Before you start your dental office manager training, read these five tips to make the transition easy and painless
You finally found the right candidate for the office manager position. It was a long road, but you stuck it out for the person with the right experience and passion for organization. Now you have to get her acclimated to how things work at your practice. There’s a lot of ground to cover in a short amount of time, so your dental office manager training needs to be efficient. Otherwise, your administrative tasks might fall behind in the process.
Training is a big responsibility. It dictates your manager’s running start at the office and prepares her for the transition into the role. How to do you execute quality training? It’s all about having the right strategy in place.
Dental office manager training tips you can use for an easier transition
#1: Put emphasis on multi-tasking and time management
There’s a lot of information to process during training. The best way to help your office manager is to provide strategies for multi-tasking and time management. Don’t expect her to learn the whole game right away—just teach her the ropes. Show her how to complete daily tasks in the most efficient way and be open to suggestions.
You want someone who can move between tasks with ease. The particulars will eventually fall into place once she’s spent enough time on the job and gets face-to-face time with your other staff members.
#2: Focus on common problems and how to fix them
How do you recognize a problem when you see one? When it comes to running a dental practice, there are many balls to juggle at once. Use your dental office manager training as a way to investigate problems you’ve run into before and provide solutions.
Here are some common occurrences that could cause problems without preparation:
- Making schedule adjustments when staff members call out sick
- Following up with a patient who has complained about the practice
- Rearranging the scheduling strategy during busy or slow months
- Understanding the analysis of various reports versus your target goals
Dental office manager training needs to cover all of these daily tasks. Don’t allow your new manager to rush blindly into these situations—give her a “best practice” to go by until she figures out a better one.
#3: Get her in tune with your ideal production and profit goals
There’s no better way to organize your training than to focus on goals. How will your office manager know if she’s doing a good job?
Design a three-tier system for keeping in-line with the practice’s month-to-month production and profit goals. For instance, make it a habit of conducting a monthly meeting to cover progress. Before the new month, aim to establish three criteria:
- The goal numbers the practice wants to achieve
- The agreed upon numbers you set with your manager
- The bottom line numbers you never want to fall under
#4: Spend extra time learning the practice’s CRM system
If you’ve made the transition to a dental practice management tool—not just appointment software—then you’re in a good spot to make your manager’s job much easier.
Umbie is a unique tool for dental office management. Your new office manager will have features at her disposal that most CRMs don’t offer:
- Managing insurance claims and prescriptions in one place
- Drag-and-drop appointment scheduling
- Patient referrals and new patient reporting
- Analytic reports on progress and profit margins
#5: Create a training checklist and evaluation test
Finally, make it easier on the both of you by having a dental office manager checklist to follow. Make a set of criteria that are the most important things to cover during the training sessions and strategize how you’ll use the time.
The checklist provides an easy way to keep your training structured and organized. You can keep track of questions and concerns your office manager might bring up, what areas she may need further training, and how to proceed.
After all is said and done, give your office manager an evaluation test to see how much she has retained. Don’t make it a pop quiz—be upfront and tell her about the test at the end. It’s a good way to measure how well your office manager understands the practice processes and if additional training is needed.
Do you have any tips to share about training new office managers? Share your thoughts in the comments!