Circumstances in business and life can bring about significant changes in a dental office. You may be a dentist considering retirement or selling your practice, either way, a considerable change may be on the horizon. As a dental provider who has an established staff and patients, both parties must be well informed of the upcoming changes. As the staff recognizes and accepts these changes, the patients should seamlessly follow the transition as well. There could be a large range of emotions regarding the transition, so today on the blog, Bryant Consultants is sharing what to expect of your staff during a dental office transition.
The Role of Office Staff
No matter the reason for the transition, retirement, relocation, or merging practices, the staff members hold the keys to the patient’s acceptance of the new norm. Patients interact with the staff regularly, and can sense the overall feeling of the staff and often come to their own conclusions, sometimes resulting in a change of dental provider. Therefore, it is critical that the staff is on board and aware of upcoming changes that will affect them and the patients. One of the easiest methods for a smoother transition is to ensure the lines of communication between all interested parties are open with honesty and integrity. Don’t keep your employees in the dark. Be sure they know what to expect during the transition, and how best to handle conversations about it with patients. Everyone needs to be on the same page.
Staff Salaries and Benefits
When a dental office transition is in the future, one of the biggest concerns of the staff is their livelihood. Many fears stem from worrying about their salary, benefits, or schedule changes. Discussing the upcoming changes helps them understand the situation and dissolve many concerns. However, the transition can still be stressful in other areas, and speaking with the staff can reduce their demands or expectations. Be open about how the transition will impact your employees, specifically if any salary, schedule, or benefit changes are imminent.
In the event another company has purchased the dental practice or a new dentist will be resuming responsibility, it is important to hold a staff meeting where all parties can meet each other. In the meeting, open discussion to communicate concerns should be welcomed by everyone in attendance.
Some of the topics that should be discussed during the meeting are as follows:
- Salary Issues
- Staff Retention
- Annual Reviews
- Office Schedule
- Insurance Plans
- Retirement Plans
- Sick Days and Vacation Days
- Raise or Salary Negotiation Delays
Your staff needs to know what is expected of them, and what the practice’s vision will look like moving forward.
Increase Communication
A dental office transition could create fear among staff members. Some may fear the loss of their job, and some may fear the transition itself. To help alleviate anxiety and maintain focus on the patients during the transition, frequent meetings and increased communication will be necessary. Use the meeting times to express new office policies, expectations, and any additional changes. However, one of the most important aspects of the meetings is to listen and respond to questions and concerns, giving everyone in the office a voice.
As a busy dental office, it can be difficult to hold daily staff meetings. However, a morning huddle in a stand-up meeting can make a quick, yet meaningful impact on staff and morale as you address their concerns. Then, provide the opportunity for your staff to ask questions or clarify details about the discussed topics that morning.
Address Policy Changes Early
When meeting with your staff during the early part of the transition, you will want to address policy changes, so the staff knows how to inform and treat patients in the event questions arise.
Some of the most common issues that arise early during a transition include:
- Branding Changes
- Dental Services Changes
- Patient Demographic Changes
- Patient Communication Preferences
- Patient Collections and A/R Handling
- New Payment Policies and Insurance Acceptance
These topics are typically the ones your patients will be wondering about. By helping your staff prepare with the answers to these questions and topics, both your staff and patients should feel more comfortable with the transition since they will know what to expect.
Dental office transitions can be stressful and difficult to manage. However, if you remain open and honest with your staff and patients, it should make the transition easier for all parties involved. If you are in the middle of a dental office transition and could use some assistance, please feel free to reach out to Bryant Consultants by calling (877) 768-4799. We will be happy to help you navigate the transition period along with our partner Tony Myers who is an experienced dental practice transition coach.
