Systems That Drive Success

Leading with Purpose: Culture, Hiring & Growth

Team culture can make or break an orthodontic practice. Practice Manager Laura Wilde opens up about what truly keeps teams thriving. From defining team values and reinforcing them relentlessly to rethinking orthodontic hiring with working interviews, Laura delivers real strategies. She tackles staff retention, toxic team members, and why transparent employee motivation through bonuses and shared production goals changes everything. If you lead a team, this conversation will shift how you show up every single day. What You’ll Learn In This Episode: * Defining and consistently revisiting team values at monthly meetings and morning huddles creates a culture of accountability and keeps orthodontic practice management focused on what matters most. * Why orthodontic hiring should include a working interview where candidates spend half a day with your team, revealing the soft skills no resume or traditional interview can uncover. * How sharing production numbers openly with your whole team strengthens employee motivation, builds trust, and connects every role, including back-office assistants, to the practice's shared goals. 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 http://www.practicetalk.comPractice Talk [https://open.spotify.com/show/2KmbVXxn9Hkz89SRmDZT8J?si=b7bb98d0f2394f2d], where your voice has value, and your success is our priority! TIMESTAMPS: 00:00 Introduction to team culture and Laura Wilde's role and thoughts about orthodontic practice management 07:55 Building team values: why nine core values outperform a single mission statement 13:18 Scheduling around the doctor's personality to elevate patient experience and grow the practice 17:29 Orthodontic hiring strategies: phone screens, in-person interviews, and working interviews 23:25 What do you do when an employee is not working out 29:10 Bonuses and why sharing production numbers with the whole team reduces entitlement and builds employee motivation 35:34 Shifting your practice management mindset: a manager's real job is solving problems, not avoiding them KEY TAKEAWAYS: * Toxic team members act like a cancer on team culture: the longer you wait to act, the more damage spreads to your strongest employees and your entire orthodontic practice management structure. * Positive reinforcement must outweigh correction by at least five to one. Even managers committed to employee motivation often underestimate how much consistent, specific praise is needed to help staff feel genuinely valued. * The working interview is the most powerful tool in orthodontic hiring: candidates who thrive will grab instruments and jump in. At the same time, poor fits reveal themselves within minutes, protecting your team's values before they are ever threatened. RESOURCES MENTIONED: People + Practice - Website [https://www.pplpractice.com/] Practice Talk Podcast - Free Downloads [https://www.pplpractice.com/insights/practicetalkpod]

High-Tech Clinic Workflows with a Human Touch

Orthodontic technology is transforming how practices deliver care. In this episode of Practice Talk, host Lacie Ellis interviews Rebecka Escamilla, lead clinical assistant at WRO, about implementing digital workflow systems while maintaining a human touch. Rebecka shares insights on Grin technology, patient workflow optimization, and team communication strategies that keep the practice running efficiently. Learn how cross-training, clear emergency protocols, and strong clinical leadership create a positive office culture where staff thrive, and patients receive exceptional care through both digital scanners and personal connection. What You’ll Learn in This Episode: 1. How to integrate Grin technology into your patient workflow from initial consultation through remote monitoring of aligner patients and braces cases 2. Strategies for managing doctor time effectively through clinical leadership, morning huddles, and coordinating with your treatment coordinator 3. Best practices for cross-training team members and fostering positive team communication to handle emergency protocols seamlessly 4. Methods for community outreach and educating potential patients about orthodontic technology that differentiates your practice 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 http://www.practicetalk.comPractice Talk [https://open.spotify.com/show/2KmbVXxn9Hkz89SRmDZT8J?si=b7bb98d0f2394f2d], where your voice has value, and your success is our priority! TIMESTAMPS: 1. 00:00 Rebecka shares patient workflow and her role as lead clinical assistant and Grin technology signup 2. 05:32 Rebecka discusses back office functions and scheduling strategies 3. 08:31 Clinical leadership approach: staying on time, empowering team members, and managing employee relationships 4. 12:09 Handling emergency protocols with remote monitoring through photos, scans, and triage systems 5. 15:14 Doctor time management strategies using morning meetings and treatment coordinator communication 6. 24:28 Community outreach tactics: events, QR codes for Grin, and educating patients about orthodontic technology benefits KEY TAKEAWAYS: 1. Grin technology enables remote monitoring of patients, reducing unnecessary office visits while maintaining quality care through digital scanners and virtual communication for aligner patients. 2. Strong clinical leadership combined with cross-training creates a resilient team capable of managing emergency protocols, optimizing patient workflow, and maintaining excellent team communication. 3. Clear expectations, accountability, and open dialogue foster a positive office culture that enhances patient relationships and improves practice efficiency across all departments.

Innovating the Ortho Workflow

Virtual orthodontic exams are transforming how practices connect with patients. Host Lacie Ellis explores this innovation with remote treatment coordinator Kelly Smith. In this episode of Practice Talk, Kelly shares how Trotter Orthodontics successfully implemented Grin technology to offer convenient teleorthodontics options alongside traditional in-office visits. With 11 years of experience as a treatment coordinator, Kelly explains the complete digital orthodontic workflow—from initial patient communication through the Grin app to scheduling records appointments. She reveals that offering virtual consultations has reduced new-patient wait times from 6-8 weeks to 3-4 weeks while maintaining the personal touch that builds trust and ensures excellent patient experience. What You’ll Learn in This Episode: 1. How to implement a seamless virtual orthodontic exam process using dental monitoring apps like Grin, including welcoming messages, scan instructions, and personalized video consultations from the orthodontist. 2. Strategies for maintaining strong patient communication and building trust through remote orthodontic care, including animated messages and timely responses to keep patients engaged throughout the virtual process. 3. How to position teleorthodontics as a convenience option for busy families, rural patients, and observation recalls while still offering traditional in-office exams for those who prefer a personal connection. 4. Best practices for working as a remote treatment coordinator, including staying connected with the practice team through staff meetings, group chats, and maintaining communication flow while managing virtual consultations and patient testimonials for marketing. 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 http://www.practicetalk.comPractice Talk [https://open.spotify.com/show/2KmbVXxn9Hkz89SRmDZT8J?si=b7bb98d0f2394f2d], where your voice has value, and your success is our priority! TIMESTAMPS: 00:00 Intro: Meet Kelly Smith, remote treatment coordinator 02:30 Grin technology, the new patient exam workflow and how the office presents virtual consultation options 09:21 Treatment plan delivery via teleorthodontics, followed by phone communication to discuss contracts, insurance, and next steps 15:55 Offering dual exam options and when to recommend virtual orthodontic exams versus in-office visits 21:02 Age considerations for remote orthodontic care: why 7-11-year-old patients are ideal candidates for virtual consultations 24:47 Building connection through digital orthodontic workflow: strategies for personalized communication techniques throughout the patient experience 33:48 Staying connected as a remote treatment coordinator: maintaining communication flow to stay integrated with the orthodontic practice team 37:21 Marketing virtual orthodontic exams: utilizing testimonials, lunch with referring offices, and patient word-of-mouth to educate the benefits of Grin technology KEY TAKEAWAYS: 1. Virtual orthodontic exams with Grin technology can reduce new patient wait times by 50% (from 6-8 weeks to 3-4 weeks) while maintaining the personal connection that drives patient experience and treatment acceptance through personalized videos and consistent patient communication. 2. Successful remote treatment coordination requires intentional strategies, including personalized messaging with emojis, frequent updates through the dental monitoring app, and orthodontist-recorded videos that replicate the in-office consultation experience through teleorthodontics while staying connected via staff meetings and group chats. 3. Marketing virtual consultations effectively involves website testimonials, lunch-and-learns with referring dental offices, and leveraging satisfied patients' word-of-mouth to educate the community about the convenience and efficiency of digital orthodontic workflow options for busy families and rural patients.

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 http://www.practicetalk.comPractice Talk [https://open.spotify.com/show/2KmbVXxn9Hkz89SRmDZT8J?si=b7bb98d0f2394f2d], 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:  People + Practice  - Website [https://www.pplpractice.com/] Practice Talk Podcast - Free Downloads [https://www.pplpractice.com/insights/practicetalkpod] 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

Systems That Drive Success

How can a mentorship-driven approach create an orthodontic practice where both staff and patients thrive? Today, Lacie Ellis is joined by Melissa and Katelyn from Horsey Orthodontics to discuss how their leadership fosters a culture of teamwork and patient care. You don’t want to miss Melissa and Katelyn’s insights on digital marketing or the secret of hiring the right talent. Tune in for strategy-driven actionable insights on building efficiency and collaboration in the orthodontics industry.   IN THIS EPISODE:  * (00:00) Introduction * (01:53) Inspire a positive culture by focusing on leadership and teamwork * (03:37) Daily morning huddles can enhance collaboration and set daily expectations * (05:44) Utilizing a clinical manager as your "air traffic control" to improve efficiency and maintain patient flow * (09:00) A listener's question about the clinical and admin team getting along and how cross-training may help * (13:56)  A listener's question about involving the team members in marketing and events * (17:02) Patients leave referrals because they are rewarded with giveaways and incentives * (19:57) Hiring strategies and finding people who fit the team’s culture * (28:27) Creating a family-like patient experience through personalized care KEY TAKEAWAYS:  * Fostering a positive culture through leadership. Daily morning huddles can enhance teamwork and patient care in your orthodontic practice.  * Clinical managers are like your practice’s "air traffic control" because they oversee and manage patient flow, which can help improve efficiency in your office each day. Utilizing a templated schedule enhances efficiency and collaboration, resulting in seamless patient flow. * Internal referrals for hiring, as well as digital marketing strategies such as social media and patient contests, enhance engagement for both patients and staff, thereby bolstering practice success. RESOURCE LINKS: People + Practice  - Website [https://www.pplpractice.com/] Practice Talk Podcast - Free Downloads [https://www.pplpractice.com/insights/practicetalkpod] KEYWORDS: Orthodontics, Hiring Strategies, Teamwork, Digital, Marketing, Culture, Leadership, Mentorship, Patient Care, Collaboration, Communication, Efficiency, Hiring, Family Experience Orthodontic Practice, Clinical Manager, Admin. Team, Personalized Care, Clinical Manager, Cross-Training, Horsey Orthodontics, Positive Culture, Patient Flow, Patient Referrals, Referral Programs, Marketing, Events, Community Events