1. Implement Tech-Enabled Patient Engagement and Communication

Efficient patient engagement and streamlined communication will improve your patients’ satisfaction and reduce administrative workload.

You can begin by integrating online scheduling into your practice management software. 

This allows patients to book appointments 24/7, reducing phone calls and making scheduling more convenient for busy professionals. Remember to use pre-built scheduling tags for different procedures, which will ensure you’ve allocated enough time to each appointment.

Your communication system should integrate multiple channels. By setting up automated appointment reminders across email, SMS, and phone calls based on patient preferences, you’ll reduce no-shows.

Your Electronic Health Records (EHR) system can be used to improve patient engagement. Modern EHR platforms offer patient portals where patients can:

• Access their treatment history

• View upcoming appointments

• Request prescription refills

• Message your practice securely

• Review and pay their bills

A recall system that automatically identifies and contacts patients who are overdue for checkups or have pending treatments helps maintain consistent patient care and increases visit frequency.

Two-way texting platforms for quick patient communications can also be highly effective. They let your team handle simple queries, appointment confirmations, and follow-ups efficiently while keeping records of all communications for compliance.

2. Solve Your Staffing Shortage

The dental hygienist shortage has become a major barrier to practice growth, with 92% of dentists reporting extreme difficulty recruiting hygienists. 

This staffing crisis is directly impacting your bottom line—practices are experiencing an 11% reduction in capacity, which can translate to over $100,000 in lost production for a $1 million practice.

The traditional approach of posting job ads and hoping for the best isn't cutting it anymore. You need modern solutions for this persistent challenge. While competitive compensation and benefits remain important, dental professionals also seek flexibility and work-life balance.

So, how can you meet these demands while filling your staffing gaps?

Flexible dental staffing platforms have emerged as a powerful solution to this challenge. These platforms allow you to:

• Fill temporary gaps without long-term commitments

• Test potential permanent hires before making offers

• Maintain patient capacity during peak periods

• Reduce the stress on your existing team

For example, Teero's dental staffing platform connects you with pre-vetted dental hygienists looking for flexible work arrangements. You can quickly find qualified professionals who match your practice's needs and culture, whether for temporary coverage or potential permanent positions.

3. Digital Marketing and Online Presence

Your dental practice's digital presence is crucial for attracting new patients. Your website is your 24/7 digital storefront, so it should be mobile-responsive and feature clear calls-to-action for appointment booking. 

Creating detailed service pages that explain your treatments and including patient testimonials also helps build trust.

Local SEO is your next priority. Your Google Business Profile should be optimized with accurate information, high-quality photos, and regular updates about your services. 

To improve your visibility in local search results, target location-specific keywords like "dental implants in [your city]". Building local citations through dental directories and maintaining consistent business information across all platforms will further improve your online presence.

Social media marketing can also significantly impact patient acquisition when done right. Running targeted Facebook and Instagram ads allows you to reach potential patients within your service area. 

You can also share content like before-and-after smile transformations (with patient consent) and educational tips about oral health to connect with your audience.

In addition, email marketing is effective for retaining and engaging patients. By creating valuable lead magnets like "Top 10 Ways to Improve Your Smile" or oral health assessment quizzes, you can capture contact information. Following up with automated email sequences that provide dental tips and showcase your expertise will nurture these leads.

Finally, analytics tools like Google Analytics track your digital marketing efforts and help you understand which strategies drive the most appointments. Metrics like website conversion rates, local search rankings, and social media engagement are important for optimizing your approach.

Important note: Remember to maintain HIPAA compliance across all digital platforms, especially when sharing patient information, implementing online booking systems, or installing trackers on your website.

4. Improve the Patient Experience

An exceptional patient experience starts with personalized attention.

If a patient is anxious about dental procedures, offer sedation options or extra support to make them comfortable. Following up with post-treatment check-ins shows you care about their recovery and satisfaction.

Try to streamline office operations to reduce wait times. Your front desk staff should be trained to answer phones promptly and confidently, addressing patients by name whenever possible. For urgent cases, establish a clear protocol to see emergency patients within 24 hours.

Daily schedules should be prepared in advance to verify treatment plans and insurance details, which will create a smooth patient flow throughout the day.

A more welcoming and comfortable physical environment also does wonders for the patient experience. Investing in modern dental chairs and state-of-the-art equipment like advanced suction systems demonstrates your commitment to patient comfort. 

Technology such as CAD/CAM systems for same-day restorations shows patients that you value their time. Offering multiple payment options, including special financing for larger treatments, removes financial barriers to care.

5. Expand Your Services

Growing your patient base starts with identifying and filling gaps in your local dental market. By strategically expanding your services, you can attract patients looking for specialized treatments that might not be widely available in your area.

Thorough market research can help identify underserved needs in your community. Adding services like sleep apnea treatments, advanced cosmetic procedures, or same-day treatments can set you apart from other practices. Dental implants and other specialized orthodontic services can significantly expand your patient base.

But also think beyond traditional service expansion. For example, a mobile dental unit to reach underserved areas or corporate offices will bring your practice to potential patients. Financing partnerships are another way to make your expanded services more accessible to a broader patient base.

Before launching new services, invest in the necessary technology and training to make sure you can deliver the high-quality care patients expect. Begin with one or two new services, perfect their implementation, and gradually expand based on patient demand and market response.

6. Engage the Community

Position your practice as a trusted community leader by hosting free dental health workshops and participating in local health fairs. 

Also consider partnerships with nearby health-focused businesses like gyms or juice bars, or sponsoring local sports teams or community events.

Another way to extend your community involvement is to offer educational programs at local schools. This not only helps build relationships with families but also positions your practice as an authority in dental health education. Free dental screenings during these visits or engaging presentations about oral hygiene can resonate with students and parents.

7. Implement Referrals

Referral programs are a great way to increase patient volume because generally, people trust recommendations from their friends and family. For example, you could implement a points-based system where existing patients earn rewards for successful referrals. 

The process can be even faster if you give patients easy-to-share referral links for social media and implement automated follow-up emails after appointments to request referrals naturally.

You can also train your staff to ask for referrals at appropriate moments during patient interactions. The best time is often after a positive experience, such as completing a successful treatment or receiving compliments about your service. Your team should thoroughly understand the referral program and be able to explain the benefits clearly to patients.

8. Train Staff and Improve Office Culture

Your staff's capabilities and your office culture is the foundation of your patient volume growth.

Focus on Strategic Training Areas

Prioritize training in areas that influence patient acquisition and retention. Your front desk staff should receive advanced training in phone communication, focusing on confident greetings, clear messaging, and handling unhappy patients. 

They should be trained to identify opportunities during every call to maximize scheduling, such as booking recare appointments, setting up treatments for family members, or resolving outstanding balances.

Build a Strong Office Culture

A culture that naturally drives patient volume develops when you collect input from your team about your practice's values and long-term goals. When staff members contribute to defining these elements, they become more invested in bringing them to life in their interactions with patients.

Your physical environment should also reflect your practice values. A welcoming atmosphere, combined with staff who genuinely embody your mission, creates a memorable experience that encourages patients to return and refer others.

How to Implement Your Growth Strategy

To grow your patient volume, begin by selecting two or three strategies that align with your practice's strengths and needs.

Starting with small, measurable steps—such as creating a structured referral program—can help you achieve growth. Track your results and adjust your approach based on what works best for your practice.

However, executing these growth strategies is challenging when you’re short-staffed. 

With Teero's flexible staffing solutions, you can confidently expand your practice hours and accept more patients knowing you'll have qualified professionals ready to provide excellent care. Try Teero today to ensure your practice has the staffing support needed to implement your growth strategy successfully.