Will Your New Recruit Fit Into the Team?

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With the prospect of new ideas, skills, renewed energy, enthusiasm  and hopefully a welcome breath of fresh air, recruitment of a new team member can and should be an exciting opportunity.

As many practice owners have learned the hard way, it can also be quite daunting and the “wrong” decision, can make life difficult for many months to come.

Common concerns I hear when recruiting new team members for client practices are:

  • “Will they fit in to the team?”
  • “Will they be disruptive?”
  • “Will they work well with the rest of the team?”
  • “Do they have the right attitude for the team and our patients?”
  • “How do I make sure they will make a difference?”

As with many things, a well structured and organised approach to recruitment will go a long way towards making the right decision.

Prepare Well

  • Don’t rush into making decisions – far better to wait and cover the role until you find the “right” person
  • Make sure you understand the role you are trying to fill – this can be a great opportunity to redefine a role and restructure responsibilities across the team to bring in new skills and fill knowledge gaps
  • Understand the type of person you need – all teams benefit from a range of personalities, experience, maturity and approaches to work
  • Understand the strengths of the remaining team and look to bridge any gaps or weaknesses through your new recruit
  • Is the time right to promote from within the team and bring in a more junior role to replace a more senior person?
  • Create a job profile outlining key responsibilities and requirements for the role
  • Create effective wording for your advertisement to attract the right candidates
    • Focus on the skills and requirements needed
    • Remember to “sell” your practice and the role using positive words like opportunity, “great team to work with”, successful, enthusiastic, “great location”, “good public transport links”, “coastal/rural/city centre location”
    • Take a look through my “News” page for several examples of proven recruitment advert wording
  • Always request a covering letter to support C.V.s, asking the applicant to explain why they are right for the role you have on offer and what they can bring to your team and practice

Each applicant will have a different range of skills and experience and one of the best ways to identify and short-list for interview is to “score” applicant C/V.s against your own prioritised criteria:

  • List 10-12 key aspects of the job and person that are important to you, such as
    • Years of experience
    • Qualifications
    • Specific skills needed for the role e.g. specialist nursing, decontamination, lead nurse, management , customer service, IT/software, teamwork, dealing with difficult situations, planning, communication
    • Always have an “Other” aspect for candidates who flag up special skills or particular reasons they could be right for you
  • Use the C.V. and covering letter to score each applicant against the criteria you have listed (0 = low/none, 5 = high/perfect!)
  • Allocate your own weighting or ranking to each of the aspects so that candidates with the most important skills score higher
    • If Lead Nurse skills are vital, weight this with a 5 – the best candidates would score a 5 from their C.V.  x your own weighting of 5 = 25
  • Short-list between 3 and 5 of the highest-scoring candidates for interview

Get to Know Your Candidates Better

At this stage many of my clients make good use of Everything DiSC, a long-established and proven work-style preference profile, which short-listed candidates complete on-line in about 20 minutes. Workplace-Circle_thumb

Based around candidate responses to a wide-range of work-style/team scenario questions, a detailed profile on the candidate’s likely approach to work and their ability to work effectively alongside different types of people, including yourself as their manager or leader, is summarised and made available to you.

The profile helps to identify whether the candidate can fill “gaps” in your ideal team structure. Remember that no team can function effectively where everyone has the same attitude, approach and work-style.

You will also be able to identify the likely “motivators” and “stressors” for each candidate, which helps to structure the right questions for interview and is a great help for managing the successful candidate.

The profiles are self-explanatory, self-contained and available for just £75 per candidate. As an accredited trainer and provider of Everything DiSC tools, I can help you interpret and make full use of the information if required, including comparison reports where there is no one clear “winner”, even after interview.

You can find out more about Everything DiSC workplace profiles here.

Really Get to Know Your Candidates

At the interview use a similar score-card to the one above, update scores based on what you see and hear

Don’t take anything at face value – ask for examples of what has been done and what has been achieved. Challenge the C.V. and claims but most importantly of all, get to know the person and what makes them tick.

  • “Give me an example of when you resolved a patient complaint”
  • “Tell me about a time you felt under pressure at work and how you responded”
  • Give me an example of how you supported another member of the team”
  • “How would you deal with a patient complaint about . . . “
  • “How would you make sure the diary was kept full?”
  • “What part of the job do you find most and least satisfying?”
  • “Why is this role the right one for you?”

Some important additions to the C.V. score-card when used for interview candidates are:

  • Approach to handling of typical scenarios such as those above
  • Personality traits you are looking for such as confidence, outgoing, committed, hardworking, willingness to learn, flexibility
  • Specific questions and circumstances for individuals, which need clarification or investigation

We have focused this discussion on skills, attitude, ability and team structure. Don’t forget to use your practice recruitment procedures/checklist to make sure all the practicalities and legal requirements of recruiting the right person are also covered. A suitable probationary period of up to 6 months is also essential.

Go For It and Make Your Decision

Armed with information from the applicant’s C.V., covering letter, Everything DiSC workplace profile, candidate score-cards and an effective, frank and open interview, you will have all you need to confidently make the big decision.

There is plenty of help out there to plug any management gaps within your business, including Your Dental Manager, so please do get in touch if you have any concerns or want to further improve the overall management/efficiency of your practice: info@yourdentalmanager.co.uk or check our on-line calendar to book a complimentary chat.

 

 

 

Will Your New Recruit Fit Into the Team?

Your Dental Manager Embraces South West England

We are delighted to announce that from 1st May 2017, Your Dental Manager has expanded its reach into the South West of England through an exciting and valuable alliance with well known Plymouth dentist Charlie Fox and practice business manager Edd Jones.

Charlie and Edd will be delivering a wide range of strategic and business management support, coaching and mentoring under the Your Dental Manager umbrella, to independent dental practices across the South West and we welcome them warmly into the YDM family.

Charlie and Edd’s experience, skills and knowledge, combined with those of the established Your Dental Manager team and resources, will quickly bring added benefit to existing and new client practices.

Dr. Charlie Fox BDS (U Birm.) LDSRCS (Eng.)

Charlie has been a dentist for 27+ years, having qualified via the Royal Navy in 1990.

Charlie initially worked in Scotland after leaving the  Navy in 1995. He moved to the South West in 1999, where he continued to work in various practices.

Charlie bought his own dental  practice in Plymouth in 2003, Hartley Dental.

Since owning Hartley, Charlie has built a fantastic environment for his patients, offering the highest levels of care and customer service.

Ensuring that his Practice is profitable, without compromising customer experience, is the key to Hartley Dental’s success

Charlie@yourdentalmanager.co.uk

Edd Jones

Edd came into the dental industry with extensive business and customer-service management experience.

This experience  includes working within the security, gaming and leisure Industry, all of which are  highly  competitive and customer-service driven industries.

Edd prides himself on offering simple, effective and measurable business, operational management and customer service advice, specifically designed to help your business grow and move onto the next level.

Edd has a proven track record of increasing profitability, reducing costs and effectively managing teams of people during his career and is a nominee for 2017 Practice Manager of the Year.

Edd@yourdentalmanager.co.uk

“Charlie and Edd of C & E Consult are delighted to have joined with Your Dental Manager.

We will make full use of the extensive business management resources and experience of YDM to bring maximum benefit to our clients in the YDM South West region.

We look forward to working closely with YDM and practices across the South West to help your business grow.”

On-line booking of introductory calls and practice visits is now available for Charlie and Edd to discuss their work and availability in the South West, or contact them directly by e-mail.

For appointments and enquiries in the rest of the UK and Ireland, please continue to book your appointments through the main on-line calendar or e-mail mark@yourdentalmanager.co.uk.

We all look forward to supporting many more practices across the thriving independent UK dental sector.

Your Dental Manager Embraces South West England

Should We Have Our Own Smartphone Practice App?

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Apps seem to be everywhere these days and I am often asked by principal dentists and practice managers, whether an App would be of value to the practice and to patients.

The quick and easy answer is yes. . . . . There are many people out there who prefer to interact with businesses via their smartphone or other mobile device and don’t expect to pick up the desk phone or even send e-mails for routine, day-to-day tasks like booking an appointment or checking prices, availability, current offers etc.

Please accept that an App will not be of value or interest to everyone, which is fine but don’t ignore the ever-growing number of patients who do value them.

The key to effective marketing and patient communication is reaching out to patients at a time and in a way which suits individuals and we are all different. Every practice has patients who prefer to communicate with us in different ways, from the traditional letter and telephone through to e-mail , text and now directly through their smartphone or mobile device.

screen-shot-2016-10-28-at-4-16-21-pmSmartphone technology is increasingly becoming the norm and an anticipated part of business for many. Your patients will often do a search for associated Apps when buying a new product or service just as they generally seek out a website before purchasing.

One way I look at this is that your website is simply a shop-window for new and existing patients whilst your App gives patients quick and easy access to your services and allows them to interact with you more easily.

In addition to boosting your brand awareness by having your practice logo permanently sat on the patient’s smart-phone, some of the many other benefits are:

Your Practice:

  • Send messages directly to individual, or all, patient smartphones without charge
  • Receive patient appointment requests with all required information & contact details
  • Quickly confirm appointments
  • Easily create and administer loyalty schemes
  • Receive patient referrals quickly and easily
  • Automate patient enquiry forms for consistency and ease of use
  • Reduce volume of phone calls
  • Reduced volumes of outgoing e-mail and letters
  • Additional services/offers restricted to groups of patients e.g. Dental Plan members
  • Showcase your practice and treatments using picture galleries
  • Detailed reporting allows you to track activity and usage of the App and each feature
  • Simple content management system allows you to update and add content

 

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  • Request appointments with date/time preferences at any time
  • Less time spent on the telephone/writing e-mails
  • Convenient access at any time of the day or night
  • Access to special offers
  • Access to loyalty schemes
  • Access to your website and social media links all in one place
  • Quick notification of new services, offers and availability
  • Travel directions to your practice from any location
  • Quick and easy feedback

 

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Such is the value we attach to correctly managed, professional Apps for dental practices, Your Dental Manager has now invested in the technology to build and manage a bespoke App for your practice in-house, which will be built to meet the strengths and needs of you and your patients.

A simple, on-line, interactive  build request form will collate all the basic detail we need to produce a working version. This includes your logo, preferred images, features you would like to use and layout of the App itself.

 

Once finalised, we take care of all the work involved with publishing your new App to the Apple and Android stores, along with everything you need to share and spread details of how to download your new App to staff, patients, community contacts and of course family and friends. All of this is available for a one-off charge of £500 to cover design, publication, content management system and initial training, along with an ongoing monthly fee of £50 for support, maintenance and any necessary updates.

If you would like to discuss the benefits of a new App for your practice, contact Your Dental Manager at enquiries@yourdentalmanager.co.uk or even better, why not download our own App for Apple or Android and contact us using YDM Direct.

 

 

Should We Have Our Own Smartphone Practice App?

Was That a “No” or a Buying Signal?

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You’ve just had a useful and informed discussion with your patient about a recommended treatment; outlined all the pros and cons, discussed likely timescales, cost estimates, benefits and shown examples of similar work you have undertaken for other satisfied patients.

Many clinicians expect, or hope for, a straightforward :’Yes, let’s go with that‘ or ‘No, not for me thanks‘.

If you do get the immediate go ahead from a fully-informed patient, then congratulate Dentist discussing x-ray with his patientyourself on a good and well reasoned discussion. Say no more than ‘Thank-you‘ and book the patient in after leaving them with the required treatment plan and information.

More likely the response will be non-committal or the patient will ring reception later to defer  or cancel the appointment using words like:

  • ‘Ok, let me think about that’
  • ‘Not sure that is for me’
  • ‘Sounds a bit expensive’
  • ‘Not sure I like the sound of that’
  • ‘Have been thinking about it and . . . .’
  • ‘Maybe another time.’

Unless your patient says something along the lines of  – ‘No thank-you, I have listened to your recommendation and all you have to say but this treatment is definitely not for me‘, he or she is not yet sure and needs some more help and support before making the decision.

The patient isn’t actually saying ‘no’ but is not yet convinced for whatever reason. These

are buying signals which mean ‘Maybe, but convince me a little more please.

It can be very easy to thank the non-committal patient and leave the treatment plan with them to come back to us when ready. Hence the very long list of outstanding treatment plans which I often find on practice management system in many of the practices I visit.

This ‘leave it for now’ approach is often seen as a quick and easy way out for all. After all the patient doesn’t want to go ahead with it despite all that we have said and surely it is polite and good customer service to stop there? Wrong on all counts.

  • Quick & Easy? – Yes at that moment in time maybe, but the wrong approach. The dentist, Treatment Co-ordinator and maybe others have already spent a lot of time talking through what he or she believes is right for the patient. We don’t want to lose that time and a complex treatment appointment, unless we know for certain the patient does not wish to go ahead.
  • Polite? – No, we haven’t encouraged the patient to talk through their concerns or the time and opportunity to ask  questions.
  • Good Customer Service? – No, the treatment plan is right for the patient and it seems that we haven’t given all the information needed or identified concerns which the patient still has and which we may be able to resolve for them.

Buying signals are very subtle and whenever speaking with patients, either in the surgery or in follow-up conversations, we need to constantly watch out for them and react.

Always remember that unless there is a definitive ‘no’, we should be politely asking useful, probing, open questions to help the patient better understand and be more open about their concerns. This approach helps us to overcome and resolve concerns and uncertainties, which is our job.

Of course there will always be the occasional ‘no, thank-you‘ from patients but if we have done our job properly, we should be confident that the decision has been made for all the right reasons and we accept that it isn’t right for the patient at this moment in time.

Understand why the treatment wasn’t right and look out for trends. If more and more people are saying ‘no’ for similar reasons, then we may need to do something about it – maybe new equipment, alternative pricing,  finance packages or an alternative solution which meets the needs of more of our patients.

‘Open’ questions encourage the patient to talk and cannot be answered by a simple ‘yes’ or ‘no’ which can often end the conversation and make you feel awkward as to where to go next:

  • ‘Can we make/remake an appointment for you?’ – Closed question, likely answer ‘No thanks’ and difficult to turn around if the answer is no.
  • ‘When is a good time for us to book you in for this treatment?’ – Open question without a quick ‘yes’ or ‘no’ answer.
  • ‘Does that answer all your questions?’ – Closed question likely to prompt ‘yes’ as a quick escape.
  • ‘What are your thoughts on the treatment options and my explanation?’ – Open question which will encourage discussion of concerns or uncertainty.
  • ‘What is it about the treatment you are unsure of?’ – Open question to help you answer and resolve.
  • ‘How much would you feel comfortable paying monthly for this treatment? ‘ Open question which helps to look into affordability and finance options.
  • ‘Tell me your thoughts about the treatment’ – Open request for feedback
  • Always end a conversation with ‘When would be a good time to speak with you again?’ – Open question which leads to agreement to follow-up and discuss further

Always remember the old adage that we have two ears and one mouth and should aim to listen far more than we speak by encouraging discussion. The conversation is not going well if you are doing all the talking (unless of course the patient still has a mouthful of instruments).

Over time you will start to incorporate some of the more common concerns into your original discussions with the patient which will improve your treatment acceptance levels and reduce follow-up time.

The good thing about looking out for and responding to buying signals is that it gets much easier with practice. You will soon see that most patients come up with very similar concerns , uncertainties and questions. You will quickly become familiar with and confidently respond to more of these over time using convincing and proven answers.

Why not run off your list of outstanding treatments today and try some of these techniques by calling patients and really understanding why they are still undecided?

Contact Mark Greenwood, Business Coach at Your Dental Manager for more information or support with improving your treatment case acceptance.

 

 

 

 

Was That a “No” or a Buying Signal?

Building a Closer, Stronger Team

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A smooth-running, cheerful, successful practice with an enviable reputation for patient care is all linked to the strength, power and commitment of your practice team.

Successful teams have a number of key qualities including:

  • A good leader with vision, tact, diplomacy and focus
  • Individuals pull together and act as one team
  • All understand what makes a good week and what the practice is trying to achieve
  • Everyone contributes a fair share to the team’s workload
  • No hidden or personal agendas
  • Individuals spot when others need support and offer to help
  • All recognise the strengths and contribution of others
  • Open, honest and thoughtful communication
  • A varied range of skills, knowledge, personalities and characters
  • Good working relationships with, and respect for, each other
  • Recognise and adapt to the different ways in which people approach work
  • Enjoy working together

Team-building sessions for practices are often focused on the the ever-popular bowling, theme-parks and nights out at the local restaurant or wine bar. All good fun, great for morale and definitely help to develop one or two of the team qualities – but what about the rest?

How can you start to understand:

  • What makes you and others within the team tick?
  • How you and your colleagues like to work?
  • What is important to you and your colleagues?
  • How you react to others and how others see you?
  • How best to communicate with the team and individuals?
  • How best can your Manager, manage the team?
  • How best can your Leader, lead the team?

As a certified trainer and facilitator for Everything DiSC®, I can now help you strengthen and develop your practice team through a real understanding of all the above, pulled together and delivered in a fun and interactive workshop supported by individual work-style profiles for each of the team.

DiSC Certified Trainer Blue PNG SmallAhead of the 2 – 3 hour workshop, all members of the team complete a simple on-line questionnaire which assesses the way they like to work, how they react in typical work environments and how they like to work as part of a team.

From this we generate a comprehensive, but very easy to read and understand, 20 page profile highlighting and discussing the strengths and impact of each individual’s preferred work-style, priorities and role within the team, on others. Everyone gets to take this away with them after the workshop for personal development and to keep as a reminder or prompt.

The profiles are also great for both the team member and team leader to use as part of personal development planning.

We see these different styles all around us but often individuals don’t understand or know how to react which then causes friction and misunderstanding.

Each of us has elements from each of the four DiSC styles within our character – the proWorkplace-Circle_thumbfiles and workshop highlight where your preferences lay and which areas of work or team communication may take you outside of your comfort-zone.

Further value comes from personalised guidelines and recommendations within the profile on how to use your own strengths to work with others in the team who will inevitably have their own preferred style of working.All styles are seen as equally important and the workshop focuses on making the most of each style.

During the workshop, we fully explore the different working styles, ways in which teams interact and how all teams benefit from a healthy mix of individual styles which together make the team stronger, more focused and usually, happier.

To book or find out more about the team workshop and Everything DiSC profiles, contact Your Dental Manager here
Building a Closer, Stronger Team

How Do I Work With My Clients?

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Your Dental Manager offers a wide range of personalised business management support and consultancy for dental practices and I generally start by understanding and identifying any management gaps which there may be in the practice.

Management gaps can arise in many ways including business growth, time pressures or lack of experience in a particular business area. In many cases there is simply no individual with sufficient business skills or experience immediately available. There are also often clear and burning management issues which the practice already know about, which need to be quickly addressed. 

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Change is always a constant within modern businesses and dental practices are no different. Implementation of any kind of change from simple procedural changes to a fundamental change in the way the practice works, quickly highlights management gaps which I can help to bridge. Good project management and communication skills are always key to delivering a successful change.

There are many ways to bridge management gaps which may be a combination of business coaching, training, mentoring, direct support from myself, new systems, recruitment and perhaps even outsourcing some of the work. 

You can see more examples of how I work with practices here.

My aim is to become a readily-available, trusted business-support partner for my client practices with a shared understanding of how they work and where the owner wants to take the business. The number of practices I work with is closely monitored to ensure that I can maintain and develop this relationship.

Support from Your Dental Manager is very flexible being available as and when required with no ongoing or minimum commitment, which leaves the practice owner fully in control of the straight-forward fees. Business support is available remotely from as little as 15 minutes through to half-day and full-day practice visits.

Remote support is particularly flexible and cost-effective being available through a tailored combination of telephone calls, e-mail. SKYPE/Facetime, shared DropBox folders and remote access to a suitable practice PC/practice management software as and when required.

Fees are only charged for work completed to a client’s satisfaction which is fully logged on invoices.

Please take a look at some testimonials from other practice owners and explore my website to find out more about how I work. 

If you think I can help bridge some management gaps within your practice, please get in touch for a complimentary discussion:  Enquire Here or call Mark on 07813 721783.

How Do I Work With My Clients?

NHS Choices – Your Reputation On the Line

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I still come across many practices unaware of, or sometimes choosing to ignore, potentially damaging comments and complaints placed on-line by patients who have had a poor experience for whatever reason.

Equally, there are often very positive comments which are not being acknowledged or used to boost morale within the practice and share with patients. dreamstime_l_35652392

For NHS dental practices, even those with only a small NHS contract, the easiest and most widely promoted patient feedback opportunity is through the practice NHS Choices page which has been centrally created for all NHS providers.

Anyone searching for your dental practice name on-line is likely to come across your NHS Choices page very quickly and be given the opportunity to provide feedback.

Try it for yourself and have a look at your profile page, particularly if not yet familiar with it and, more importantly, not actively managing it.

Practices should routinely undertake on-line searches of the practice name to identify other feedback portals and to see what is being discussed on-line about your business.

There are two important areas to focus on with your NHS Choices page.

Firstly make sure that it is up to date and that all information on the page is accurate. The page will have been created with information readily available at the time the site was established and someone within your practice would have been asked to take responsibility for this. Do you know who this is?

Practice and team details are accessed by the NHS telephone services such as 111 to assist with enquiries from existing and potential new patients.

Secondly make sure that someone within the team has been given responsibility for checking and responding to all feedback left on the page. This does not happen automatically and the person who keeps the page up-to-date may not yet have the authority to do this.

Individuals can request access and approval to undertake both of these roles by simply sending an e-mail through to servicedesk@nhschoices.nhs.uk with your practice details and the individual’s e-mail address.

Once someone is registered for comment responses, they will be automatically e-mailed with details of all comments added to your practice page so that responses can be managed quickly and effectively. For this reason it is also good practice to have more than one person trained and registered to cover for each other.

If you are new to the NHS Choices portal, useful training resources can be found here:

NHS Choices Training Resources

Managing Patient Feedback

Adverse patient feedback should always be handled professionally, non-judgementally and sensitively just as you would with a patient in the practice.

Recognise the concern raised and highlight any action which has been, or will be taken to resolve.

Don’t attempt to resolve the complaint on-line – let the public see that you have it in hand and that something is being done to resolve. Brief explanations can help.

Never question or challenge the patient on-line but focus on the facts provided and how it will be resolved. In the majority of cases, a well handled complaint will boost your reputation.

Always encourage off-line discussions and ways to resolve the concern by providing contact details for your practice manager. This is no different to complaints in the practice where you would take the patient to a quiet room rather than try to resolve in public.

The post will already have been moderated by the NHS team prior to publication to ensure it is not malicious or offensive but if you still feel that this is the case, you have the option to refer back to the NHS team to have it corrected or removed.

If you have not previously responded to NHS Choices comments, here is a short video clip which explains how it works:

Responding to NHS Choices Comments

I often provide client practices with help and guidance on responding to customer service complaints including on-line. If you would like help or support with this important area of your business please contact mark@yourdentalmanager.co.uk

 

NHS Choices – Your Reputation On the Line