Amanda’s Background Amanda is the facility and supply manager at Bubon Orthodontics, where she also handles treatment coordination remotely. She began her journey in the dental field after participating in a high school co-op program, which led to a job as a sterilization technician in a dental office. Amanda initially pursued massage therapy after graduation but returned to dentistry as a dental assistant to pay her bills. She later landed a job at Bubon Orthodontics as an assistant in the clinic, where she has worked for over 15 years. Amanda's role has evolved over time, and she now manages the facility and supplies while taking consultations remotely. Her experience in various roles within the dental field has provided her with an understanding of how practices operate and the skills needed to perform a variety of tasks to be successful in the dental office. Challenges with ordering from multiple vendors Amanda Kaminski had been responsible for ordering supplies for her workplace for over a decade, dealing with multiple vendors and different methods of ordering. It was a task that required time and effort, but she managed to keep up with it. However, when the pandemic hit and her workplace had to adapt to new protocols, Amanda began to feel the strain of her job even more. Around that time, Amanda learned about ZenSupplies, a platform designed to simplify the ordering process by consolidating all vendors in one place. She discussed it with her boss, Dr. Bubon, who initially hesitated but eventually gave in to Amanda's persistent request to try ZenSupplies.Once they implemented the platform, Amanda immediately noticed the efficiency it brought to her job. With ZenSupplies, she no longer had to juggle multiple vendors and different ordering methods. The platform streamlined everything, making it easier and faster to place orders. Moreover, with other members of their team now onboard, it helped improve communication and ensured everyone was on the same page. Now, several months later, Amanda and her team have increased the number of locations they had from twelve to fifteen. Overall, Amanda says ZenSupplies has become an essential tool in their workflow, helping them save time and effort. Watch full interview with Amanda, where she shares her insights and experiences in managing inventory for a dental practice here: https://youtu.be/Z7_V8cDImMg Listen to the podcast: https://share.transistor.fm/s/0a55328c Read the full transcript from the interview with Tiger and Amanda: Tiger: Do you remember the first time you had to negotiate with a vendor? Were you nervous? Amanda: A little bit. Negotiating fees and seeing my grandparents do it every weekend during their rummages helped me grow up with it. However, you don't want to be rude by asking for something as it's the value of a thing. The best approach is to navigate slowly and ask questions, especially if it's a newer relationship. Keep respect in mind and ask if they ever negotiate prices or create a formulary. It's a partnership, and you're both looking out for each other's best interests. Opening a communication and seeing how they respond is often helpful. Tiger: Interesting. Why do you think people are intimidated to ask for a discount? Amanda: Financials are sensitive, and money is always a motivating factor in people's way of going about things, especially in business. It's important to approach the topic respectfully. Tiger: Can you share how you manage the relationship with your vendor? Amanda: My Dynaflex rep and I have known each other for at least a decade now. We talk about our private lives and email things, but it's essential to keep in mind that they have something you need, and you have something they need. It's a partnership, and you're both looking out for each other's best interests. I try to be responsible with what I have and ask for some sort of agreement where we can do a flat discounted rate or negotiate part for part. They often have some sort of internal setup, like if you have this many practices, this is the discount you get. It's often already set up, and you just need to open the door. It's always an interesting conversation because it's happened to us a couple of times with Zen. I constantly watch expenses and never let a credit card statement go without looking at it. Occasionally, when I switch services, I look into the rep's eyes and say, "I think I know what you're thinking," and they nod. We work with each office individually, but we've seen how it happens with DSOs since it's that model. When Amanda signed up with 12 offices, I trusted her and made sure with support we were onboarding all 12 at the same time. Amanda, how did you get the team on board with the implementation? I did a big training session with all of them, and I gave them a few months to get their feet wet before using the required and on-hand amounts. It's a really nice software, and I found it simple to say what we need. I did a lot of the initial organization and then showed the staff how to use it, gave them different suggestions, and expected them to meet my standards. Our staff is set up for changes a lot, and we just roll with it and learn. People don't like change, and that's especially true in dentistry, where offices can be behind the times. That's interesting. We try to have relationships with general dentists and referring doctors, but we see offices stuck in the same couple of decades, still doing a good job but a little bit behind the times.I could teach a course on this topic alone. I've noticed that ortho offices are slightly different from GPS offices in that they are accustomed to change and the fast-paced nature of the office. When I speak to dental assistants who have worked in ortho, they tend to have a different mentality. I'm not saying it's better or worse, it's just different. This ability to adapt to change is unique to ortho offices because it doesn't happen often enough. Many people still use Eaglesoft, Dentrix, or GPS simply because they don't see a reason to change. However, I believe in constantly changing and trying new things. Recently, I was pleased when a new team member joined Zen after an interview with one of our oldest staff members. The candidate was told that the only constant at Zen is change, and she was ready for it. We've had employees who have criticized me for changing things and changing my mind during exit interviews. However, looking back over the past seven years, I believe that constant change has kept us alive. I give credit to Dr. Bubon for having the courage to embrace change, as well as a solid team by our side. Amanda: I agree. Dr. Bubon has learned a lot over the years about what to bring to the table for discussion and what to implement regardless of the response. He's usually good about his delivery, and he has a great team. He knows how to pick his battles and get things done. He values employee retention and works to keep staff members around. Tiger: Employee retention is an important topic. If the average time for employees to stay with a team is seven or eight years when the business is ten years old, it's not just luck. It's important to have conversations with each team member about their growth, challenges, and salaries to ensure they feel valued and are encouraged to stay. It's not just luck that they love working at the company, but rather constant conversations and efforts to keep them. Do you agree? Amanda: In my opinion, I believe it's crucial to have a certain level of stimulation and engagement ещ be successful in the dental office. I enjoy being busy and having a diverse range of responsibilities. This is what has worked for me and kept me here. Although, I don't want to speak for everyone because different people may have different needs. However, I think it's important to be willing to adapt and create positions or infrastructure when needed. This is particularly important in smaller companies or teams where it's easier to stay personal. As for larger companies, it's important for leadership to be more engaging with their staff and create an internal organization of support and organization in general. I think it's a balance between taking pride in what you do, having a good fit of responsibility, and being appreciative of your staff's hard work in keeping the practice thriving and growing. It's a challenging position to be in as a boss, but listening to staff and meeting their employment needs as well as salary is crucial. Tiger: I believe that when it comes to the question of how much to pay an employee, it ultimately depends on the problem you're trying to solve and the size of your business. As someone who runs a business myself, I often hear my friends who also run businesses asking this question. However, I think it's important to consider what responsibilities and tasks the employee will be taking on and how they will contribute to the success of the business. In my opinion, the dental assistant is a critical role in the success of any dental office. While you can open an office without an office manager or hygienist, you cannot do so without a doctor and a dental assistant. That's why I'm passionate about creating a growth track for dental assistants so that they can become even more valuable to the business. Ideally, there should be a path for dental assistants to grow, whether that means becoming a highly skilled individual contributor or a people manager. This would allow them to take on more responsibilities, become more efficient, and ultimately help the business succeed. I understand that it takes an open-minded individual to bring in another set of eyes to their job, but I believe the benefits of having a highly skilled dental assistant are undeniable. Amanda: I believe that having a dynamic where another mini provider is brought in to help with efficiency and productivity requires an open-minded individual. In my opinion, there is a huge value in this approach as it allows for more productivity, helping more people, and increasing production. From my perspective, I can only see positives, but I also acknowledge that it takes a person who is relational and willing to collaborate with another set of eyes to their job. It's something that I think is right and good, but it requires a specific mindset. Tiger: I think it's important to recognize the different strengths and skill sets of your team members, and not just promote someone based on their current job title or position. As you mentioned, someone may be an amazing dental assistant but may not necessarily excel at managing people. And that's okay. It's important to identify those individuals who have the potential to be great people managers and provide them with the necessary training and support to develop those skills. In terms of compensation, I believe that it's important to pay your top performers what they're worth. If you have a true leader assistant who is instrumental in running the office and managing the team, then it's worth investing in that person and compensating them accordingly. However, I can see how having a single office can pose challenges in terms of career growth and advancement opportunities for your team members. One possible solution could be to provide additional training and development opportunities, such as attending conferences or workshops, or taking on additional responsibilities within the office to help them continue to grow and develop their skills. Additionally, cross-training your team members in different areas can also be beneficial for both the individual and the office as a whole. Amanda: I think it's really valid to consider how to keep staff engaged and growing in their roles. In my experience, hiring a consultant to do personality training and identify each staff member's strengths was really helpful in finding the right fit for each position. It's important to remember that people can improve their mindset and way of relating with others if they have the right support and tools. However, if someone isn't suited for a certain role, it's important to recognize that and find a position that better aligns with their strengths. When it comes to staff retention, it's important to be proactive and ask them what they need to stay happy and engaged in their job. Life changes happen, and sometimes a job may need to change with it. It's interesting to see how different doctors in our practice have different ways of relating with staff, but ultimately, it's about finding what works for each individual. While I haven't been in a position where a veteran staff member has left due to life changes, I think it's important to approach each situation with empathy and a willingness to adapt. Tiger: People have kids. Amanda: I've noticed a significant shift in mindset with the younger generation staff that are joining the team. They've been exposed to different experiences and have a different perception compared to the previous generations. The world has changed dramatically in the last five to ten years, and this has influenced their perspectives. As a result, there seems to be a breakdown in perception between the younger staff and the doctors, practice owners, and managers who have been in the industry for longer. I can understand how there may be some conflict when it comes to salary or hourly wage negotiations, as the younger staff may request what some owners perceive as an audacious amount. However, I believe that if an employee is bringing value to the practice and is an asset, they deserve fair compensation. To ensure we get the best candidates, we have implemented an intensive vetting process that includes a thorough background check and a rigorous interview process. We aim to attract employees who take pride in their work and are willing to work collaboratively as part of a team. I think the onboarding process is changing rapidly, and we need to adapt to stay current. While it's challenging to determine what you're getting before seeing someone in action, we believe that our hiring process is the best way to ensure we hire the right candidates. Ultimately, it's a complicated issue, but we are constantly working to improve our process and find the best staff to join our team. Tiger: I agree with your point about the importance of having a diverse mix of generations in the workplace. In my opinion, a work environment where everyone is about to retire is not ideal and may be challenging to sell. Instead, having a representation of different generations can create a melting pot of ideas that can benefit the upcoming and retiring employees. I believe that as long as everyone gets along and works together as a team to reach the common goal, it can lead to a successful work environment. However, I do think it's crucial to maintain a professional relationship with team members and avoid calling them "family." Although some people may use this term to express their appreciation for their team, it can lead to a sense of entitlement and can make it challenging to make difficult decisions like firing an employee. In my opinion, it's better to show respect for team members and express appreciation for their hard work without blurring the lines between professional and personal relationships. Amanda: I agree that different people may have different understandings of what "family" means, and it could be related to their level of vulnerability. In my view, being part of a family is about having a mindset of caring for each other, being loyal, and working together as a close-knit team. However, I can see how some people may see their family and a work or team environment as two different things. I think the difference in our perspectives on this topic may be related to our generational differences. For example, I know someone in dentistry who considers his son to be his best friend, but personally, I value having other friends as well. I believe that being a parent is about being responsible for my child and providing guidance, rather than relying on them as my main source of emotional support. However, I acknowledge that my perspective may not be the only valid one, and I am open to exploring different viewpoints on the matter. Amanda: Personally, I agree that a business and a family are two vastly different things, even though they may share some similarities in terms of dynamics. From my perspective, having a warm and caring dynamic within a work team is important, but it's important to acknowledge the complexities that come with a family dynamic. I can understand why some people may prioritize accuracy and precision in their language, while others may use language more loosely. However, I have noticed a trend towards using the term "family atmosphere" in the workplace, and while it may work for some, I personally find it cringey and uncomfortable. Ultimately, there are different perspectives on how to view this topic, but I believe it's important to recognize the differences between a business and a family. Tiger: Did Zen affect your relationship with vendors in any way, good or bad? Amanda: I understand that there has been a change in the level of personal interaction with the one representative from Dynaflex, Lori. However, I have found that our business relationship has improved as we have been able to maintain regular check-ins and address any specific situations that arise. While we don't interact as frequently as before, I appreciate that Lori is always available when needed and that ordering is now more streamlined. Overall, our business relationship is where it needs to be. Tiger: What would you recommend to offices that are on board with Zen? Amanda: In my experience, it's a relief to have specific products that we know we like and can get every time, rather than constantly trying new things. However, it's important to be patient when getting your inventory set up, as it can take some time to organize and keep track of everything. In my situation, with multiple providers using different materials, it can be more challenging, but I'm always open to learning and improving. I personally have experience with searching for items, but I understand that not everyone on my staff may have that experience. It's important to train and support your staff, and vendors can also be helpful in recommending products. I must say, your staff, particularly Lana, Anastasia, and Delaney, have been amazing in managing my account and providing excellent customer service. It's clear that Zen staff and customer service are top priorities, and it shows in the quality of support I receive.
DentalTechup is a popular YouTube channel that focuses on dental technology and product reviews. It was started by Dr. Aaron DeForest, who is a dentist himself and understands the challenges faced by private practices in the dental industry. He noticed the landscape of the dental field changing with the emergence of corporate dentistry and large-scale DSOs, which lowered the cost of supplies and outcompeted private practices on advertising budgets and dental technology. To address this challenge, Dr. DeForest started DentalTechup to help dentists determine what software and products they are interested in purchasing. Dr. Aaron DeForest is a visionary who believes that technology is the key to driving progress in the dental industry. He recognized that many dentists were struggling to keep up with the latest technological advances, and that paying for expensive consultants was not a sustainable solution. As a result, he started DentalTechup, a platform that provides dentists with free resources to help them learn about new technology and how to implement it in their practices. This is important because technology has the potential to improve patient care, increase efficiency, and reduce costs. Overall, Dr. DeForest's vision for DentalTechup and Digital DSO is to create a more connected, innovative, and technologically advanced dental industry. By empowering dentists with the knowledge and tools they need to succeed in a rapidly changing world, he is helping to ensure that patients receive the best possible care, and that the dental profession continues to thrive well into the future. According to Dr. Aaron DeForest, a change in industry dynamics is not likely to be initiated by individuals, but rather by companies and their leadership. One specific company that is driving transformation in the dental industry is ZenOne, which supports over a thousand dental offices with its innovative software. We highly recommend watching Dr. Aaron DeForest's video, where he provides insights into the overall mission of ZenOne and shares his initial thoughts about the platform’s benefits: https://youtu.be/CQDnZyVe2u0 Dr. DeForest will be releasing a video in the future that will provide even deeper insights into ZenOne's features about their budget setup options, varying prices, shipping speeds, and QR code tracking. Here are some important main points throughout the video: - ZenOne supports over a thousand dental offices with their software, connecting dentists to multiple vendors, and sharing resources digitally to save them money and make their work more efficient. - ZenOne allows users to set up a budget on their account to control their monthly spending or savings. The platform offers similar products with different prices and shipping speeds, giving users the flexibility to choose what best suits their needs. - The platform also features QR codes to streamline the order process and make it easy to use. - Tiger, the CEO of ZenOne, cares deeply about the user experience and is known for personally visiting clients for hours and days at a time to ensure their needs are met. He is dedicated to providing dentists with innovative solutions that prioritize their interests. He makes sure their needs are met with the software. - Not only does ZenOne show you your budget, but actually how much you saved during the ordering process as well. - Features of the platform include: Dental Catalogs, your inventory, restock inventory, quick order, office supplies, orders, and reports to make ZenOne simple, and easy to use.
LEAN methodology in a dental setting involves implementing effective ways to manage the clinic’s operations and increase overall dental office efficiency. This can encompass things such as streamlining scheduling, minimizing waste, and enhancing communication among patients and staff members. One of the main advantages of LEAN methodology is increased dental office productivity. A Lean Dental Office will have shorter appointments and less downtime for patients, as well as more patients seen per day for dental professionals. A few examples of implementing LEAN in a dental clinic can include: - Adopting a digital appointment system that allows patients to schedule appointments online, reducing the need for phone calls and paperwork. - Implementing a dental inventory management system for monitoring inventory and ordering supplies in a timely manner to decrease waste and save money. - Using an electronic system to track patient information and medical history, which can improve communication among staff members and enhance patient safety. - Scheduling regular staff meetings to discuss and resolve any issues or inefficiencies in the clinic’s operations. - Analyzing data and metrics regularly to identify areas for improvement and make changes to the clinic’s processes. The 90% rule in a lean dental office refers to the concept of identifying and eliminating non-value adding activities to focus on the critical 10% of activities that truly add value to the patient experience. This principle is also based on the idea of “lean thinking.” Therefore, the goal of the 90% rule is to streamline operations, reduce costs, and improve the overall quality of care for patients. The first question to start with: what procedures do you perform most frequently? By identifying these procedures, you can begin to implement the 90% rule. By dedicating 90% of your time and resources to these high-value procedures, you can improve efficiency and enhance the patient experience. Where else can the LEAN 90% rule be applied within the dental office? It is worth noting that the LEAN 90% rule is not limited to only one aspect of the clinic, it should be applied to all aspects of the clinic, from patient flow, to communication, inventory, and so on. To apply the LEAN 90% rule for other areas within a dental clinic, the following steps can be taken: 1. Identify and map out the current processes in the clinic: Create a detailed map of each process, including all the steps involved, the time spent on each step, and the people involved. For example, these processes could include but are not limited to scheduling appointments, ordering supplies, or tracking patient information. 2. Identify value-added and non-value added activities: Analyze each step of the process and determine which activities add value to the process and which do not. 3. Measure the performance of these processes: Collect data on how long each process takes, how often it is performed, and how many errors occur. 4. Determine the 90th percentile: Use the data to determine the 90th percentile of the population for each process. For example, if scheduling appointments takes an average of 10 minutes, but the 90th percentile takes 15 minutes, then the process should be designed to handle appointments that take 15 minutes or less. 5. Redesign the process: Once the 90th percentile has been determined, redesign the process to accommodate the majority of cases. This could involve simplifying the process, eliminating unnecessary steps, or automating certain tasks. 6. Monitor the process: After the process has been redesigned, monitor its performance to ensure that it is meeting the needs of the 90th percentile. Regularly collect data and analyze it to identify any areas for improvement. 6. Continuously improve: Continuously look for ways to improve the process and make it more efficient. Empowering Staff Members to Lead LEAN Initiatives Implementing Lean dental practice management system in an organization can be a complex process, and it is crucial to involve staff members in the process. It may take time for Lean to become fully integrated into the company culture, and there may be initial resistance from some employees. To combat this, it is important to keep communication open and gather input and feedback from staff members when identifying and implementing Lean projects. By giving employees a say in the changes that affect them and allowing for a trial period, it can foster greater participation and ownership of the projects. Once the benefits of increased productivity are evident, staff members are likely to become more invested and enthusiastic about Lean principles. Additionally, sharing the benefits with staff members can further incentivize their participation and ideas. The Importance of Establishing a Process It’s important to remember that while achieving great results is important, the methods we use to get there are even more crucial. Leaders who only focus on the numbers without considering the process may end up with manipulated numbers or negative behaviors that harm the customer experience. Some other key things to keep in mind when it comes to process include: - Following the consistently of solving problems on a daily basis; - Making problems visible to everyone; - Encouraging open communication about problems; - Cross-training employees for added flexibility and agility; - Holding daily morning meetings for training, learning, and updates. Continuous Enhancements and Involvement Adopting Lean principles in a dental office can be a never-ending journey of continuous improvement. By constantly examining and evaluating processes, dental clinics can make measurable improvements time and time again. By bringing different teams together and trying new ideas, dental clinics can bring their workflow optimization to a new level. Not only do these changes improve productivity and reduce waste, but they also engage employees and foster creativity, making the process highly rewarding. written by Angie Bachman, Director of Clinical Training at Design Ergonomics
In this vendor spotlight blog post, Jillian sits down with Dr. David Epstein and Jason Epstein to explore the exciting history behind Wonderful Dental as a successful dental company. From pediatric dentistry to the founding of this family business, this conversation covers a wide range of fascinating topics and highlights the impact of Dr. David's legacy on the dental industry. The journey of Wonderful Dental is truly inspiring and sets the stage for future advancements in the field. You can listen to the conversation on our podcast page: or read the transcript below. : I was reading about the background and history of Wonderful Dental but would like to know more about how it started and turned into a successful dental company. Dr. David Epstein: In 2016, after 50 years of practicing pediatric dentistry and 18 years of teaching at the University of Connecticut, I retired. I looked at the future and one of the things I noticed was the negative reaction most kids had to the prophy paste or fluoride varnish used in dentistry. I wanted to create a better product that was better tasting, hypoallergenic and met my requirements for a good preventive product. I worked with chemists to develop flavors and we found a way to incorporate synthetic flavoring to eliminate allergens and make the product taste good. I tested everything on my six grandsons, who are very critical, and when they gave a thumbs up, those were the flavors we went with. I also realized that the cost of doing business in the dental supply industry was very high. So, we started an e-commerce company to minimize overhead costs and save offices money. Joseph helped with marketing and increased sales by 800% in the first six months. Jason joined the company later to handle the technical aspect and make the company a well-oiled functioning entity. At 81 years old, my role in the company is to provide information and create good relationships with our offices. I have met so many nice dentists and pediatric dentists from all over the country, which has been wonderful. The input from Joseph and Jason has made this company successful. They are the nuts and bolts behind the scenes, making everything happen and growing the company. : Well, when we first started, we were operating from a small warehouse located in Connecticut, close to Dr. Epstein's residence. As the company grew, we realized we needed a more technologically advanced warehouse that could receive orders electronically and provide us with real-time visibility. So, we moved to a warehouse in Brooklyn. Today, we have around 40 to 50 warehouses, with our two main locations being in Pennsylvania and Texas. Our goal for this year is to open a third warehouse in California, but we need to ensure we have enough product in our supply chain to fully stock it before the end of the year. : With supplies being limited due to Covid, I feel like manufacturers are still trying to catch up. Have you guys faced any challenges with getting the supplies needed to make your product? I know your products don't have a lot of additives, but I imagine the flavors that make them taste so good for kids might not be easy to get in stock. : Yeah, we're lucky that most dental supplies use bad flavors, but we use good ones and there's plenty of those available. Flavor hasn't been our challenge, but we've faced challenges with lid stock, forming web, and other things. We work closely with our suppliers to give them visibility to our dental inventory demand and try to get ahead of it as much as possible. But it has impacted us a few times over the year where we've run low in stock on certain flavors. But we hope to continue to get ample supply to service all the offices we've grown significantly over the last few years. We're just trying to get ahead of the forecast. : Did you start off with just prophy paste, or did you always offer both prophy paste and fluoride? How did you expand your product offerings and how it helped you become a successful dental company? Dr. David Epstein: Actually, our successful dental company started with varnish. The original varnishes were terrible tasting and unattractive. I switched to varnish in my office after studies showed that it was more effective. We switched to a fluoride varnish that was dark amber in color and almost unpalatable in taste. After using it, parents would ask why their child's teeth were yellow after just getting them cleaned. We worked to improve the flavor of the varnish by masking the taste of the rosin and alcohol. We also improved the prophy paste by eliminating the titanium dioxide that made the paste super sticky and difficult to rinse off. We also removed the fluoride from the prophy paste as it had no significant reduction in decay. Our focus is on eliminating allergens and making products that are patient and office friendly, even if they are not the most visually appealing. : Also, the key to a successful dental practice is time management, and this is especially important in pediatric practices where children may resist getting fluoride treatments or teeth polishing. Good flavors make these procedures more efficient and save time. Not only do children enjoy these flavors, but they also have other benefits, such as reducing the risk of clogging up the office's plumbing. It is important to advise dental offices to avoid using fluoride varnish, as it can harm the plumbing. Instead, it is recommended that children spit the varnish into a cup and dispose of it in the trash. Over the course of 50 years of practice, the speaker has gained valuable knowledge and ideas that can make things easier for dental offices and help them to be successful. : I was going to ask, what advice do you have for making the dental experience positive for young children, especially in pediatrics? I know some adults are scared of going to the dentist due to negative experiences they had as kids. Dr. David Epstein: This is what inspired me to become a pediatric dentist over 50 years ago. When I was in dental school, I wasn't a fan of going to the dentist and when I walked into the Children's Dental Clinic for the first time, I was scared. I didn't have much experience with children and I was single with no children of my own. But for some reason, kids liked me, and by the end of my senior year, my classmates were sending me difficult kids to treat. It just seemed to click, and I fell in love with pediatric dentistry. I went on to teach at the University of Connecticut for 18 years, but when I retired at 75, I felt it was not appropriate to be in the clinic teaching kids. However, I discovered the internet was a wonderful opportunity to continue teaching and communicating with dentists. : Could you have ever imagined that wonderful would become what it is today when you first started? Dr. David Epstein: Not in my wildest dreams could I have ever imagined the need for these kinds of products and the reach I would have with so many offices. I have to credit Joseph for his marketing efforts, as it has touched so many people and created a warm and friendly feeling toward wonderful. The feedback we have received has been fantastic, and it has all been due to our exceptional marketing program. As the business grew, I saw the logistics were beyond my abilities or Joseph's, and that's where Jason filled the gap, completing the triangle and making the company function well. : Your company has received some amazing reviews and what's great is that you offer samples. I know a lot of companies do this, especially with products like Prophy Paste and Varnish. What samples do you have available?" Dr. David Epstein: We offer a sample packet of all of our products on request. Providing samples is a necessary and effective part of our promotion, but it can be quite costly. We try to do it on a selective basis. When offices request samples, we are happy to send them out. As we have partnered with large groups such as Zen, we offer samples to all members of that group. We rely on Zen to connect us with offices and are always happy to send out samples. : One of the goals when starting the company was to make products at a cost that was affordable for dental offices. How do you analyze pricing and ensure that it is optimal and affordable? Dr. David Epstein: It was a real epiphany for us when we realized we could make all these products and save offices money as a successful dental company. We realized we could eliminate major expenses such as advertising in dental journals and reduce the cost of attending meetings and having booths. Once we found out we could reach offices through an e-commerce company, we could pass those savings on to them. We also reduced our packaging cost, which lowered the price of our prophy paste. Offices were surprised that a dental company actually lowered the price of something. I've been practicing for 50 years and I've never seen that happen before. Some companies would push offices to spend more money by offering promotions, but that never sat right with me. Our prices are fair and reasonable, and I think offices appreciate that. : Is there anything you are particularly excited about for Wonderful, for this year 2023? Are there any forecasts or things you're looking forward to continue being a successful dental company? Dr. David Epstein: I am excited about continuing to build relationships with dental offices. Our goal is not just to be a dental supply vendor, but to create a strong bond with offices so that they feel free to contact us with questions. As for new products, we're considering adding more flavors in the future. Our most popular flavor has been marshmallow, and recently, s'mores flavor varnish has received great feedback. We also have a unique prophy paste product for adults, which has been well received. : Historically, marshmallow has been the most popular flavor for paste and varnish. Our s'mores flavor varnish has been a hit. Our adult line of prophy paste, which is 20% coarser than medium, has also taken off as it is more efficient at removing stains while still polishing the enamel. Dr. David Epstein: I have a background in pediatric dentistry and have seen a lot of changes over the years. I learned that coarse paste damaged the enamel, but medium pace was not strong enough to remove stains. That's why we created the adult line of prophy paste, which is 80% less coarse than coarse paste. I believe in always improving and finding better ways to do things. A lot of what I offer to dental offices is based on my personal experiences and lessons learned over the years. : Is there anything else you would like to add as far as advice you would like to give dental offices in regards to saving on dental supplies? : Zen offers great products that save money for dental offices. We are grateful to be a part of Zen as it reaches a wider audience. My advice to dental offices would be to take advantage of buying directly and not just rely on dental supply house catalogs. Investigate better products at better prices through e-commerce companies like Zen. Dr. David Epstein: My advice for a successful dental company would be to consider the quality of products while looking for cost savings. At Zen, we focus on providing the highest quality products and constantly making improvements. In my practice, I always sought the best products for my patients and when starting the company, this was a top priority. We never wanted to compromise the quality of our products for cost savings. The cost savings turned out to be a secondary benefit. Our philosophy has always been to provide the best products. : Thank you for joining me today and for being partners of Zen. Your company brings more than just great products; it brings a positive experience for patients with your flavors. It may seem small, but it makes a big difference in the dental experience. Thank you!
Mary Govoni, CDA, RDH, MBA, Mary Govoni & Associates So much has happened around current state of infection prevention and other areas of health care over the course of the last 3 years. At times the change has been dizzying, confusing and frustrating. Many dental team members are expressing their sentiments about COVID-19 fatigue. The most common comment I hear is “I’m so tired of COVID”, and I am as well. The reality is, however, that the pandemic still isn’t over. On Jan. 31st President Biden disclosed that he will end the national emergency declaration related to COVID-19 on May 11, 2023. Does this mean that the pandemic is over? What, if anything, will be impacted in dental practices relative to COVID-19 guidance and protocols? It is important to note that although the current state of infection prevention is to end the national medical emergency declaration in May 2023, the CDC, and World Health Organization (WHO) may not end the declaration of a global pandemic of COVID-19 if cases are still spreading. This action does, however, indicate that the crisis era of the pandemic is over – not that COVID-19 is gone from our lives. In fact, what the CDC and other public health agencies have stated is that COVID-19 is beginning to enter the endemic stage of the spread of the disease, meaning that it will likely be always present at some level, like influenza. This means that COVID-19, like influenza, will always present some level of risk of transmission in dentistry during aerosol generating procedures (AGP’s). In some states, under this emergency declaration, some dentists and hygienists have been allowed to administer COVID-19 vaccines to patients, which will most likely end. But our IPAC protocols should continue to be followed, until further updates from the CDC. COVID-19 cases continue to spread across the country. New Omicron subvariants have been identified and now make up most of the COVID-19 cases in the U.S. It is important to note that these variants are vaccine evasive, resulting in both vaccinated and unvaccinated individuals being infected with the virus. The CDC continues to urge health care facilities to follow their guidance for COVID-19, which includes both patient and health care worker protections thanks to current state of infection prevention. These viral outbreaks have been complicated over the last few months by a surge in cases of influenza that is higher than in recent years. In addition, the respiratory syncytial virus (RSV) has also surged, especially in young children. These viruses, and others, such as measles, can be spread through respiratory secretions, which puts dental professionals at risk of infections during AGP’s. As a reminder, AGP’s are defined by OSHA and the CDC as the use of a high-speed handpiece, air/water syringe, ultrasonic scaler, air polisher and air abrasion. Although the number of cases of COVID-19, Flu, and RSV are now decreasing, the risks of exposure for dental professionals performing AGP’s is still present. To minimize the risk of exposure, dental professionals must still follow CDC and OSHA interim guidance, public health regulations and state dental board rules for infection control and especially for utilizing the correct PPE for these procedures. A recent study conducted at the Harvard School of Dental Medicine and published in JAMA Network,, concluded that there was no increased risk for dental practitioners contracting COVID-19 during clinical activities. The article was cited by many groups within dentistry, but the tag line used for the citations did not include one very important conclusion from the study, which was that the study participants were wearing recommended PPE, including N-95 respirators. On the surface, it might appear that the study concluded that the risk to dental professionals was minimal, when in fact it was and is not – for professionals not wearing the correct PPE and for those dental practices that are not continuing to screen patients for respiratory symptoms of COVID-19 and other infectious respiratory viruses. Another issue that has come to light again in dentistry is that of contaminated dental unit water. In 2015 and 2018 outbreaks of bacterial infections in pediatric patients who received pulpotomies in practices in Georgia and California, respectively. These outbreaks drew attention to the need for proper testing and maintenance of dental unit waterlines to prevent infectious disease transmission. In Oct. 2022, the CDC issued a warning through its Health Alert Network (HAN) that another outbreak had been reported. Although it is a common practice in dental facilities to treat the dental unit waterlines with some type of antimicrobial agent, to reduce the formation of biofilm and microbial growth in the waterlines, it is not as common for dental practice to test their water quality for contamination. Testing is the only way for a dental team to know if their dental treatment water meets the CDC guideline of <500CFU/ml. Every practice should have a waterline protocol in place that includes baseline testing of the water that is going into the unit, regular cleaning/maintenance with an antimicrobial agent, shocking the lines to remove residual biofilm and testing. There are readily available resources for dental practices for water testing, both in-office and mail in services. The CDC suggests that testing be performed at least quarterly. Many times, dental team members question the need to follow CDC guidance, since the CDC is not a regulatory agency, such as OSHA. The reality is, however, that most states require compliance with CDC guidelines in their dental rules. And public health departments also require compliance with CDC guidance during current state of infection prevention. Even in our collective state of COVID fatigue, we have the responsibility to protect the health of our patients and of course, ourselves. Viewing CDC guidance as a burden or a nuisance, or simply a recommendation, can distort our thinking, and allow us to forget that responsibility. Patient and health care worker safety is our primary obligation as health care professionals. Having said all that, we must always look at the practical side of compliance with regulations and guidelines. This begins with training of dental team members to understand what is require and why it is so important. According to OSHA and the CDC, new employees must be trained at the start of employment, which is often overlooked, as many dental practices do not have a formal onboarding process for new employees. This is even more critical now due to a shortage of dental health care workers, and especially those with some prior experience in dentistry. If new procedures or products are implemented or introduced into a practice, training must be provided to the team and annual training updates must be provided. Training and retraining of team members, aids in ensuring consistency in how effectively infection prevention protocols are followed, thus increasing both patient and worker safety. Competency evaluations are an excellent tool for assessing the effectiveness of training. This is especially important in the case of new and inexperienced team members, with no dental experience. Can the new employees demonstrate how to appropriately reprocess instruments or turn over treatment rooms, following cleaning and disinfecting protocols? And is there an Infection Control Coordinator appointed in the practice that can monitor that protocols are followed? A discussion of current state of infection prevention and its effect on dental practices would not be complete without addressing the issue of the financial impact on the practice. Additional PPE, which has increased in price during the pandemic, is a key factor. This leads some team members to consider how to cut costs with respect to infection control, such as reusing disposable items and some PPE – like face masks. There are many areas where cost-savings can be implemented in dental practice, but cutting back on, or cutting corners is a slippery and dangers path for dental professionals. Think of your safety, that of your patients and family members and strive to always do the right thing. 1. Centers for Disease Control and Prevention – COVID Data Tracker https://covid.cdc.gov/covid-data-tracker/#datatracker-home (Accessed 1/31/23) 2. Centers for Disease Control and Prevention – COVID-19 Variants https://www.cdc.gov/coronavirus/2019-ncov/variants/index.html?s_cid=11720:covid%2019%20variants%20of%20concern:sem.ga:p:RG:GM:gen:PTN:FY22 (Accessed 1/31/23) 3. Centers for Disease Control and Prevention – Interim Guidance for Healthcare Personnel - Potential Exposure at Work – updated 9/23/22 https://www.google.com/search?q=cdc+guidance+for+healthcare+workers&rlz=1C1CHBF_enUS1016US1016&oq=CDC+guidance&aqs=chrome.2.69i59j69i57j35i39j0i512l4j69i60.4783j0j4&sourceid=chrome&ie=UTF-8 (Accessed 1/31/23) 4. Centers for Disease Control and Prevention – Infection Control Guidance – updated 9/23/22 https://www.cdc.gov/coronavirus/2019-ncov/hcp/infection-control-recommendations.html (Accessed 1/31/23) 5. Centers for Disease Control and Prevention Flu Activity & Surveillance Data https://www.cdc.gov/flu/weekly/fluactivitysurv.htm (Accessed 1/31/23) 6. Centers for Disease Control and Prevention Respiratory Syncytial Virus (RSV) https://www.cdc.gov/rsv/index.html (Accessed 1/31/23) 7. Centers for Disease Control and Prevention - The National Respiratory and Enteric Virus Surveillance System (NREVSS) https://www.cdc.gov/surveillance/nrevss/index.html (Accessed 1/31/23) 8. Centers for Disease Control and Prevention – Infection Control Guidance – updated 9/23/22 https://www.cdc.gov/coronavirus/2019-ncov/hcp/infection-control-recommendations.html (Accessed 1/31/23) 9. Harvard School of Dental Medicine – Study Shows Dental Practitioners Did Not Face and Increased Risk of Contracting COVID-19 During Clinical Activities https://hsdm.harvard.edu/news/study-shows-dental-practitioners-did-not-face-increased-risk-contracting-covid-19-during#:~:text=Study%20Shows%20Dental%20Practitioners%20Did,Harvard%20School%20of%20Dental%20Medicine (Accessed 1/31/23) 10. Jama Network – Evaluation fo Comprehensive COVID-19 Testing Program Outcomes in a US Dental Clinical Care Academic Setting, Dec. 13, 2022 https://jamanetwork.com/journals/jamanetworkopen/fullarticle/2799439 (Acessed 1/31/23) 11. Mycobacterium abscessus Infections Among Patients of a Pediatric Dentistry Practice — Georgia, 2015. MMWR Morb Mortal Wkly Rep 2016;65:355–356. DOI: http://dx.doi.org/10.15585/mmwr.mm6513a5 (Accessed 1/31/23) 12. Hatzenbuehler LA, Tobin-D’Angelo M, Drenzek C, et al. Pediatric Dental Clinic-Associated Outbreak of Mycobacterium abscessus Infection. J Pediatric Infect Dis Soc. 2017 Sep 1;6(3):e116-e122. https://pubmed.ncbi.nlm.nih.gov/28903524/ 13. CDC Health Alert Network - Outbreaks of Nontuberculous Mycobacteria Infections Highlight Importance of Maintaining and Monitoring Dental Waterlines https://emergency.cdc.gov/han/2022/han00478.asp (Accessed 1/31/23) 14. CDC Division of Oral Health – Dental Unit Water Quality https://www.cdc.gov/oralhealth/infectioncontrol/faqs/dental-unit-water-quality.html (Accessed 1/31/23)
With the global economy battling the post-COVID era and a current inflationary wave, the dental industry has faced its own challenges such as increased operating costs and a high employee turnover. During the pandemic, dental offices had to spend more money to ensure the safety of both their staff and patients. This included purchasing personal protective equipment (PPE) at a historical high price and implementing new protocols for cleaning and disinfection. However, it seems that the costs are returning to the pre-covid prices and we hope that this trend continues. In this article, we would like to share some insights on managing costs of dental supplies we've gathered from talking to ZenSupplies key vendors, DC Dental and DDS Dental, about the trends and statistics for 2022 and 2023. They shared some interesting data with us and gave us a sneak peek into the areas of potential savings. Kara Moran, Director of Marketing at DC Dental: In 2022, the dental supply industry saw a resurgence as dental offices reopened and looked for ways to operate efficiently. To achieve this, many practices took advantage of discounts and promotions offered by manufacturers. The top 10 products in the market included: Lidocaine HCl 2% w/EPI 1:100 50/Bx Septocaine (Articaine HCl 4%) w/Epi 1:100K 50/Bx Cook-Waite Lidocaine HCL 2% 1:100M 50/Bx Orabloc Articaine 4% w/EPI 1:100k 50/Bx Saliva Ejector 100/Pk White Saliva Ejector 100/Pk Clear W/Blue Chlorhexidine Gluconate 0.12% Oral Rinse Essentials PF Ultra Nitrile Exam Gloves Blue Small 300/Bx 0.9% Sodium Chloride Irrigation 1000 ml Essentials PF Ultra Nitrile Exam Gloves Blue M 300/Bx These products were in high demand as dental offices sought to return to their normal operations. As the market for gloves returns to pre-COVID prices, we at DC Dental are excited to announce a variety of promotions and discounts on our top-selling products that help managing costs of dental supplies. Our current bestseller is the Essentials PF Ultra Nitrile glove, which is now available at $14.95 per box of 300 - a significant reduction from its previous price of $65 per box. Additionally, we will be offering flash sale promotions throughout the year, including discounts on the Essential PF Ultra Gloves, bringing the net price down to $11.96 per box of 300. We are also thrilled to announce our partnership with Dash Medical Gloves, with the next flash sale, ‘Love Your Glove’, featuring Alasta Shimmer Pink, taking place on February 13th and offering a Buy 7 Get 3 Free promotion. Furthermore, our weekly flash sales will include a wide range of products such as instruments, gloves, masks, wipes, composites, bond, and handpieces. Additionally, we are excited to introduce and recommend Tanigo, a novel product that stands out in the market. Tanigo is a single-use HVE Suction-Mirror head that combines the functions of HVE suction, dental mirror, and retraction dental functions all in one device. Its compatibility with existing HVE valves and tubing eliminates the need for additional adapters or parts, making it a convenient and smart HVE suction system. Furthermore, Tanigo's 8 suction intakes surrounding a 50-degree angled anti-fog mirror enable proper aerosol reduction during dental procedures, ensuring a continuous clear mirror and minimizing liquid accumulation in the patient's mouth. In terms of cost-saving strategies for dental offices for 2023, we highly recommend taking advantage of manufacturer promotions, which can offer discounts of up to 40% off regular prices. Dinesh A. Sakhrani, Co-founder of DDS Dental: As we reflect on the year 2022, it is evident that the fields of cosmetic dentistry and preventatives have undergone a process of normalization. Additionally, we have noticed a stabilization in the pricing of infection control products. Still, the margins for DDS have experienced a significant decline. This is because we have implemented strategies to offer more competitive prices to our members on various platforms as well as DSO members. Also, we have experienced a significant loss in freight, both in terms of incoming deliveries and outbound shipments. In order to address this issue, we are currently in the process of upgrading our shipping criteria, with the goal of ensuring that our clients receive their products in a timely manner. We work closely with manufacturers to ensure timely delivery of backordered items too. We recognize that certain products may be at risk of being out of stock, but by basing our inventory management on usage patterns, we are able to anticipate and mitigate these potential shortages. Our dedicated team is solely focused on expediting products and we maintain frequent communication with manufacturers to secure estimated arrival dates. Additionally, we utilize overnight shipping to receive products as soon as possible and minimize delays in fulfilling orders. Despite incurring significant freight loss fees, we are committed to doing our part in these challenging times to ensure timely delivery of products to our clients. We believe that when offices come to realize that they may be overpaying for products, they will begin to explore options with smaller providers. Clients can start partnering with DDS to identify cost-saving opportunities within the products they currently use. Together, we can work towards lowering prices through Contract pricing, even for clients with a limited number of offices. DDS can negotiate on behalf of our clients by highlighting the value they bring to manufacturers. It is important to plan ahead when managing costs of dental supplies and to keep a one-month inventory on hand to prevent last-minute rush orders. By taking a few extra days to find the best deal, offices can often achieve a savings of 10-12%, which can make a significant impact on overall costs. To further assist new offices, we recommend offering a glove trial to test out a healthier and cost-effective option, providing free freight for orders over $50, and conducting price comparisons to ensure the best deals are being secured.
In this article we will provide you with valuable information and research on why having an inventory management and procurement software system is so important and beneficial to you and your practice. 1. Efficient Inventory Management Managing dental inventory can be a challenge, and errors can lead to overspending or stock shortages. A good inventory management software can help dental practices track inventory levels, set reorder points, and generate automated reorder requests, ensuring that the practice has the right supplies when they need them. Business News Daily wrote an in depth article on just this topic alone: https://www.businessnewsdaily.com/10613-effective-inventory-management.html. They list the many different types of inventory and how this is a crucial piece to your business’s profitability. Even though this system can take up more of your time and require extra planning, the outcome and profits will reflect on the extra time you took to have this system in place. 2. Streamlined Procurement Process Procurement involves the process of purchasing goods or services. An inventory management software can help streamline the procurement process by automating the creation of purchase orders, tracking orders, and generating invoices. This will save time and reduce errors, allowing dental practices to focus on providing quality patient care. Zen Supplies offers a step by step guide to lower supplies overhead: https://www.zensupplies.com/blog/why-choose-advanced-setup-with-zen-subscription/. They achieve this in three different phases. Building a reliable ordering process, negotiating better pricing, and details and measuring supplies on a daily basis and also by procedures. Once these phases have been completed you can successfully manage the software going forward. 3. Cost Savings With an inventory management software, dental practices can avoid overstocking items and prevent stockouts, which can lead to the loss of business. By having accurate inventory levels, practices can avoid unnecessary expenses and reduce inventory carrying costs. We found that conducted a study on this area of expertise along with a checklist provided that you can follow to save on costs: https://dentalblog.3m.com/dental/save-money-in-dental-practice/. The list includes reducing stock choices and material variants to reduce confusion of multiple items, choose high quality materials that will have a long lasting outcome, efficiently plan patient appointments and chairtime turnaround, and so much more! When you are able to see what your budget is each month you can plan ahead easier knowing what you can order in the upcoming months. If you are spending without paying attention, you won't be able to keep track of the promos vendors may run, over stocking too much on a certain item(s) and they end up expiring. You will always end up over budget. Having a dental software system in place helps save on not only costs, but the hassle of trying to keep track of it all too. 4. Regulatory Compliance Dental practices are required to comply with various regulations that govern the storage, handling, and disposal of medical supplies. An inventory management software can help practices maintain compliance by tracking expiration dates, monitoring the condition of the supplies, and generating reports for audits. Ohio Dental Regulatory covered this area by providing examples of different guides you should follow and have posted somewhere in your office to keep track of everything: https://www.oda.org/member-center/resource-library/regulatory-compliance-guide/. Examples of this include, but are not limited to infection control and hazard communication, mandatory reporting, patient privacy and record protocols, X-ray rules, and so much more. Using a software system where this can all remain in one place instead of a bunch of binders or printed off sheets, will help you and your office remain organized. 5. Improved Patient Care Effective inventory management and procurement processes ensure that dental practices have the necessary supplies to provide quality patient care. With inventory management software, practices can keep track of their supplies, order items efficiently, and reduce the risk of running out of important supplies during patient procedures. This will lead to improved patient satisfaction and trust in the practice. Zen Supplies wrote an article about how dental clinics can enhance the customer experience: https://www.zensupplies.com/blog/how-dental-clinics-can-enhance-the-customer-experience-best-practices-from-zensupplies/. At the end of the day, it’s all about the patient experience. You want to be sure that each patient has a positive memorable experience in order for them to not only return to your office, but to feel comfortable while they are there too. They wrote about how an exceptional service is not a one-time event: it is an ongoing effort to consistently exceed customer expectations.This means going above and beyond the standard expectations of a dental visit, and actively seeking out ways to improve the overall experience for patients. In conclusion, all of these steps are essential and important to get started with your inventory management and procurement software. You can’t have one without the other, and each step intertwines with another. They all have similarities and an end goal. To save you time, money, keep track of everything in one place, and improve on your patient care. Links: Efficient inventory management-https://www.businessnewsdaily.com/10613-effective-inventory-management.html Streamline procurement process-https://www.zensupplies.com/blog/why-choose-advanced-setup-with-zen-subscription/ Cost savings- https://dentalblog.3m.com/dental/save-money-in-dental-practice/ Regulatory Compliance- https://www.oda.org/member-center/resource-library/regulatory-compliance-guide/ Improved Patient Care-
Tiger, some few words about the situation in France… I saw your new services on the website: it's a very good solution. Congratulation !! I don’t know if this document can bring something to your project but it is my way to keep the contact and help : it is essential for me. Take care Tiger Saturday March 13 : Diner with friends at home. As the Prime Minister are announcing a 2 weeks confinement, my friends arrive at home one after the other. Dentists, traders, physiotherapists and parents: we are all affected by this announcement. Tonight, we are already illegal, but let's take advantage of this last moment together in pulpit and bone. Sunday March 14 : My dentist friends provide a responsible guard and welcome 14 people with their usual equipment (surgical masks and gowns). 10 days later… Relieved, we were not positive and no one was infected. Today, we are starting our second week of confinement. For the majority, French people are at home !! A small part remains outside, in front of the infected : the carers. Hospitals are seeing an exponential increase in the number of patients and the first caregiver deaths are recorded. While the tsunami is expected for the next few weeks, the hospitals are gradually organizing themselves materially. In town, general practitioners, nurses and dentists continue to provide emergencies under difficult conditions. and my friends dentists then? During the first week, they no longer had masks to handle emergencies. I managed to find some masks but not enough to work in suitable conditions. This week, the clinics are closed. The SAMU (emergency regulation service) contacts dentists to go to their office to receive patients a day or two for a week. The precursor wants that they must go to the council (Ordre des Medecins) of the order to recover masks FFP2 (the only ones which block the virus. The SMALL stock of surgical masks of the 176 dentists of my city were given to the hospitals. Suppliers no longer deliver and only the government delivers the material. A the start of the epidemy, they have sold matérials with a high price. For example, the price of a FFP2 was 9€ (incrédible). In a second time, Governement regulated prices and now suppliers deliver all except (mask, gloves and other disposable equipment) In the meantime, many dentists have been contaminated because the precautions had not been taken. I wanted to write these few lines to you to share our situation and that you can take advantage of this experience. By sharing, we will be able to work effectively together. “We are stronger together than we are alone” Walter Payton
St. Clair & Massey Orthodontic Partnership is a well-established orthodontic practice that has been serving the community for many years. Recently, the practice has focused on improving its dental inventory organization and implementing ZenSupplies with impressive results. This case study explores the strategies and practices that have been used by this dental practice, and the impact they have had on the overall operation and success of the office. To learn all the details of the dental inventory management process, we have interviewed Carina Sauceda, an experienced dental assistant at St. Clair & Massey Orthodontic Partnership who has a wealth of knowledge of the latest techniques and technologies in the industry. Whether you have an organized inventory management system in place or are just starting out, Carina's insights are sure to provide valuable information and inspiration! Carina says: "Ortho is very Unique when it comes to inventory. We have so many products! The way I organized inventory before using Zen was through a spreadsheet I created in Excel. I had two different spreadsheets. The difference between the two was that one was organized by vendors I had to personally contact by phone, and the other was organized by products I received from one representative, mainly all of our disposables. The spreadsheets contained the item number, the item description, the supplier, and the quantity to order of every item needed for the clinic and our lab. The challenges I faced were that I didn't have a laptop that I could carry around between offices to use digitally. I had to print two sets of the two spreadsheets, which were about seven to nine pages long. What frustrated me the most before starting Zen Supplies was the high volume of representatives calling about sales and having to do price comparisons myself. However, the amount of time spent taking inventory hasn't changed much with or without Zen; it still takes me about two hours per office to do a full inventory check. The order process was faster with Zen, because most products are ordered through it. Some items, like our bands, are easier to order through the website. Placing orders takes about 30 minutes. The challenges I faced while implementing Zen included getting everyone on the same page and understanding my thinking process. I had to move things around and find homes for items that were in multiple locations. Our assistants had a mindset of filling every empty corner with as many items as possible. With the support of the lead assistant, I was able to move items around with different limitations per office due to the amount of storage. This helped me with inventory because I was going to three different areas to count how many of an item we had and then figure out how many to order. I also had to think about how much of an item had to be in the sterilization room for immediate back-up and move as much as possible into the main storage area. For example, how many Caviwipes do you need to keep in the sterilization room to avoid going into the storage for a week with six chairs? We were keeping 15-20 Caviwipes in the sterilization room per office at a time, which was the "fill up every corner as much as possible" concept. With this being said, in our main storage, we would have maybe 5-10 Caviwipes and I would order more because I didn't think we had enough. We realized we only needed 6 Caviwipes for 6 chairs in the sterilization room per week! Having a small amount in the sterilization and everything else in the main storage area cut down the amount I needed to order because we had more than enough and started seeing a decrease in budget because I realized I was ordering way too much. With all this being said, my best advice would be to limit homes for an item to 2 locations. Firstly, things that need to be restocked chairside in the sterilization room can be designated as a quick, one-week stock area. Only items that are restocked weekly should be kept in this area. Secondly, while room limitations may be an issue, proper organization can make it possible to have a main storage area. To make this more efficient, items should be restocked chairside daily and sterilization room items should be restocked weekly with just enough items to get through the week. This will limit the number of times assistants need to enter the main storage area. However, it's important to note that there is no surefire way to completely eliminate stress during onboarding as it is a new and unfamiliar process. But the outcome of a well-organized and efficient inventory system is worth the stress. I was stressed when I started, but I already had all the items and item numbers on a spreadsheet. So, if you don't have that yet, that is where your main stress will be. Some items may be missed and you won't know until you run out, and then realize they were never entered into Zen. But, the Zen team is super helpful and will assist in getting things organized. As for now, my inventory process is as follows: I like working closely with 1-2 people, as too many hands in the pot can get messy. I order once a month and select one date that works for me, ordering on that date every month. I have one assistant who restocks the chairside units and sterilization room in both offices with enough items for a week, a day or two before I do my full inventory. This way, I know she has pulled everything needed from the main storage areas and I'll have an accurate inventory check. If someone is not doing this before going to do the full inventory check, then you are most likely going to have to place orders more often and at random. I do everything with an iPad and carry it between offices. I check everything in and put it away when it arrives and ask for the estimated time of arrival for items that haven't arrived, to see if I need an alternative solution. I do a full inventory check and place orders once a month. I do this to spend less time ordering and inventorying, and I am available to do more things. This also goes for assistants, they are restocking less as well. To wrap it up, a few tips for other ortho offices: - Find a supportive partner/s. - Ask the doctors why you have two of the same concept products and, if they say there is no reason, order just one. - Organize things in a way that even a new person can find the product, not just you. - LABEL EVERYTHING - Explain why you are moving things, as most people don't like change. - Keep products in their original packaging, as this helps visually see how much you have and how much you need to order. Some products can be condensed into a small container, and you may be tempted to over-order this product. - Try new products by ordering a small amount (1 or 2) and trying them out. Sometimes, they work better and are more convenient than what you have been using before."
Staying informed and up-to-date on the latest news and developments in the dental industry is essential for us. One way to do this is by listening to the Compliance Divas podcasts that focus on important topics such as dental infection prevention and control. These podcasts provide valuable information and insights on how to maintain a safe and compliant dental practice software by following dental infection control protocols. In this article, we will share one of their top podcasts that covers the topic of infection statistics and control at the beginning of 2023. You can listen to it here: Here are the main thoughts and important statistics discussed in the episode: "As the new year begins, we are reminded of the ongoing challenges in infection prevention and control. These challenges have been exacerbated by the emergence of new variants of the coronavirus. In this episode, the Divas delve into some of the most pressing issues related to infection prevention and control, including the impact of these new variants and the measures that can be taken to mitigate their spread. As we move forward in the new year, it is crucial that we remain vigilant and proactive in our efforts to prevent the spread of infection and protect public health. The CDC reports that seasonal influenza activity is declining in most areas, but 61 pediatric deaths have been reported this season. Overall, there have been 20 million illnesses, 210,000 hospitalizations, and 13,000 deaths from the flu. The new Omicron sub-variant, XBB 1.5, is a concern as it is more infectious and evasive to vaccines. The CDC estimates that 40% of confirmed COVID cases are from this strain, so be aware of symptoms such as sore throat, hoarseness, cough, fatigue, nasal congestion, runny nose, headache, and muscle aches. The number of invasive group A strep infections, primarily in children, is increasing. These infections can lead to severe conditions such as necrotizing fasciitis (flesh eating disease), toxic shock syndrome, and cellulitis. Historically, strep was considered a minor illness treated with antibiotics, but now dental practices must take precautions to prevent spread of the disease by refusing treatment for children with symptoms despite having PPE on dental professionals. The recent study by Harvard School of Dental Medicine titled "Dentists and Covid Risks: No Increased Risk for Dental Practitioners During Clinical Activities" has been widely cited by various organizations such as the American Dental Association and American Hygienist Association. However, it is important to note that the study's conclusion that there is no increased risk for dental practitioners during clinical activities is misleading. The study found no cases of Covid among dental students at Harvard due to the use of N95 respirators and other appropriate personal protective equipment. The study also did not have a control group for comparison. Therefore, it is important to read the study in its entirety and not rely solely on the headline before drawing conclusions. Therefore, it is crucial to wear the appropriate PPE to protect from various respiratory illnesses, including COVID-19. Standard precautions should always be followed and using N 95 respirators should not be dismissed. Resources: CDC Flu Activity and Surveillance - https://www.cdc.gov/flu/weekly/fluactivitysurv.htm CDC Respiratory Syncytial Virus Infection (RSV) https://www.cdc.gov/rsv/index.html CDC Covid Data Tracker https://covid.cdc.gov/covid-data-tracker/#datatracker-home CDC COVID-19 Variant Information https://www.cdc.gov/coronavirus/2019-ncov/variants/index.html?s_cid=11720:variants%20of%20covid%20virus:sem.ga:p:RG:GM:gen:PTN:FY22 https://www.buzzsprout.com/1774326/11993585-86-updates-on-infection-control-covid-19-sub-variants-rsv-influenza-and-more "
Today I seat down with Santosh Patel, President of Complete Specialty Solutions. We talk about early days and how Santosh had to take PTO days to visit dental conferences and meet people at the Starbucks to save money on fancy dinners. With support of his and the family he decided to go all in and pursue the journey against his own doubts of being an entrepreneur. We cover so many things, how AI dental platform, like Overjet and Pearl and true AI applications in dentistry that will revolutionize the industry just like CEREC and digital scanners did back in the days. We discuss leadership traits, biggest cause of specialists burn out, leading by guilt vs fear, and seeing how dentistry will go through next economical challenges as it always does. And we finish our conversation with Santosh’s best advice for life and parenting: “You are never going to be perfect, your kids are never going to be perfect, just accept it and enjoy the life” [embedyt] https://www.youtube.com/watch?v=bYo_rCxf_rc[/embedyt] 3:45 - Starting Complete Specialty Solutions 7:45 - Push back from the Industry 8:00 - a case for building internal software platform 12:00 - Genesis of the idea for the business “Why dental industry didn’t have in house specialty services” 13:50 - Most Specialist coming out of Residency with a tremendous debt 16:35 - “I never had entrepreneurial bone in my body” 17:25 - The concept of changing lanes 19:00 - Dentist take all this debt, get excited about future, build the practice and open the door. And the number of patients is not there. Then they start to question 21:20 - hitting the bottom. It’s always the payroll question 24:26 - Push back and misconceptions early on 30:10 - Constant chicken and the egg problem and to tackle it 37:50 - Larges cause for specialist burn out 46:40 - Employee Retention is a huge issue in dental practices 47:40 - AI in Dentistry - Overjet and Pearl 49:00 - How to apply AI platform to identify hidden revenue with your current patient base 51:45 - AI will change the industry, same scanner and Cerec changed dentistry back in the day 53:00 - Favorite thing about running Complete Speciality Solutions 59:50 - Unique Leadership traits 1:03:45 - Dentistry will always bounce back from any challenge About Pearl: https://www.hellopearl.com/ About Overjet: https://www.overjet.ai/ To learn more about Complete Specialty Solutions: Complete Specialty Solutions provides in-house specialty solutions to general dentist offices through our unique combination of clinical, business and operational support delivered as an integrated and turn-key solution. Our highly experienced team has activated and scaled in-house specialty solutions across all major specialties (oral surgery, orthodontics, periodontics, endodontics, and pedo) in both solo office and large DSO operations during the past eight years. http://www.completespecialty.com/
We love it when our friends in the industry share something interesting with our members. Today, our friend Dr. Gina Dorfman, CEO of Yapi Dental and a successful dentist, shares with us the myths about scheduling appointments online. Let's get right into it: Online dental platform appointment scheduling is growing in popularity with dental patients. In contrast to phone bookings, online scheduling is more convenient for patients and saves time for the dental front office team. Many dentists are afraid to switch because of common myths and misconceptions regarding digital scheduling systems. Your fears may include worrying about insurance incompatibility and patients messing up your well-organized schedule. You may also think that a phone call is more intimate and personalized for the patient. In reality, scheduling by phone is more time-consuming and more frustrating for both the patient and the dental office team. There are so many reasons you shouldn't be afraid of online appointment bookings. It is a transition that usually requires a time investment to customize your dental office systems but later pays dividends in increased dental office systems efficiency and happier patients. Here, we dispel the misconceptions surrounding online booking. Myth #1: Patients Prefer Phone Bookings Picture this: It is 4 p.m. at your dental practice with one more hour left in the workday. Your final patients have all arrived (some early, some late). They are waiting patiently to check in, but there is a problem. Both of your front office team members took calls just before the last patients of the day arrived. Both calls are to schedule appointments. Your patient care coordinators don't want to put the phone patients on hold and risk upsetting them, yet these appointments are complex and take time to figure out. Now, you are running behind, your dental hygienist keeps popping in to see if her patient is ready to be seated, the patients in front of you are getting impatient, and all of your team members are stressed out. You might even not get done on time and go home late. Having a customizable real-time online scheduling system in your practice can take a lot of stress off the front office team and create a better patient experience. The number one myth about online scheduling is that patients prefer phone bookings. It is an understandable assumption and may depend on the average age of your patients. Those with older patients assume they enjoy the familiar and personalized experience of talking to a person on the phone. Yet even older patients get annoyed when they hear, "Can I put you on hold". Other than the very elderly patient, most adults are familiar with the Internet and comfortable scheduling appointments online. Plus, millennials and younger generations prefer it. Your dental team may need convincing to change up their usual workflow willingly. Over time, however, the team members will recognize how much less stressful their jobs become. They will have more time to manage patients in the office and answer phone calls related to more complicated issues. Patients that do call the office won't be put on hold. Your dental front office team will be on the phone less. Consequently, they can focus on other tasks without being interrupted. Everyone wins! Myth #2: Online Bookings Will Mess Up Your Schedule Every dental team operates differently. Some prefer to handle complex restorative cases during the morning and new patients in the afternoon. Others prefer the complete opposite approach. They all have in common the need for a customizable system of online scheduling. One of your chief concerns about online scheduling is that patients will mess up the schedule. Your dental front dental office systems team is highly knowledgeable about your practice's specific ins and outs. They know exactly how to categorize the appointment and where it should fit into the schedule. On the other hand, patients don't know how long their visits should be, what time of day, and which operatory to schedule them. But don't worry, your schedule is not as complicated as you think. Any reliable scheduling software will allow you to customize the appointment offerings and create required dropdowns to categorize patient appointments. What about insurance? It's easy to set up your scheduling software to request and require insurance information before booking. If you don't take a patient's insurance, they won't be able to schedule. Myth #3: Patients Will Cancel Last-Minute More Often If patients don't establish a relationship with your practice through a personal phone call, will they be more likely to keep the appointment? Diving deeper, it is clear that this isn't the case. A phone call isn't significantly more personal than an online system. The conversation probably doesn't last more than 7 minutes, and the new patient does not see a human face. In fact, a phone call can be a potential turn-off if the call goes to voicemail, a patient waits on hold for a long time, or the scheduling coordinator feels rushed. Established patients have already developed a relationship with your practice. A patient who books an appointment over the phone thus isn't held more accountable than a patient who books online. It is more likely that the patient's stress level at the time of booking will impact whether they become a no-show or not. Over the phone, they have to choose between a few options offered by the scheduling coordinator while considering their availability and other commitments. They often have to call during the workday when they are busy and trying to multi-task. It is a recipe for scheduling at the wrong time, forgetting to write the date down, or becoming frustrated and deciding they might not like the practice. Online scheduling allows patients to schedule at a convenient time, and they can easily access their calendar and consider the best day and time. This environment is more likely to lead to a kept appointment. A bonus is that some digital systems like Smart Fill from YAPI can help you fill last-minute cancellations. Patients are more likely to cancel if they wait for an appointment for a long time as the urgency passes. Thus, a system that allows patients to request to be notified when an earlier or more convenient time becomes available, such as Smart Fill, will help keep your appointment book full even when last-minute cancellations come up. You have enough things to worry about at your dental practice. Remove scheduling from your list of problems while simultaneously increasing the profitability of your practice. Online scheduling equals fewer cancellations, a fuller schedule, happier patients, and relaxed team members. Modern patients expect you to have a digital presence. They will be delighted when they go to your website or their favorite review site and find an online scheduling system; no waiting on hold, no rushed conversations, no scheduling mistakes. When they visit your practice, they will find your staff welcoming and available to help them. Invest in an online scheduling system, and life will be a lot easier for everyone. About the Author For almost two decades, Dr. Gina Dorfman has continually proved herself to be an innovative leader in the field of dentistry. As a dentist, practice owner, and entrepreneur, Dr. Dorfman has had the opportunity to engage with dental professionals across the country to help them grow and thrive. Dr. Dorfman completed her dental training at the Herman Ostrow School of Dentistry in 2000 and shortly after started her practice near Los Angeles, California. While starting a practice in a saturated market came with its challenges, the practice grew tremendously over the years, expanding to several locations. Because of her experience running multiple practices and leading a big team, Dr. Dorfman developed a unique insight into how efficient practices organize and operate and how dental teams can work together to overcome obstacles and reach their goals. A recognized speaker and author, Dr. Dorfman is regularly invited to teach other dentists across the country. Dr. Dorfman is also a frequent contributor to several industry publications and blogs. She is also the Behind the Smiles Podcast host, which features the most disruptive and influential dental community members moving dentistry forward. Her passion for creating systems and leveraging technology to streamline practice operations eventually led her to co-found YAPI, a practice automation software, where she serves as the company's CEO.
When we hear the word systems, we instantly think of a machine, or a computer program, where everything MUST be black and white. We think redundancy. Ultimately, we think of the dreaded word...CHANGE. Yup, that's the dreaded word we hear all too often!! CHANGE. Instantly our minds go to “She isn’t going to like the new way. What do I do if they won’t change? What if they leave because of all of the change?” So, how do we set up dental inventory system to positivity impact the overall flow of the dental office systems, AND keep our team happy. These are ALL valid concerns. Especially during this time. It is so scary to think about losing a star team member, or having to hire another team member, while trying to open AND follow all the new guidelines. Setting up systems initially CAN cause some fuss in the office. So let's talk about how to minimize the effects of the change by creating systems. Set up regular team meetings with your team, (At LEAST once a month). IF this is your first time having regular meetings, feel free to schedule one every 2-3 weeks. *Remember, people will own what they help create. So lets involve them!! Keep open communication with your team about what is up and coming, and how they can play a role. *Remember, people like to be in the KNOW, and they like to HELP. Find those team players and maximize on their strengths! Set up consistency and stick to it! …What do you want your office to look like? What does success look like in your office? What do you want your culture to look and feel like? Come up with a plan-(I would like to have a morning huddle EVERY morning by the end of next week.) What is that going to look like? Explain the “Why”. What would we like to accomplish, and Why? What will we discuss? *Morning huddles are important to touch on all the “other” stuff other than the patient's treatment. Talk about additional opportunities for that day, celebrate birthdays, HIGHLIGHT who in your office has done a positive action! Set deadlines for implementation. Setting a deadline is important for clarity. When the team knows changes are coming, they want to know WHEN. Remember-systems are able to be improved and changed anytime! Get feedback from your team on what they like, and what they would like to change regarding the system. Be open with your team. Barriers create miscommunication and misunderstanding, along with CONFUSION. No one wants to show up everyday confused and worried! Creating systems in the office will ultimately lead to personal accountability. No more will your team wonder, what should I do here? What am I responsible for at the end of the day? With a few simple steps and ultimately implementation, systems will lead to positive changes amongst your team. This can build rapport within the office and cut out blame within the team. Your TEAM is the most important thing you have! Without open communication, trust, and accountability, your team is only a group of individuals. Create your systems, your CULTURE, and the flow you have always wanted in your office! YOU are ultimately the LEADER! ~Kellie Black, RDH Disclaimer: This article is the sole opinion and research of the writer and doesn’t reflect the opinions of ZenSupplies.
When we started Zen back in 2016 it was a simple onboarding process that included - distributors, navigating Zen and pretty much that's all. Then we started going to our client's practices to learn and observe and we realized our offices are busy. Rarely we get someone excited over "Let's rebuild your dental inventory", and it's more "Wow you guys do that for us?". One of the first "Aha" moments was when I visited Bright Smile Dental - Dr. Rami Salloum when he said, "Tiger, you have so many offices, why don't you give us a template and we can build from there..." This was the beginning of us trying to push the envelope. What else can we do for our practices? Can we share more of what we've learned from our visits? Can we help organize physical space? As a result, 2 important elements were added: We share all of our knowledge through Dental Inventory Makeover Webinars (link to the most recent) where we break down entire process with forms and checklists to encourage our members (and pretty much anyone who is interested) to take full control of their inventory We introduced additional setup plans. Some offices wanted to get basic training. However, lately, a lot more practices ask for either advanced training or even for Dental Inventory Makeover. So more on this below So What Zen Setup Plans are there? Standard Setup Is for practices that need help building virtual inventory and getting comfortable using Zen dental software on a daily basis. We designed this plan for teams who feel more comfortable around computers and need Zen Instructor just to help review all the features and how to navigate the system. This plan includes: Distributors Setup Building Virtual Inventory Assign products to a template; identifying duplicate products in inventory; review of missing products in virtual inventory 1 HR Training 3 Follow-Ups on the 1st of each month Standard Setup Investment: $399/1st location/one time Advanced Setup Is for Teams that need to take their inventory control to the next level or start from complete scratch and customize to their unique environment. Advanced Setup is for practices that need a custom design of the storage space, help with analyzing floor plan and help to select the right storage solutions. Our Zen Instructors will be able to handle the entire process of customization from start to finish as well get the entire team comfortable using Zen and take full advantage of the system. This plan includes: Distributors Setup FaceTime Call with one of our Dental Inventory Experts Help to prepare an order to purchase storage units (we call them Tipout Bins) Help to allocate products to the right bins 1 HR Training 1 30 Min Training 2 3 Follow-Ups on the 1st of each month More on this here [embedyt] https://www.youtube.com/watch?v=k8oMEnRU-vo[/embedyt] Advanced Setup Investment: $799/1st location/one time Dental Inventory Makeover Is designed for practices that require on-site help from one of our Zen Instructors to completely revamp the entire process from physical storages, getting read off old and expired products to designing new storages. Our DIM plan includes all travel expenses as well as expenses required to purchase and install new storage units. DIM is truly transformational for many practices and a guaranteed way to get your practice organized and under 5% overhead goal. This plan includes: Distributors Setup FaceTime Call with one of our Dental Inventory Experts Help to prepare an order to purchase storage units (we call them Tipout Bins) 1-2 Days On-Site Visit to work on inventory; storages; help count inventory and simply get the entire team excited about the process. 30 Min Training 2 3 Follow-Ups on the 1st of each month More on this here: [embedyt] https://www.youtube.com/watch?v=Arj9O9XBoPQ[/embedyt] and here [embedyt] https://www.youtube.com/watch?v=-tBCVE7ZxYA[/embedyt] Dental Inventory Makeover Investment: $4,999/location/one time - includes travel expenses and the cost of purchasing storage units. Pretty much all-in cost. I truly think these 3 plans are designed to provide the best value to our practices and anybody who is looking to get full control over the ordering and supplies management. We look forward to seeing you soon and let me know what do you think of new setup plans? Tiger CEO ZenSupplies.com
Welcome to our first webinar on Dental Inventory Makeover process. In this 30 minute video we break down the process into 5 major steps: Organizing Physical Space How to Implement Dental Inventory Controls Ordering Process How to Control your Budget How to Negotiate Prices Hope you find it productive and something you can implement right away. [embedyt] https://www.youtube.com/watch?v=ZNMlRKkiTlw[/embedyt] Resources mentioned during the webinar: TipOut Bins: Zen Recommended Assembly Are Free Goods really FREE? CheckLists and Budget Tracker