've got the bookends of the appointment.
but also within the appointment in the chair, they're remembering how you seat them and how you end. Doctors, the essay heard the exam, but they're remembering your anchoring point of your end point. So nail that end point. Clinical team members, remember the end point. I used to try to like make jokes at the beginning and then have a good time at the end because I knew that that's what they were going to remember. Even if the procedure was hard, I still made sure that they had a great experience at the end. And if it was a hard procedure, I'm like, gosh, you did such a good job. I'm really, really proud of you. You did it.
you're gonna have the best results after this, whatever it is, but just make sure that they're clear, especially on exams. There is nothing worse than confusion. Confusion is the enemy of execution. So be crystal clear on where we're headed. And then after that, what we're gonna do is we're gonna let them know like, here's the next visit, here's what's gonna happen, we're gonna move them through it. This way your patients are so crystal clear on what's going on. And then at the end,
We have an amazing experience. So front office team, you're back on the, you're the shining stars. You welcome them in, you talk to them on the phone, and then you're the last impression. So making sure your people who are sitting in those seats recognize their role and their value in this whole experience. So on this, it's a perfect, let's get you scheduled. I make this really easy for them. Beautiful. What questions do you have for me? We say the same thing from what they said in the clinical team to the front office team. Front office has really good notes. So the clinical team just picks it right up.
And we have this in here of a very, very, very good experience at the end. Then if they had a great experience, I asked them for a review and say, Hey, I'd love you to share your experience with us. I can't wait to see you next time. Gosh, you're seriously one of my favorite patients. And I'm so grateful you're a part of our practice. That's not that hard, but what's that patient? You remember, gosh, they loved me when I came in, they loved me when I went out. And what it is, is it's not all these little pieces. It's the experience of how they felt just like me. I didn't tell you all the nuances of Ruth's Chris
I didn't tell you that my steak was amazing. I didn't tell you I had sweet potatoes. None of that. What I did tell you is how I felt at both. And guess what? I could have told you any experience, but I told you what's crazy is even at the spa, the football game was at the end. I didn't even tell you about my massage. I told you about the little thing that stood out to me. And remember, bad things actually could be what your patient's experiencing, even though you think you've got good pieces. If I've got an amazing welcoming, but I've got a jerk of a team member who's rude,
they're gonna remember that, cause that's gonna stand out way shinier than this one. And sometimes my doctor can be amazing, but your front office cannot be the same experience and it feels disjointed. And so you gotta make sure that you're, you have a team that's very similar and that we talk about what is our experience? How do I patients to feel? What are our core values? This is culture, but it's patient experience too. And if we get a whole team rallied around this, you're going to be able to have massive raving fans, but it's done with ease. So doing simple little things. So what I would say is when we have this of,
Let's go through number one, what is our patient experience? How do we want patients to feel? Look at our reviews and see what are they already saying and is that what we want? And if not, let's change it. Then let's make sure our phone calls, our website and our first impression when they come into the practice is dialed in and exactly what we want. Let's make sure are in the middle, pretty dang good. Doctors, you're ending with great exams. Clinical team members were ending with a great experience at the end of the exam. And then we take them up to front office and front office, we shine, we dazzle and we are so grateful to have these patients.
Now, if you're listening as a front office team member, you're like, I absolutely don't want to do that. It might be a wrong seat for you. I'm just going to say that front office team members are on stage. Just like I don't want to put a Disneyland, like someone who absolutely hates greeting guests and like putting them through the ticket counter. If they're like, I hate this job. They're, they're not the person. Cause that patient's going to feel that that guest is going to feel like, ? checking into a hotel. I've got the person who's like, gosh, here you are. This is just a job and you're driving me nuts versus the person like, we are so happy you're here.
Make sure I've got right people in right seats for this experience. And that's critical. They could be the right team member, just the wrong seat. So let's make sure if you're listening to this, that you love this. I truly do. And I know Tiff does, and I know Kristy does, and I know Dana does, Britt actually, she's not the front desk. She doesn't like that guys. So she's not always on the podcast. And if Britt was listening, she'd be like, that's correct. I prefer back scenes. She likes to be there. Shelbi, you've never heard Shelbi on the podcast, cause she's like hard past no Kiera, that's not who I am.
but I've got all my consultants who would be like, yeah, Trish put her on. She'd love it. She'd say to the friend, she'd make everybody her best friend, Monica, Pam. They'd love it. So make sure you've got right people, right seat, and then make sure you really commit to having this incredible patient experience and you can check it. Let's do a monthly review, like do an audit of what are the top things the reviews are saying, have Chat GPT help you. There's easy ways to make sure that what we want of our patient experience is what patients are saying. And if not commit to change, it's how patients feel that they're going to remember more than it's what you say.
And if we can help you guys reach Hello@TheDentalATeam.com. These are the small annoying like cobwebs that make the big difference for patients that we are obsessed about helping you with. So reach out, running a successful practice does not have to be hard and it can be very easy for you. So reach Hello@TheDentalATeam.com. And as always, thanks for listening and I'll catch you next time on the Dental A Team Podcast.