Episode : THIS is the 2025 Difference-Maker For Practices

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Tiff and Dana perform a practice autopsy of sorts — one of Dana’s star students, and what’s been put in place to help them thrive. The two discuss key systems, metrics, leadership, and how to stay committed to all of it.

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The Dental A Team (00:01)

Hello Dental A Team listeners. We are back live today it feels like you know it's so weird Dana to still be like on video it still weirds me out but whatever we don't do as many as Miss Cara Dutt does. So we are here today to chat with you guys we are so excited I've got Dana here and I have just like

shocked her with reality today that I actually I want to hear about one of her incredible offices that she's been working with. And before we dive in, I want you guys to just know that we love what we do. We love helping you guys. We love consulting. We love helping you guys when you're not actually clients yet. And we want you to know that we're always here for you guys. Reach out.

Hello@TheDentalATeam.com. always here. Our social medias. Dana, she does this incredible video, live video. I think it's live. I don't even know anymore. On Mondays, it used to be Fridays, it used to be Donuts with Dana. Now it's Motivational Monday or something to that effect. you guys, legitimately Dana is there, just like ready to answer questions. She takes ideas. So if there's things you guys are working on or...

things you guys are trying to work through, send them in to us. Dana's always looking for more ideas on hot topics. We take them from things that we're talking to practices about and then what we're implementing so that you guys always have the best, most useful information, but we love suggestions. Same as topics for these suckers. We're always looking for suggestions for these and if you're not a part of our newsletter crew yet, you better go subscribe because we've got a ton of newsletters that come out as well. all the ways that you guys can reach out to us. If you're clients, guys, gosh, I don't, Dana, I don't even.

I don't even get suggestions from my clients on things they want to hear from us. And my clients, and I know yours do too, they listen to all of these suckers. So all of my clients out there, all Dana's clients out there, thank you for listening. But hey guys, we're here for the suggestions. We're just always thinking of everything. Dana, do you ever get suggestions?

Dana (01:54)

No, no, ⁓ no, I get asked about what we're going to talk about today

The Dental A Team (01:58)

Yeah, I was

like, as I'm sitting here like asking a whole slew of people for suggestions, I'm like, hey, I've got a handful of people out there that aren't even suggesting. So I need to be, I need to be more open about that. But today, I'm really excited to hear about this. Dana has been working her tail off with all of her practices. She works really, really hard. Dana, you are the grit to the fullest in so many ways and solution oriented.

For those of you who don't know, those are two of our seven core values. And honestly, you embody all of them. But today is really about grit, solution-oriented, passion for excellence, and results-focused. These are some of the key pieces of what I think you did really, really well, with these results that this client has exceeded. And I'm just excited to hear about them. I threw Dana for a loop today, reminding her that today is her

practice I wanted to hear about and that I'm gonna let her kind of take the floor for for a lot of today I have a lot of questions to ask and and kind of chime in but Dina I really just am so excited to hear about them, but Really, how are you doing? And how are how are your clients doing overall? Like how are you doing in the world of consulting? We're about halfway through the year now, which is well a little over I guess which is wild to me

It's crazy that 2025 is almost gone, but how are you doing over there and how are your clients doing?

Dana (03:24)

I'm doing pretty good. Thanks for asking. feel like 2025 has been like a wild year, a little bit different for some practices, but I feel like they're all digging in. Everybody is willing to like do the things, work really hard, talk to their team, build in leadership. I'm super proud of my clients and their perseverance throughout this year and their ability to just kind of like pivot and push where is needed.

And I think a lot of that is getting clients to look a little bit more at their numbers, to look a little bit more at what they tell them. I think it's really made a huge difference for a lot of practices this year. And so I'm just, yeah, always super proud of my clients. They're just really blessed to be able to be a part of their lives, a part of their practice and their journeys.

The Dental A Team (04:06)

Yeah, I agree. think coming off of December of 2024 was a wild ride for a lot of practices, November and December rolling into January. And I feel like it's just been this kind of like ebbs and flows, ups and downs, the whole, you know, almost seven months now for a lot of practices. But I know on our, on our doctor only mastermind for our clients, our internal, you know, clients are non-shared when

Last night, there were just so many questions around that as well. And I remember somebody asked like, it normal to have had bad months? And is everybody experiencing last month, bad months or last couple? And I remember a couple of the consultants were like, well, actually, like, haven't really seen that the last couple of months. But when I sat back and I thought about it, I'm like, it has ebbed and flow, you know, flowed quite a bit for practices in general. But I think what we're starting to see is that I'll use the word again, the grit.

that a lot of our clients really persevered through January through March. They started reaping those benefits April to current. And so when the question was asked, was a newer client of ours who had asked like, this, are you guys seeing this across the country? really, most of us consultants were like, no, actually not really. We're seeing some of the highest months we've ever seen in our clients. But I think that had something to do with it was really that they had the accountability.

of their systems and of their numbers. Like you said, we really dug in deep and forced our clients to really truly learn their numbers better than we ever have this year. And really always looking back at them and always applying the information to the next steps. And I think it made a massive difference within our client base because I think overall we've seen a massive increase from end of year last year to mid year so far this year.

Dana (05:56)

Yeah, yeah, I agree. And I feel like even clients who maybe they escaped the like November, December, January, then they had like the February, March, right. And but I do feel like April, it's like everybody kind of really dug in and kind of climbed out of that little bit of that.

The Dental A Team (06:05)

Totally.

Dana (06:14)

dip that we had there for the beginning of the year or the end of last year. And so yeah, I am just really, it was interesting to hear on the doctor mastermind and just that like clients really did dig in and they've had so much grit because there was a little bit of a rocky end of start of 2024, 25.

The Dental A Team (06:30)

Yeah,

yeah, I totally agree. I totally agree. ⁓ I love it. And I have so much fun on those meetings and hearing all the doctors and I think we had Moola on recently and we get to have, you know, just so many really cool things for them. So it was just awesome. That was something though that kind of reminded me of what you're going to talk about today with your client. And I wanted you guys to...

not just here, like we're not just here to brag, like, of course, I want to brag on our clients and how great they're doing and what they're able to accomplish with the tools that they're given, but also to talk about the tools that they're given. So Dana, like really take us through, I want to hear how this practice is doing. What are their accomplishments? What are their, you know, increases in revenue and everything? then on the flip side of that, really, what did they dig in and implement really well this year that has gotten

gotten them there these these changes and actually might not even be just this year like you've been working with this specific client for a little bit now so let me all the things I want to hear about it I'm excited

Dana (07:30)

Yeah.

Yeah, this plan

is really near and dear to my heart because they were one of my very first solo clients. And so it's just been fun over the years to really see them dig in grit like no other. I know on their end, it hasn't always been easy. We've had to some tough conversations. We've had to look at some tough numbers. We've had to set some really tight budgets that maybe they didn't love, but they did it and have just been massively successful ⁓ because of it.

⁓ And so I am just really, really proud of them. They've brought in a ton of leadership, a lot of team accountability. so, you know, starting out as just kind of a baby practice really with not a ton of systems. ⁓ So first year we spent heavy, heavy building systems, really getting them to talk as a team, to work as a team, to be accountable to each other. You know, so things like morning huddles and actually setting goals that they actually talked about and starting to look at numbers. And I remember

know that first conversation of like, I can't really talk about numbers, right? That's just profit. They look at that as like take home and like, now to the point of where like, not necessarily obsess over numbers, but a little bit right there, the tracking tons of things and even department metrics and the team is really involved in setting goals and setting quarterly focuses and she's, you know, brought in an office manager and just grown even the leadership in the practice we're talking about here soon.

⁓ building more of a leadership team. And so it's just really, really cool to see someone come in and evolve from systems to just like massive growth ⁓ and a lot of change. And so, yeah, we focus on systems very heavily. Then we started to focus on leadership. Then we started to focus on growth. So we've got, you know, went from a part-time associate to now a full-time associate to now like ⁓ a buying of a space.

The Dental A Team (09:13)

Yeah.

Dana (09:31)

And

a build out. it's just been really, really fun to see that when we focus in on the things that are really important, that like the push and the magic that happens from it. ⁓ And so this has just been a practice. It's just been so fun to be a part of. ⁓ And we've had to do a lot of, because of the amount of growth that they came in wanting, right? We always talk about vision with clients and like, do you want to be three years and where do you want to be five years from

The Dental A Team (09:33)

Mm-hmm.

Dana (10:01)

now so like hearing that hey I want to be an owner of a building and I want to pretty much double the size of my practice in that time frame and and I also want to do a little bit less dentistry that takes a lot of

intentional movement, a lot of projections, a lot of even, you know, I know we've even talked about where you want to go knowing when you have to hire people and when you have to bring people on and when is the right time to add an associate. And then on the flip side of that, like, how do we keep expenses in line so that we can make this dream happen? How do we keep expenses so that we've got the profit to be able to expand and to be able to purchase a property? And sometimes those conversations are uncomfortable, right? Because like we

want all the this is this is a doctor who really appreciates team whose love language a little bit is like giving and showing appreciation and you know having to like home that in and be like hey I want you to celebrate your team when they go above and beyond and they crush these milestones we can't do that just for doing jobs though because again remember this vision right we want this we want this building we want this expanded team we want to be able to like be a part of more people's lives in the community so it's just been so fun

but I will say the biggest thing that like having to push on my end especially is just the intentionality that like the things that we put into place are to truly get them to where they ultimately want to be and and I feel like sometimes that's why we're brought in is because like they know what the vision is they know where they want to be but like they have no idea the path

The Dental A Team (11:25)

Yeah.

Dana (11:43)

to get them there. And so this has just been like a uniquely fun ⁓ client to be a part of.

The Dental A Team (11:50)

That's awesome. So it's been about, I want to say like two years, little two years ish, or is it three now? my gosh, I'm a year behind you guys, it's fine. Time evades me, so three years. So when this specific client came on, I'm just gonna summarize a little bit. So it sounds like this client came on and they had one and a half doctors including themselves. They probably had what, three hygiene?

Dana (11:57)

It's three going on four.

At the time it was just her, single doctor. Just her, single doctor, two hygiene, you know, two assistants, one front office. Yeah.

The Dental A Team (12:17)

Trust her. Single doctor.

Perfect.

So we have a very small team ⁓ from the outside looking in and a vision of owning their own building, ⁓ like literally the building. And what would you say their yearly production collections was? Probably right under a million.

Dana (12:39)

At the time around,

I'd say between $7,5800.

The Dental A Team (12:43)

Yeah, 7, 5800.

So you guys, you can imagine owning a building on that, right, that's a stretch that's going to take a little bit of time. then fast forward, you know, now three years going on board, we've got a full-time associate in place. And how many hygienists? Four hygienists. Two dentists would mean at least probably four assistants, if not five.

Dana (13:00)

There's four.

The Dental A Team (13:08)

Four assistants, so three, four front office, probably including an office manager. So we've more than doubled, right? Or right at doubled our entire team, which means also, right? That we've doubled cost. So I think, Dana, what you did really, really well is that you were able to take from the beginning this client's initial goals. She said, this is my dream. And you said,

How are we gonna get there? So what you've been able to do with her is really take the financial aspect of this client and say, okay, this is where we're at, but this is what we need. And so everyone listening, something that I really want you to understand is that when you have a goal in mind, right, I talk about vision boards a lot and I talk about vision boards because I think that they're really cool. If you don't know what a vision board is, dang it, you're too young, go Google it, it's fine.

If you're a millennial, you know what a vision board is, go get your magazines. But I always say like, we do these vision boards and we're like, you know, we're gonna put an airplane on there and a picture of Mickey Mouse and I'm gonna take my kid to Disneyland. And we just put it on there and we put it on the wall and eventually we forget about it and we stop doing it and we get to the end of the year and we're like, shoot, I never got to Disneyland, right? But what we could do is say, I'm gonna go to Disneyland.

And then we say, okay, well, what is it going to entail to get to Disneyland? Right? I live in Arizona. We're both in Arizona here. I can drive to Disneyland for sure. Right. So what's the gas going to be? ⁓ it's about seven hours for me. It's probably far more for Dana. So we're probably going to fly. I'm not, I'm not trying to make that drive, right? I can, but I'd rather fly. So what are the flights going to cost for how many people? What's a car when I get there? What's a hotel going to cost?

What does Disney access cost? Because that's a feat in itself, right? And then how are we going to eat, right? We got souvenirs. We've got food in Disney. We've got dinners, okay? So with that, can price it all out. And it's so much easier, I think, for us to visualize doing this in our personal lives, because it's like, well, why would you ever say, like, we're going to Disneyland on July 17, but you have no idea how much it's going to cost. Believe me, I've done it before.

You'll make it if you have credit card, Dana can talk to you about how to get out of credit card debt. ⁓ But you can do it, but it would be crazy, right? It's dumb. So you're going to project and you're going to say, this is how much money I need to have in my travel fund in order to get my family to Disneyland. These are the dates I need to have it by because I can't buy tickets the day before, right? Flights. You can't buy Disney tickets the day before anymore because you got to block the date out.

So you've got to have all of this projected with a buy-win date. So if you're trying to get to Disneyland, you're going to price point it all out, and then you're going to work backwards. You're going to say, when do I have to have all of these things done? By what date do I have to have how much money? Then you're going to set those mile markers. So with clients, this is the same thing that we do with your goals, and it's the same thing Dana did for this specific practice. This practice owner said, I want to own

the building, I want to have this size of a practice. want to, I know I've had multiple clients say, I want to make this much money. I know I had a client who was in similar size situation when they first started and the biggest goal was to make a million dollars. I said, great, well we're at 550 now, let's see. He's like, my five year goal is to make a million dollars. Well guess what, we did it in three. Because we.

we projected it. And so what you've been able to do with this client is really project out. think the most fun piece, and I've done this with clients too, so I know, tell me if you think there's more fun. I always felt like the most fun part of it was being able to see what, if we got to this level of financial growth. So if we got to this level of production and collections and this close to ⁓ practice ownership, like building ownership,

This is how many people you're gonna need to support that dollar amount. So when you look at production, you say, okay, well, how much can one doctor support in production? How many team members does it take to support that doctor, to support the production, and then ramp it from there? So then it doesn't become such a pie in the sky dream of a number, it becomes a reality. And then you can say, okay, well, just like I said, Disneyland, it's a buy win date.

Right? So by this date, we need to have an associate hired because we need at least 90 days onboarding with an associate before they're really going to be producing anything, really. So if we need that associate to stay on track, we need that associate producing $90,000 by December. We've got to have someone in place by June at the latest. Right? So we've got to start looking for an associate.

probably February to give ourselves a really good lead time. And Dana, I think that's something that you've done really well for all of your clients, but for specifically this one we're talking about today, I think you did really well at projecting out the team member aspect of it too, and the hiring process so that that doctor could be prepared for the size that they were gonna have, and then applying that there to the financials. So you broke down for them great.

This is what the team cost will likely look like. This is your BAM, your bare ACE minimum is how we like to say it. And this is what has to happen in order for all of this to work. And then Dana, you said they had grit, they did it. And now one of the things that I picked out from your statement that I think everyone should walk away with is that you said you guys together, number one together, you got them looking at their numbers. That is the first step. Personally,

Professionally, the first step in making anything work when it comes to finances is actually looking at them. So congratulations and kudos on that. Second thing that I picked up was that together you guys created budgets and they stuck to them. They actually did them. And it doesn't mean they had to eat top ramen or get off brand flowable. It was like, these are your budgets and we're going to stick into it. And the best part about a budget, Dana, in my opinion for dental practices is like,

No, you don't have to buy the cheap flowable. But if your production and collections aren't supporting what you're buying, that's the issue. So most of the time, your supply should reflect, right? Your order should reflect the supply need. Yeah. So tell me quickly just a little bit about that. Was there a spot where you were like, no, you gotta buy the ramen?

Dana (19:55)

The kind of dentistry

The Dental A Team (20:08)

No, you got to get back on budget. You've got to stick to this. How did you hold them accountable?

Dana (20:13)

God.

They did really well I think of I will say you know they have a fantastic office manager who was on board and wanting to know more about that side and wanting to know more about the budgeting side and the expense side so I will say they did really great at setting their budgets every month looking at it and sticking to it I think the piece that maybe we struggled with a little bit that eventually they saw like wow it's super important to do that is to just look at the expenses month over month

⁓ I think they were great about setting the budgets great about sticking to them It just took a little bit more time and know we've got to pull those P &Ls we've got to pull those expense reports every single month and we really have to look at it and Getting them really to narrow down I think the the key or like the green light that went on was getting them to come up with this is truly our fixed costs for every single month and so when it got to the point where When you look at it and it's outside of that we've got to dig in and we've got to figure out what's

happening or where money is going because it's outside of what the norm is. so digging in and getting that piece in place, I think really comfortable about talking about practice numbers. The other side of it was a little bit more uncomfortable. And that's okay. You know, but I think they saw the importance of also connecting those dots and being able to share with the office manager and share with the team some of that because that was a little bit more uncomfortable. And so just super proud that they were able to step outside.

of that comfort level because so much of the time doctors want to hold those numbers close to their vests and it's okay to hold part of those numbers close to you where the pieces that you really don't or are super uncomfortable sharing. Again, if we want team buy-in, if we want our office manager to be able to help with these things and to really stick to budgets, they've got to understand those numbers too.

The Dental A Team (22:03)

Yeah, yeah, that was beautiful. I would say for any doctors who are out there listening today, whether this exact story replicates what your goal is, or if you are able to see semblances of it in your own story, like take some of that away. And if you've got a goal, I don't care what it is, we apply the same standards to every goal. personal and professional, like apply the same standards, make sure it's a smart goal. And

Project it out. So I always look and Dana, I think we all did. It's like we look at the end goal and then we literally just work backwards. So find your goal. If you're not comfortable with numbers, get comfortable with numbers. It's worth it. It's so worth it. If you need help getting comfortable with numbers, Hello@TheDentalATeam.com. We are here for you. It's something we're working really hard with a lot of our teams on and I promise you, teams, even though they're not saying it, they're not like, hey, tell me our goals, they do better.

They want to know the goals. They need to know the goals. They need to know what they're working towards and for more than just an emotional space. The emotional space of we're here for patient care, fantastic. But how do I know black and white measurements that I have accomplished that? That is a very different feeling than just emotionally satisfying myself every day because that usually is going to go the negative. You're going to find everything wrong you've done. So soapbox.

So go learn your numbers you guys if you haven't I want you to listen to this again Listen to everything Dana is saying Dana. You did awesome this this practice you guys Numbers wise Dana just to give them an idea. We said that they were you know 750 or so when they started They have doubled in size including their doctor. Where are they projecting this year?

Dana (23:54)

they should hit 2.4 this year.

The Dental A Team (23:56)

2.4 you guys that's massive 2.4 so within the last three years Dana has worked with this client and they have gone from just under a million to 2.4 by doubling in size so yes their employee costs went up yes there's a there's a cost for the owner doctor to have an associate so there is there is a period of time where you will make less and you will be pouring into your team build

but on the other side of it, has more than doubled ⁓ or this client has more than doubled and not only size but in income as well. So kudos Dana, kudos to your client, kudos to all of Dana's clients and our clients and I know you guys all work really, really hard. So go look at your numbers and if you take nothing away from today, please take away from Dana the idea of really getting comfortable at least talking to your office manager about this if you don't have an office manager.

Maybe it's your spouse, maybe it's your consultant, someone that you can really truly get honest with about it. So Dana, congratulations. Thank you so much for taking today on and telling me about your client. You're an amazing consultant and we're so happy to continue having you here with Dental A Team.

Dana (25:11)

Thanks, Tiff. Thanks for having me.

The Dental A Team (25:13)

Of course. All right, everybody. ⁓ Go listen again. Dana, you did incredible. Go take all her tidbits. Drop us a five star review. You'll be letting Dana know that she did awesome. But also, I would love to hear what you guys took away from today as well. So drop us a five star review. We're excited to hear from you. Hello@TheDentalATeam.com as always, and go catch Dana on Instagram on Mondays. And we'll catch you next time.