Episode 20
Best of 2025 | Top Orthodontic Practice Tips From The Last Year
Orthodontic practice management takes center stage in this best-of episode as Practice Talk host Lacie Ellis revisits the most impactful conversations from 2025. This compilation features industry experts sharing proven strategies for community events, virtual exams, and team leadership. Learn how to build relationships with local schools for orthodontics, discover why charging for consultations may hurt your bottom line, and unlock the secrets to maintaining a positive work culture. From leveraging social media to conducting effective staff meetings, these insights offer practical solutions that orthodontic practice management professionals can implement immediately to grow their practices and enhance patient experiences.
What You’ll Learn in This Episode:
✅ How to measure success beyond simple metrics in community events and dental practice marketing, focusing on brand awareness and long-term patient referrals rather than immediate conversion rates.
✅ Why virtual exams are an underutilized tool in orthodontic practice management that builds trust and genuine connections with patients while streamlining the consultation process and improving patient experience.
✅ The essential role of staff meetings and open team communication in creating a positive work culture, including strategies for collaborative discussions and following up on implemented systems.
Ready to transform your practice? Tune in to Practice Talk for expert insights and actionable strategies to elevate your orthodontic practice management. Subscribe now and never miss an episode at Practice Talk, where your voice has value and your success is our priority!
TIMESTAMPS:
00:00 Lacie introduces the best-of episode, highlighting key orthodontic practice management strategies and most frequently asked questions from growth consultants in the industry
00:52 Mary Katherine on measuring community events' success beyond immediate conversions, and the virtual exams workflow
04:17 Jamie delves into the virtual exam platform that’s changing the patient experience
07:13 Heather shares how to build school partnerships by asking what they need and providing genuine support.
14:42 Haley shares strategies for positive work culture and team leadership, highlighting the importance of honest team communication and scheduled staff meetings
18:82 Trisha on scheduled staff meetings ensure smooth practice operations, and encouragement brings out team gifts for social media engagement
23:20 Christi on getting the team involved in marketing efforts
30:37 Linda’s take on consultation fees, charging for exams and why free consultations enhance the patient experience
KEY TAKEAWAYS:
💎 Successful orthodontic practice management requires redefining community events metrics—focus on building brand awareness and presence in your market rather than counting immediate leads, as patients typically touch multiple marketing channels before scheduling.
💎 Virtual exams have evolved beyond pandemic necessity into a powerful tool for patient experience, allowing practices to build genuine connections through text and email while providing treatment plans, insurance verification, and financial discussions before the first in-office visit.
💎 Building school partnerships and homeschool groups relationships starts with asking "What do you need?" rather than pushing sponsorships—from providing mini deodorants to emergency kits for school nurses, thoughtful gestures create lasting community connections that drive patient referrals.
💎 Effective orthodontic practice management depends on scheduled staff meetings with collaborative discussions, follow-up on implemented systems, and leveraging team members' natural gifts for social media engagement through genuine encouragement rather than technical expertise.
RESOURCES MENTIONED:
Practice Talk Podcast - Free Downloads
SEO KEYWORDS:
Practice Talk, Lacie Ellis, Orthodontics, Dental, Orthodontic Practice Management, Community Events, Virtual Exams, Team Leadership, How to Build Relationships With Local Schools for Orthodontics, Positive Work Culture, Dental Practice Marketing, Brand Awareness, Patient Referrals, Patient Experience, Staff Meetings, Team Communication, Orthodontic Industry Experts, Team Building, Best of 2025
Transcript
[00:00:16] Lacie Ellis: Welcome to Practice Talk brought to you by People + Practice. Where we specialize in digital marketing, website development, SEO, and so much more. Today we are doing something a little different and we're looking back at some of our favorite conversations in 2025 and getting answers to some of the questions that we get asked the most as growth consultants and marketers in the dental and orthodontic space.
[:[00:00:56] Mary Katherine: Yes, absolutely. Um, and you know, all the [00:01:00] marketing terms looking at that, your return in, in the orthodontic world, how many starts did we get from a set event, um, which are all.
[:[00:01:34] Um. We're building on that. It doesn't, they might not come in the Monday after a weekend event, but we are putting our brand in front of them. Um, and eventually, you know, we always say that our blood runs lime green here at Scenic City Orthodontics, but we wanna make their blood run lime green without them realizing it.
[:[00:02:06] Lacie Ellis: I love that. So I, I, because I know at some practices I've worked in, it's really defined by how many leads did we collect, or you know, how many patients scheduled, how many started because of that event.
[:[00:02:43] And like you said, the way that we qualify when somebody comes in and we say, oh, how so? How'd you hear about us? They're usually gonna tell us like. What they think we want to hear, it seems, you know, like, uh, the dentist referred me because that feels like such a strong referral, but really [00:03:00] it's a combination we feel of so many things.
[:[00:03:26] So
[:[00:03:53] And so, um, I don't, we don't like to put all of our eggs in one basket just based off of if we [00:04:00] actually had a patient come in our office and.
[:[00:04:17] Let's listen in to how Jamie Kent and her team at Summer Villa Orthodontics are using virtual exams. I'm especially excited to talk to you, Jamie, because your office works and utilizes with our virtual exam platform and the dashboard that we have in place, and I wanted to have a really honest conversation with you about how you utilize the technology and how it really works for you guys.
[:[00:04:50] Jamie Kent: Okay. So. If someone sends in their information, they're gonna be sending in their date of birth, their name, and why they're [00:05:00] reaching out to us. And we have a couple of different options that they can choose.
[:[00:05:30] Lee will take a look at those and he basically sends me a treatment plan towards that. So that's usually the first step of him looking into it. There is also an option where someone can send in their insurance card information, where at that point I'll send that to my front desk coordinator and she kind of looks into that for me.
[:[00:06:02] Lacie Ellis: Awesome. Okay. So I think there's this myth out there that you really can't get to know someone through a text or email. And I think there's an entire world of online dating that proves that that is not true.
[:[00:06:37] Because we can't see what's under those gums, um, through these photos. But you go through the treatment plan, you walk them through that journey, um, make sure that they're really comfortable with all of that first, so like what the treatment recommendations are, answer all the treatment type questions first, I would assume, and then.
[:[00:07:09] really comfortable with that treatment plan and with the finances.
[:[00:07:36] Heather Hamm: Yeah. Um. That can be a challenge, but what I have figured out is to target those schools closest to your practice, reach out to them, see what support you can offer them. Um, we do many events with our local schools from elementary, middle to high school. Um, we'll do sponsor their spring [00:08:00] carnivals. Um.
[:[00:08:27] I'm not sure if you know how the car rider lines work, but their call out on their walkie talkie like. Student, two, four fives, parent is here. Um, so the staff is seeing that. But on the backside of the tag is, um, an basically an ad for loopy orthodontics, which has been, um, great. We have gotten a couple leads from that.
[:[00:09:13] So we actually went to the pumpkin patch, picked 40 pumpkins, um, from the patch, loaded them up in the truck and brought them to the elementary school. And just that presence, showing them that you care is always a great way. Um, for them to reach back out to you.
[:[00:09:38] And again, that's not one of those things where you can say, okay, we dropped off 40 pumpkins and we got one patient from it. Like, that's not how it's gonna work. What's gonna work is when the parent that works at that school or the parent of the kiddo who got one of those pumpkins, um, calls you. You know, and it, they may tell you it was the dentist that referred us.
[:[00:10:22] So, um. I will say I've seen some offices do the car tag pickup, um, and on the back of it with their ad, they'll say something funny because that's what the parent is staring at. So it's like looking good today or you know, your smile's bright today or, you know, um. I don't know, just silly quotes like that that make people grin when they look at it.
[:[00:10:46] Heather Hamm: and it's true. It's true. It really, you know, is a way to, to connect with those parents. Not, not everything has to be so serious.
[:[00:10:54] Heather Hamm: You know?
[:[00:11:05] Huge, much bigger than I think people realize. And maybe that's, you know, community specific obviously. But, um, reach out to them and just be like, we wanna help. What, what do you need? And by asking what somebody needs instead of, can we do this for you or can we sponsor that? You know, just what do you need?
[:[00:11:35] Heather Hamm: Yeah.
[:[00:11:45] We did. They let us put our sticker on the back of them, but most of those stayed in the gym lockers at the school. So they weren't necessarily getting home. But that wasn't the point. The point was the school was so incredibly grateful. Um, for that. We also had a [00:12:00] school, um. Actually, we did this at all of the schools is we dropped off emergency, like braces and retainer, emergency repair kits to the nurse, and we taught them like how to effectively use wax because people don't understand it has to be super dry to stick, like all of these things.
[:[00:12:37] So. Other ideas?
[:[00:12:59] Um, kind of [00:13:00] catered around to what they're learning, um, in what subject they're learning at. In school. School and you know, there's great ways to talk about health, oral health and hygiene. Um, using the 3D scanners and the printers to talk about science and technology. Um, so there's really great ways that you can show off the practice, uh, with the homeschool groups.
[:[00:13:44] Um, and the 3D printers and the things that can be done. It's just, it's, I mean, I was in a dark room developing. I'm old developing PAs and things in a darkroom. So the technology bit, um, that's a great, that's a great thing to highlight [00:14:00] in a practice, especially with those homeschool groups. So that's a really great tip.
[:[00:14:23] Lacie Ellis: That's amazing.
[:[00:14:47] What are those like key things that really build that positivity within the practice?
[:[00:15:10] So if you want a positive culture, then you have to have people there that are open with each other, honest with each other, and kind all around. And it needs to be a standard. It shouldn't be like a hey, if you're, if you're, if you're kind, but you're not honest, it'll work. It's like that's, it's gotta be all three.
[:[00:15:48] Lacie Ellis: Mm-hmm. Yeah. Um, I also think like. As a team member, genuinely listening to your other team members. Um, and that's part of, so I pick a word of the year every year. I'm super [00:16:00] weird. Um, and I, and I kind of lean into that word all year. I find quotes that lean into it, and I really try to explore that word. So this year, um, my word is curiosity.
[:[00:16:27] Not everybody's going to share your, um, values or, or how you think or relate to people, but if you're listening and you're genuinely curious, and then if your leadership team is genuinely listening back and like makes you feel heard, I think you're right. It's that open communication and that honesty.
[:[00:17:04] So I just think that, uh, listening and communication and all of those little pieces, and like you said, setting that standard right from the beginning makes a huge difference.
[:[00:17:27] You want them to feel that positivity when they come in. And I think that it's. If it's going right, you'll sense it. If it's going wrong, you'll sense it. Um, and the open and honest communication is a huge part of that. And also talking to each other rather than about each other is a very big one. Um, and immediate conversation solves so many things.
[:[00:17:57] Lacie Ellis: love it. Love it, love it. Having worked in a few [00:18:00] offices, I know that the people you are surrounded by and the leadership you have, make all the difference to the enjoyment and sometimes even the fulfillment you get in your career within a practice.
[:[00:18:27] Trisha LaRue: Um, you know, I, I think meetings are important.
[:[00:18:55] Because not any system you implement is gonna be right the first time. So I [00:19:00] think continuously having those and blocking them out on your schedule is huge. And I know for a doctor. Taking away an hour long is, is losing production. Do it over lunch. It's worth paying for their lunch. Um, having those set meetings was something that we planned out.
[:[00:19:41] We were always had an opportunity for somebody to bring up a, an issue that we could try to work through. And there's always the one-offs, but as a whole, are we seeing this? Are we missing this? So I think that that was something. Good or bad, please schedule the meetings. Don't [00:20:00] reschedule if you can't make 'em.
[:[00:20:19] So I think, um, just being open and honest of what's to come. And then again, like I said, just, just always coming back and seeing how's it going?
[:[00:20:43] So if you've got a team that's kind of leading the marketing and maybe that shifts from time to time that that subgroup has a chance to meet and really collaborate and talk and then bring there. Thoughts and ideas back to that group meeting. And I think it's a, a matter of, I mean as, as mundane as it sounds like, what did we [00:21:00] talk about last meeting?
[:[00:21:17] How can we tweak it so it fits us? Because again. If there's no cookie cutter anything, so, um, and I just think the meetings though. In my opinion, they have to be collaborative and they have to be open discussion. I think if you go into those meetings where it's just the doctor and the office manager talking the whole time and nobody else has a say or every, some people are too scared to speak up because the last meeting that person got like, no, we're not gonna talk about that.
[:[00:22:09] On the team maybe has a role in that meeting, so everybody has something to say because I've been in those meetings, like I said, where it's one person talk the whole time and you're like, I was doodling on my, I don't even know what they were talking about half the time, to be honest, because it just like became like, you know, droning, I don't know you.
[:[00:22:46] Listen to your team and then have that open communication. But I completely agree that those scheduled meetings are incredibly valuable to making sure that things are running smooth and that we're talking about the things that aren't running smooth. Like it's the [00:23:00] elephant in the room when everybody knows that there's a problem, but nobody wants to talk about it.
[:[00:23:32] So when it comes to your marketing role, how do you get the rest of the team engaged, uh, especially with social? I know you said like, um, giving them a little bit of control and maybe giving them some responsibility in it, but how do you keep them kind of engaged and excited and motivated to help you with it?
[:[00:24:28] Um, in school. I believe your gifts are something that just comes natural to you, and it's what, who you are. So love and encouragement have always just come natural to me. So it's never fake. I don't feel like, um. I'm filling somebody full of a whole bunch of, you know, mess and just trying to puff 'em up or anything.
[:[00:25:05] I dunno if it's good enough. I'm like, I just love seeing your face. You are just the cutest thing. Like, I love seeing your face. I like seeing you and I don't want it to be me on social media. I wanna see your face. Well, that makes her even more inclined. She just wants to do more. What else can I do to help?
[:[00:25:43] And I'm, I'm gonna be a thousand percent honest with you. I'm the worst when it comes to technology and social media. You should have seen me asking me result. I'm like, how do I even make a video? What do I do with TikTok? I've never been on there before. How do you get on it? Like, what do you do? And these girls [00:26:00] trying to teach me how to use this stuff.
[:[00:26:22] It was just coming out. So this is just as new to me as it is to, you know, anybody else. And you just kind of have to, I rely on my young girls that are familiar with social media, so she needed somebody that was actually gonna ma mature enough to keep all the cats herded. But I need the cats because this old lady doesn't know what to do.
[:[00:26:45] Lacie Ellis: Well, um, what I can say is I've worked with a lot of team members throughout my years of consulting and working in practices, and you truly do have a gift of making people feel warm and seen just even [00:27:00] through, you know, our time together working. I'm always excited when I get a text.
[:[00:27:25] You want your team to shine brighter than yourself, and I think that's what in particular makes you really special at what you do, is you really, do. You want your office and your team to shine? You don't need to be the spotlight of that. You don't, you don't need to be the center. You just wanna make sure all those boxes are checked and that everybody feels good.
[:[00:28:05] And I just think we've gotta continue to find people in our practices with these traits. Uh, that really portray what we're trying to give our patients, not just somebody's skill level, because I can bring you up to my skill level scanning most people. You can, you just have 'em do it and do it, do it. But you can't teach somebody to care the way that you care.
[:[00:28:44] Also, you can push somebody maybe outside of that comfort zone a little bit and maybe they'll find a skill that they didn't know they had previously. Um, 'cause I will tell you. I've said it before on this podcast when Leon and Amy were like, let's have you host a podcast. I'm like, [00:29:00] worst idea. Ever.
[:[00:29:28] And I get to tell, help. You tell the story of your practice and you tell the story of, you know, what it means to be a team member in a practice. I just don't think people understand that you're not just. Making teeth straight, like you are making an impact on not just your team members' lives, but the patients that walk in the door.
[:[00:30:06] Christi Hubert: Thank you. That's a lot of sweet things you said.
[:[00:30:24] Let's listen into what she had to share. Um, so we like to get questions or comments from our
[:[00:30:34] So let's listen to our first question.
[:[00:30:49] Linda Lindsay: We tried that. It didn't really work. Um, we did find that, um, having [00:31:00] the free consultation, um, in. The records and everything we do in that consultation is free. But it's benefiting us as well as the patient. But if the patient's like, Hey, I'd like to have my records and I'd like to go to another orthodontist, then there would be a fee for the records.
[:[00:31:19] Linda Lindsay: Um, then at one point in time we try to just charge the adults 'cause they would cancel a lot. Um. Charging. It just didn't work out so well for our office. So we, we don't charge, and it is a free consultation.
[:[00:31:43] And I really do understand it because the doctors' knowledge and the staff's time, like all of that has so much value. Mm-hmm. But my thought has always been, okay, so let's say you charge 125 or two 50 for an exam. And that pro like stops is like the [00:32:00] barrier to maybe 10 people that came in. Let's say you started five out of those 10.
[:[00:32:14] Linda Lindsay: if they, if they can go to another place and get a free consultation, they're gonna go there instead
[:[00:32:20] Linda Lindsay: coming here. So,
[:[00:32:26] Yeah.
[:[00:32:26] Lacie Ellis: I don't see happening. Um, I think, I think this is how it's gonna be. And I also think, you know, I had been in the industry for a long time. We won't say how long it's been a while. Um, but longer than knee? Um, maybe, no, probably not, but we're, we're probably neck and neck. But, um, I, you know, even when it was time for my son to have treatment, I, I pretty much knew the office that I wanted to take him to.
[:[00:33:18] And like, that's, that's a big decision to make. You're gonna see these people for, you know, a couple years to every six to eight weeks, um, depending on what technology that office is using. So I just think, um, it's okay that people go and do their homework. I encourage second and third opinion. They're gonna come back to you.
[:[00:33:50] Linda Lindsay: Yeah. That, that's exactly right. And we, um, have, um, some of the dentists have ortho in their office.
[:[00:34:02] Heather Hamm: It
[:[00:34:08] Lacie Ellis: you know. Yeah. Well, I mean, I, I think there's still an education gap out there with, uh, the knowledge that like, Hey, did you know your orthodontist is actually a dentist who went to, uh, further their education to specialize in moving your teeth?
[:[00:34:39] Linda Lindsay: absolutely.
[:[00:34:57] Actually work in an office and sit in the same [00:35:00] chair that you sit in every day. We would love to hear your topic or guest recommendations as well as questions or comments about things that you are dealing with within your practice. Send us your questions or stories to practice talk.com. Please subscribe and share this episode with your friends and family that might find these conversations helpful and interesting.
[:[00:35:37] Narrator: Thank you for listening to the Practice Talk podcast.
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