Dental A-Team is all about case acceptance. In this episode, Kiera shares how a practice can double its case acceptance in one month (or even one day! She has receipts!). She gives five tactical tips practices can apply today to refine that acceptance and start upping that percentage of “yes.”
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Transcript:
Kiera Dent- Dental A Team (00:00)
Hello, Dental A Team listeners. This is Kiera and today is a great day. I hope that you're loving it and I hope that you remember just as a quick little motivational thought for you that what's right is just as available as what's wrong. And I think so often we're looking at what's wrong in my life and why isn't this working versus thinking what's going well, what's right in the world, what's what's and I'm not saying to
belittle, miss sunshine and not see all the things that are really going on. But I do think that what we focus on, we attract and we achieve more of. so practices that are high performing practices that really have great cultures, they're looking for what's right in this world. They're looking for the good, the positive, they're building that. But that does not mean that they're not seeing the things that need to be impacted and fixed. And so I just really want you to, to think about that today as we as we tackle a fun topic, and that's about case acceptance. And if you know me, you know that I'm obsessed about case acceptance and
Today we're gonna go through how to double your case acceptance in 30 days or even just one day. And it's really true. I've done this multiple times. We've taken practices from 50 % case acceptance to 100 % in one day. I have some practices, they know who they are, they listen to the podcast, shout out to them, where we coach their treatment coordinators. And we've been doing this for several years and we've added multiple millions to their practices. We're not quite to the billions, no pressure team. I know you guys like a good challenge, ? but genuinely, and it's through helping.
just people have better lives. And I think about case acceptance and people are like, but you know, case acceptance, Kiera, it's about like money or it's this objection. And I just want to say that realistically, most treatment coordinators, what happens is we accidentally plant weeds in our flower gardens, aka objections in our case acceptance, unintentionally. And I can have the exact same patient, exact same scenario, different treatment coordinator, different result. And so what I found, and this is why I love this, this is where I got my start.
You guys know that I'm obsessed with helping patients and teams and dentists just have their best lives possible. And so really just giving you guys some tips on how we can do this, how you can boost your case acceptance. And these are tactical ways. So like take the recipe today, take this in, apply it. But what I want to say is I believe that case acceptance is a journey and it's not an overnight sensation. And these practices I alluded to, again, they are some of my favorite clients to work with. The team is amazing. They show up, they have grit.
and they recognize that it is always a next level to improve. And so that's why we work together because we are like, I've trained them for years and yet they keep coming back and we keep refining and we keep going to the next level and we keep improving because there's always a next level within case acceptance. And I think when you recognize that and you see that you can actually be an even stronger treatment coordinator. you guys know, Dental A Team, we are obsessed with making your life better. We love to work with doctors and teams. We love to
do it virtually or in person with you and to possibly influence and impact the world of dentistry in the greatest way possible. So I'm so glad you're here on the podcast with us. If you love our podcast, please be sure to like, subscribe, share this with people, leave us a review. I do personally read those reviews and I'm so thankful for you guys. I'm thankful for this community. I'm thankful for ? the, I think just the lives that have been changed. I love meeting you in real life. I love hearing from you in emails. I love.
this community of people. I just love people in general. And so I hope that you know that I just truly love and adore you and I hope that you feel that and if I was in person, I'd give you a giant hug today and tell you that I know you're doing better than you think you are. And they're simple tips. ? I can speak very confidently to case acceptance. I was speaking to a candidate that I'm interviewing and there was this there was this humble confidence about them where
They didn't have to prove anything to me on the interview. was like, Kiera, I've done this. I've done this many times. It's like, I know how to get the winning championship and it's not hard. And I don't say this egotistically. I will say that I do know how to get case acceptance boosted and our team knows how to do this. And I think this is one of the greatest services you can give your patients is helping them say yes to dentistry that's necessary. And so I hope that you feel that what I'm teaching you today comes from very strong.
Experience is not just theories and ideas, but genuinely been there done that done it successfully and I'm here to share that with you So a couple of things is number one. I'm really big on when we are working with this So first steps first I work hard on making sure that we have the right mindset I say mindsets everything So if you think a patient is gonna say no to you You're gonna make yourself correct if you say a patient is gonna say yes to you You're going to make yourself correct. So whichever one it is and to me. I'm like both of those are free
Thoughts are free, words are free. Let's pick the ones that serve us. And I'm going to choose the one of everybody says yes to me. I even have doctors that text me and they're like, remember Kiera how you say this? And I'm like, I genuinely believe it. It's because I believe in my doctors. I believe in what we're doing. And I believe that patients deserve to have the best dental treatment and new doctors and new teams are the ones who are going to give it to them. So I'm not going to let this patient leave me just like I'm not going to let somebody who's looking for a great consultant.
Leave me, I know we are the best freaking consulting company you could ever have. So if you wanna have the best consultant, call me, call our team, let's work with you because you're going to see results and that's what I'm about. So with your office, same thing, you should have that same level of confidence in your practice. You should be able to say, I want these patients, I'm going to help these patients. Now that doesn't mean I take on their problems, but I do believe that mindset is 80 % of the game of case acceptance. So that's step one is we gotta start with that. Doctors, when you walk into the room, I wanna when you put your foot on that threshold, walking in to do an exam,
You come into doctor 2.0, whomever it is, like patients say yes to you. Your job is to give them a very clear diagnosis and to be able to guide them into correct decisions. Words create worlds. What world am I creating for our patients? What am I doing for our patients? Am I helping them see like this is easy to say yes or am I making it so confusing and hard with multiple options? Doctors, I'm calling you out on this. I know you wanna explain everything. You're freaking brilliant, but sometimes that's called confusion. And that makes a patient not wanna say yes to you.
Complexity is the enemy of execution. I'll say that again. Complexity is the enemy of execution. So if you don't have clarity and you don't drive people with clean, concise routes, you can give them the options, but let's talk about, do they want fixed or removable? You've got to be very clear and you've got to be very confident when you deliver. Patients are buying your confidence. So number one, I want you to 1,000 % change your mindset. I don't care what you got to do, who you've got to be, but you've got to start with a correct mindset. And if you will do that, your case acceptance will automatically just with that one thing,
go up and that's between treatment coordinators, team members and dentists. All of us patients love us. They want to say yes to us and we have a moral obligation to help them. Number two, I'm really big on you guys know we have this where we're going to have doctors having great presentations. So I talk a lot about ? child Dini's principles of persuasion and whether you like those or not, that's fine. Words are free. Options are free. Thoughts are free. Take them if you want them and I'm obsessed with this because if I can get a patient in the mindset of saying yes to me,
I've already teed them up into that confidence space. So I recommend doctors when you lean the patient back, you say, can I lean you back? They will say yes. Can I do an exam? They will say yes. This is helping them prime and we're priming them to get them into the mindset to say yes to you. Really, really, really important. And I know you don't want to do this, but guess what? It's very easy. So we have the mindset already there. Then we get them to be saying yes to us. Be very careful treatment coordinators. This does not always apply to you because the last thing I want you to do is do you want to get treatment scheduled? We are not leading them to answers with no.
We are only leading to answers of yes. So if you're going to use a yes or a no, you've got to make sure it's gonna lead to a yes. I do not want you planting them with nos. You've gotta be very careful with this. Then step three is going to be, we do comprehensive exams and we wrap it with the NDTR. You guys have heard me preach about this. This was made up in a practice, I don't know, 10 years ago. Shout out to ? my Tucson practice. I know you listened to this. It was your office because your office manager didn't wanna use a route slip.
So I made up this acronym that has stuck with us for years and it's become one of the bread and butter of dentistry that I use. And I will tell you, you put this into place, you're going to add multiples to your practice. We call it the NDTR, next visit, date, time, re-care. You get those items, you put it in a nice pretty bow, doctors, you do a comprehensive exam, you make sure you don't have too many of them being crazy. Like get them into pretty much where they're onto one solution. If you are my mom or my grandma or my dad or my brother or my sister, whatever it is.
This is what I would recommend for you. If cost wasn't an option, what would you select? You can ask them, what's the most important thing to you? Cosmetic function, cost or longevity. There are ways you can tee people up and then you can guide conversations into exactly what they want. This takes finesse, this takes practice, but ultimately we're after results, we're after the W, we're after helping the most amount of freaking patients that we can, all right? So for you, if you want the W, to me, case acceptance, the way we win is by helping more patients say yes.
If you're a great doctor, I want patients saying yes to you. If you're not a great doctor, I want you to become a great doctor so more patients can say yes to you. That's where we're at. So we've got to wrap our pretty little treatment plan up with the next visit. It's clear. What is our exact next visit? Kiera, I want to see you back for the crown in the upper right. I want to see you back in two weeks. That's the date. And I need about an hour and a half of that. Please, for the love of everything, this is step whatever. I don't know. I think this is step three for you. But I want you to make sure it's very clear and concise because
Complexity is the enemy of execution. If they're walking up of like, don't even know what treatment I'm coming back for. I don't know what I need to come. A crown is gonna take me all day. I can't do that. Your patient is subconsciously planting objections and why they can't say yes to this. But if you eliminate those, like we're clearing the fog, it's very easy. I just need to see you back in two weeks. I need to see you for an hour and a half and we're gonna take care of that crown for you in the upper right and the fillings. Or we're gonna do implants, whatever it is, I don't care.
or like, hey, we're gonna see you in three visits. We're gonna start with the upper right. We're gonna take care of that. Then we're gonna go and do your SRP. And then we're gonna finalize with all the rest of the fillings. I don't care, but make it so clear and simple for them. They don't need it all. And I know we sometimes go, this is where we go from clinical jargon to patient simplicity. Make it simple. When I go in and I'm trying, I remember I was at the van store and this girl was like, so do you want a bag? And I was like, no. Do you want this? Do you want that? Do you want this? I'm like, just like I'm done.
You guys mean far too many questions. I don't even want to come back and talk to you. Like keep it. I don't even want to buy it. And I think we often forget that our patients, while we're trying to educate and explain, and there is a line of that, this isn't their passion. And I say that with the most amount of like love, like, know, I know you care about this so much, but they don't. What they care about is, are you the right person? And how are you going to get me healthy and confident? Now they might have questions that they need answers to. That's okay. But for the bulk, people want to know.
Where am I at? Why does this need to get done? And what are my steps to get it fixed? I was at the jeweler the other day and like, my gosh, it was like, you have these chips, you've got this, you've got this warranty. And I just, I didn't do anything because it was too much. I don't care about jewelry and chips and this like, is my diamond going to fall out or not? And what do I need to do to prevent that? And then they were like, well, it's this amount. And I was like, okay. But the ring didn't even cost me that much to begin with.
So you've got to make sure that it really makes sense to patients in the simplicity. So confidence, number one, you've got that. Words create worlds, you're gonna walk in there. Number two, we're gonna tee them up with giving the yeses. Number three, we're gonna give a very simple NDTR, give it to the patient, make sure it's clear and concise, what is the very next step. It's very clear, very simple for them to go through. And then we take them up to the front office and every person, if they follow this, we use route slips, we have handoffs, I don't care, you can have a virtual.
hand off, I don't care, you can type it in, but we need next visit date, time, so we're all saying the exact same thing. So this patient knows my goal for every practice is that that patient leaves the operatory, walks to the front office, which they should not do, but the visual is there that they walk up and like, hey, Kiera, Dr. Smith wants to see me back in two weeks for a crown and it needs an hour and a half for that. If it is that clear, and I need to schedule my cleaning with Sarah. Do you think that patient's bought in? The answer is yes.
You've already got them like 90 % of the way. Now all we've got to do is deal with finances. Like that's truly it. And sometimes that's not even the issue, but we need to make sure that we have that. Now, step four is schedule first. Put the emphasis and the priority on the schedule. People are like, so we got to do the crowds. It's going to be this amount. No, why are we talking money first? Dentist diagnosed it. We need to get this treatment done.
Why are we sitting here wondering if money is the issue or not? It's not, let's get the treatment done. Let's assume they want to do treatment. Remember, everybody says yes to Why would they the dentist if they don't want to get treatment done? They are here because they want to get their mouth healthy. They don't come here because they're like, well, I'm not gonna do anything with it. I went to the jeweler because I wanted my ring fixed. They made it so hard, I walked out of there because it was too hard for me. If they would have said, Kiera, perfect, your two choices are, we can either do it on warranty and this is how much it is, or if you don't, this is how much the total is.
If they would have just said it that simply for me, I would have probably fixed my ring. But it was all this nonsense that I walked out. So think about your patients the same way. So schedule first, that is our next step. Hey, perfect, so Dr. Smith wants to see you. He wants to see you back in two weeks. You're like, care of my schedule is so booked. Fine, when your schedule and my schedule align, please stop making objections for things that are simple. I need you to get out of your own way on case acceptance.
You sit there and over explain, give too many options, don't think it's good to give them urgency, cause you're like, well, the two is not gonna break. I hear you. But what you're lacking is they're gonna leave your practice, go to Costco, be thinking about cereal and the kids and dance. This is the time that they're dedicating to themselves to get their dentistry done. Be respectful of their time and make them a raving freaking fan. Make it so easy for them. I think about Disney. Disney makes it so easy for me to spend money with them.
It's a mobile app. I don't have to go stand in lines. I have this, I have that. They make it so easy for me to say yes. And my question to you is, are you making it easy for your patients to say yes to you or are you making it so hard that they don't want to? Are you making them so confused? They're like, I don't even know what just happened. With IVF, do you know how many words they talked to me about that I don't even know? But it was like, Kiera, this is your next step. This is the total of how much you'll pay and here are financing options if you need them. Now, the only reason I use that as an example,
is because IVF is about $50,000 per treatment. Just like you're all on excess cases, that is the appropriate time to talk about financing there because not everybody has 50 grand just sitting there, just like in that. But most people usually are okay with one to two to three to five to 10,000 even. Not all the time, and I'm not saying that, but be careful that then with treatment coordinate, and this is the fifth step, is we need to make sure that when we're presenting treatment, we don't assume that it's money. We don't assume it's all these things. It's not, it's your confidence in how you're saying it.
Schedule first, talk money second. Now when we're talking money, we go into it and they're like, but what's it gonna cost? No problem, I'm go over that. You're gonna be super confident. We're gonna make sure we take care of all that. Dr. Smith's super busy and I wanna make sure I reserve that time for you. I have Monday or Wednesday, which works best for you. Control the conversation, make it very simple for them. Make it very, very easy for them. Then after that, what we're gonna do is we present the totals. Here's the total amount. Here's the estimated insurance amount. This'll be your total when I see you on Wednesday.
What questions do you have for me? I want you to be super confident moving forward. I say super confident moving forward. I am guiding them. I am saying what I want them to do. This is all words again are free. Use them. I believe that this patient deserves it the best dentistry and I wanna make it as easy as possible. There was no pressure on it. There was nothing. It is very, very simple. I've told you what you need. We've got you scheduled. Here's the total. What questions do you have? Some people will be like, let's talk about financing.
Absolutely, we've got financing. Do you have savings or do you want to talk about third party financing? I'm not just throwing out my Rolodex because what happens is, and I did this, we were buying bikes. My husband and I were buying bikes back in COVID. And I remember they were like, ? and or you could do this like thing and you won't have any interest. My husband and had the money. We would have paid right then and there, but because they would not stop talking and assume we weren't going to say yes,
They offered financing. And I know a lot of people fight me in the industry on this and like, no, Kiera, you should offer financing. Like that's the way of the world. I am really pro simple equates results. And if I can have simple things, I'm going to get a lot more yeses. So treatment coordination, we're going to have financial options. Make sure you have it. We want to have them immediately. We want to be really, really solid with this. We are going to present all of our treatment there. And then if they are not on a yes, I go past it two times.
If they're still not a yes, I'm gonna follow up with them in two days, two weeks, two months. Follow-up matters. You have got to follow up on this. We need to check in with them. People get busy, they've got questions. Love them. Do this out of love, not obligation. And that might be like my best line for you. Do everything with case acceptance out of love. I told the team the other day, I just imagine when a patient sits with me, I'm giving them a warm hug. And it's like, not an actual one. Please don't get weird. But like, how can I make you...
feel like you are the most important, incredible human being sitting right in front of me and I'm gonna help you get the best dentistry possible and I'm gonna make your day just a little bit better because you happen to be in my world today. That's the direction to come from. Doctors, that's the direction to come from when you're doing your case presentation. Hygienist, this is how we tee it up to our doctors. These are simple little steps and I promise you, if you will do these items, your case acceptance will flourish. If you choose to pick and choose like this as a buffet, it won't grow. It is all of these steps.
consistently every time when we look at the results, we review the results, we see how are we doing and we refine. Case acceptance is about refinement, it's not about perfection. Where am I having that one or two words where I just need to do that, just change it a little bit, what needs to happen? And I promise you, you're going to get it. So if you want help with this or you wanna be like the team where we're adding multiple millions, please, please, please join us. Reach out, Hello@TheDentalATeam.com. But you, your practice and your team.
deserve to have the best case acceptance. You deserve to have patients that love you, that wanna work with you. This is what it's about. They love you. So let them work with you. Make it easy to work with you. Progress over perfection is where it's at. And I am obsessed with this. Just think about it. People are like, well consulting, can cost so much. And I say, if I helped you get one or two more cases closed every single month, we'd pay for ourselves. And you have a fairy godmother on your team.
And you have somebody you can talk to about finances and you have somebody who grows your team and you have somebody who's going to help you with the business side of it. And you're going to have somebody who's way freaking smart in dentistry. And you're going to be able to have access to our entire group. And you're going to be able to come to a mastermind. Like why not? It is that simple. And this is what we do. And this is how we pay for our consulting. Plus give you your life back, plus help you with your patients and make your life incredible. So reach out. Hello@TheDentalATeam.com. And as always, thanks for listening. I'll catch you next time on the Dental A Team podcast.