Podcast
The GrowOrtho Podcast
Hosted by HIP Creative · EN
Have You Ever Asked Yourself: How can I get more patients? What are the systems I need to streamline operations? How can I be more effective with marketing? How can I align marketing and operations? How can I measure marketing results to see what’s working? If this is you, you’re in the right place. We’ve spent a lot of time talking with orthodontists, dentists, practice managers, office staff, and consultants, and we’ve actually built a framework to connect your office to patients & develop a relationship. Our Patient Acquisition & Retention Framework™ enables you to manage the patient experience from the first call through their procedure of interest. The GrowDental podcast is for dentists who want to run their practice like a business and discover how to take their practice to the next level.
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Local SEO for Dentists: The Strategy Everyone Gets Wrong
Jan 2600:41:41Tap to summarizeEver notice how two dental practices can sit a mile apart, offer the same services, and charge similar fees, yet one stays booked out while the other struggles to fill chairs? The difference is rarely clinical skill. It is visibility. Most dentists still believe SEO lives on their website. Google does not agree. Today, the real fight for new patients happens inside your Google Business Profile. That is where rankings are decided, trust is built, and calls are generated. If your profile is treated like a digital Yellow Pages listing, you are already behind. The Biggest SEO Misconception In Dentistry A great-looking website does not equal growth. Many practices obsess over design elements, videos, and aesthetics while ignoring the engine that actually drives traffic. SEO is not about how polished your site looks. It is about whether Google understands who you are, what you do, and when to show you. There is also a growing belief that AI has made SEO obsolete. The opposite is true. SEO feeds AI. If your digital footprint is weak, AI-powered search will simply skip you. Strong SEO is no longer optional. It is the baseline for being discovered at all. Why Google Business Profiles Dominate Local Rankings Search for any dentist, orthodontist, or specialist in your area. What shows up first? The map pack. Google Business Profiles sit above traditional organic results, and only three practices make the cut. That scarcity is intentional. Google wants to surface what it believes are the best local options, fast. This matters even more now as Google begins layering AI directly into Business Profiles. Pricing prompts, service summaries, and conversational answers are already being tested in other industries. Dentistry is next. If you are not optimized where Google is investing its AI future, you will miss the next wave of patient discovery. Free Growth Session Google Business Profiles Are More Than A Directory Treating your profile like a static listing is a costly mistake. Google Business optimization works much like website SEO. Categories, services, descriptions, and photos act as ranking signals. If you want to be found for Invisalign, implants, or pediatric dentistry, those services must be intentionally built into your profile. Think of it this way. If your website never mentioned Invisalign, you would not expect to rank for it. The same logic applies inside Google Business. Practices that structure services, write optimized descriptions, and maintain fresh activity give Google clear signals about relevance. That clarity is rewarded with visibility. Review Velocity Is A Competitive Weapon Most dentists understand reviews matter. Fewer understand how they actually work. Google looks at more than total review count. It tracks history, consistency, and momentum. A practice earning steady reviews each month often outranks competitors with a larger but stagnant total. Reviews serve two roles. They are algorithmic trust signals and they are patient decision drivers. The practices winning here do not leave reviews to chance. They build internal systems, train staff to ask at the right moment, and treat reviews as a non-negotiable growth lever. Discipline beats hope every time. Free Growth Session Hyperlocal SEO Expands Your Reach Without New Locations Local SEO for orthodontists is no longer just city-based. It is neighborhood-based. Patients search from specific pockets of a city. Google responds by prioritizing proximity and relevance at a hyperlocal level. Practices that only optimize for one city limit their reach. By creating hyperlocal content, aligning website pages with nearby areas, and reinforcing those signals through Google Business and reviews, practices extend their visibility radius. Think of it as casting multiple lines instead of one. More hooks create more opportunities to be found. Ranking Is Only Step One. Conversion Is Where Growth Happens Ranking does not guarantee patients. Once you appear in the map pack, patients compare fast. Reviews, photos, branding, and credibility signals decide who gets the call. A practice with five reviews will lose clicks to one with five hundred. Grainy photos and thin websites erode trust. Strong branding, clear doctor credibility, and proof of experience convert attention into action. Google gets you seen. Trust gets you chosen. Free Growth Session Practical Takeaways Dentists Can Use Now Here is where to focus if you want results, not theory. Log into Google Business Insights monthly and review calls, clicks, and profile interactions Build a consistent internal review system with full team buy-in Optimize categories, services, and descriptions for high-value treatments Align website content and Google Business messaging so they reinforce each other Track real outcomes like calls and bookings, not just keyword positions Stop guessing. Start measuring what actually moves patients. The Bottom Line Google Business Profiles are no longer secondary assets. They are becoming AI-powered decision hubs for local search. Dentists who treat them as set-it-and-forget-it listings will fade. Those who optimize, monitor, and adapt will own their local market. Visibility creates opportunity. Execution creates growth. If you want to win, start where Google already is. Free Growth Session ...
Transcribe →Your Old SEO Methods Don’t Work Anymore | Here’s Why
Jan 1900:44:53Tap to summarizeThe Rule That Broke For a decade, SEO had one simple goal: rank higher than everyone else. That rule just died. Patients are not typing “orthodontist near me” and clicking through five websites anymore. They are asking ChatGPT. They are reading Google AI Overviews. They are using conversational tools that skip the ten blue links entirely. Here’s what most practices have not realized yet. AI search engines do not rank practices. They select them. If you are not selected, you are invisible. Your beautiful website does not matter. Your years of “doing SEO” do not matter. This shift changes everything. Get your Free SEO Audit: https://hip.agency/contact/ Grab your copy of Orthodontic Practice SEO: Amazon: https://www.amazon.com/dp/B0GGBWLBLR Apple: https://books.apple.com/us/book/orthodontic-practice-seo/id6757766846 From Rankings To Recommendations Traditional search worked like a phone book. You searched. You clicked. You compared. You decided. AI search collapses that entire process into one conversation. Instead of forcing patients to research five options, AI tools recommend providers directly. Often just one or two practices. That’s it. This is not a ranking system. It’s a trust system. Google’s AI Overviews answer questions directly at the top of results. ChatGPT does not pretend to be a search engine. It acts like a knowledgeable assistant guiding decisions in real time. When a parent asks, “Who’s the best orthodontist for Invisalign for my teen near me?” the AI does not say: “Here are ten websites. Good luck.” It says: “Based on your needs, I recommend these providers.” If you are not in that answer, you do not get a second chance. Free Growth Session Why Your Old SEO Playbook Just Stopped Working Classic SEO rewarded keywords, backlinks, page optimization, and technical performance. All of that still matters, but it’s no longer enough. AI engines work differently. They summarize instead of list. They cite instead of rank. They select sources instead of pages. Instead of ordering websites by relevance, AI evaluates who appears trustworthy, who demonstrates real expertise, and who can be safely recommended without risk. This explains why some practices with fewer backlinks or lower traditional rankings suddenly appear in AI answers while others with “strong SEO” vanish completely. AI is not asking, “Who optimized best?” It’s asking, “Who do I trust enough to recommend?” The Real Ranking System — Trust Over Traffic Every AI search engine relies on the same decision framework. ChatGPT, Google AI Overviews, Gemini, Perplexity. All of them. They look for three core signals. 1. Topical Authority Do you own the topic, or are you just scratching the surface? One Invisalign page optimized for keywords no longer signals expertise. AI looks for topic ownership. A full ecosystem of content proving you understand the subject from every angle. Cost and financing. Treatment timelines. Comparisons versus alternatives. Maintenance and care. Suitability for teens versus adults. Risks, outcomes, and expectations. If your site answers only one of these, AI assumes you are not the expert. 2. Verifiable Credibility AI does not trust claims. It trusts proof. It actively scans for board certification, recognized provider tiers, awards and “best of” recognition, years in practice, case volume, and external validation. These signals matter more now because AI must justify its recommendations. It cannot guess. 3. External Trust Signals AI does not rely solely on your website. It cross-checks reviews across multiple platforms. Not just Google. Authoritative directories. Press mentions. Industry listings. Community validation. The more independent sources confirm your legitimacy, the more comfortable AI becomes recommending you. Free Growth Session Why One Page Will Never Be Enough Again For years, SEO rewarded focus. Pick a keyword. Optimize a page. Build links. Win. AI rewards depth. When someone asks about Invisalign, AI does not want a sales page. It wants confidence that you are the authority. That’s why topical clusters matter now. One core Invisalign page. Supporting pages on cost, care, timelines, and alternatives. FAQs written in clear, extractable language. Structured formatting AI can easily parse. This is not about writing more content for the sake of content. It’s about removing doubt. AI selects practices that leave no unanswered questions. The Trust Signals That Actually Trigger Recommendations Here’s where most practices fall short. They have credibility. They just do not surface it clearly enough for AI to verify...
Transcribe →Why Orthodontic Objections Disappear When You Do This!
Jan 1201:20:58Tap to summarizeYou just walked a patient through the perfect treatment plan. The clinical exam went smoothly. Your explanation was clear. The parent nodded along. Then you open the financial folder and watch their face change. “This feels like a lot of money.” Your stomach drops. Your mind races through rebuttals. You feel the conversation slipping away. Here’s what most treatment coordinators miss: that moment is not the problem. It’s the opportunity. Every objection you hear is a patient asking you to guide them through uncertainty. When you reframe resistance as a request for leadership, everything about your consults changes. Why Patient Objections Happen In Orthodontic Consultations Orthodontic treatment is not an impulse buy. It costs thousands of dollars. It takes months or years. It requires trust in someone who just met your family twenty minutes ago. If patients could confidently make five to seven thousand dollar healthcare decisions on their own, treatment coordinators would not exist. There would be no consult rooms. No case presentations. Patients would click “buy now” and show up for their first appointment. The fact that objections exist proves people need guidance. They want the outcome. They crave confidence. They’re asking you to help them feel safe moving forward. What sounds like resistance is actually uncertainty reaching for direction. When a parent says they need to think about it, they’re not saying no. They’re saying they don’t yet have enough emotional clarity to say yes. When someone mentions cost, they’re not attacking your fees. They’re asking you to bridge the gap between price and value in a way that makes sense for their family. Patient objections in dental practices surface because people care deeply about making the right choice. They care about their child’s smile. They care about their budget. They care about whether this decision will pay off years from now. That care creates anxiety, and anxiety creates questions that sound like obstacles. Your job is not to overcome those obstacles. Your job is to guide people through them. Free Growth Session The Mindset Shift That Transforms Case Acceptance Most orthodontic teams are taught to treat objections as barriers to crush. That language alone creates a fight you don’t need to have. Patients are not pushing back to say no. They’re reaching out for validation so they can say yes. They want to know their concern is normal. That other families have felt the same way. That their fear makes sense. That someone who does this every day understands the weight of the decision sitting in front of them. When a patient says, “This feels like a lot of money,” they’re not attacking your treatment plan pricing. They’re asking if this investment delivers results worth the sacrifice. When they say, “I need to talk to my spouse,” they’re not stalling. They’re honoring the fact that financial decisions this size require partnership. Shift from defending to guiding and watch the entire tone flip. The consult becomes collaborative instead of transactional. Patients lean in instead of pulling away. The energy in the room changes because you stopped treating their concern as a problem and started treating it as a signal. That signal tells you exactly what the patient needs to hear next. Listen for it. How Orthodontic Teams Accidentally Create Resistance Here’s the truth most teams miss: resistance rarely starts when the objection leaves their mouth. It begins earlier in the patient consultation process. Patients do not suddenly decide to object at the financial discussion. Objections are the result of misaligned pacing, unmet emotional needs, or broken rapport that occurred several steps before they said a word. Maybe you rushed through the clinical explanation because you had another patient waiting. Maybe you skipped the step where you ask what’s most important to them. Maybe your body language shifted when you opened the financial folder. These micro-moments stack up, and by the time you present fees, the patient is already guarded. This is why scripts for handling objections fail. Even the best language collapses if the person delivering it feels uncomfortable talking about money or doubts the value of the treatment. Patients sense this instantly. Confidence, or the lack of it, is communicated nonverbally long before you discuss numbers. Your tone, your pace, your posture, all of it telegraphs whether you believe in what you’re offering. When you rush to explain, justify, or counter objections, patients feel unheard. When you lean on memorized responses, they feel managed. Both reactions raise resistance instead of lowering it. People do not buy when they feel guarded. They buy when they feel safe. Safety comes from connection, not convincing. Free Growth Session Why Leadership Beats Language Every Time in Patient Consultations The most effective orthodontic consultations are not driven by clever phrasing. They’re driven by calm, empathetic leadership. Patients trust certainty that’s quiet, not loud. They trust confidence that doesn’t need to prove itself. They trust professionals who believe fully in both the provider and the outcome. That belief shows up in how you hold silence, how you answer questions without defensiveness, and how you stay present when the conversation gets uncomfortable. Empathy must come before explanation. Patients decide emotionally first. Logic only works after anxiety drops. When you lead with education instead of empathy, you overwhelm people who are already nervous. You pile information on top of fear, and fear wins every time. When you lead with empathy, education becomes welcome instead of threatening. Picture a parent sitting across from you. Their thirteen year old needs braces. They’ve already Googled horror stories about pain and cost. They’re worried about whether their insurance covers enough. They’re concerned their kid will hate them for making them wear metal. They’re calculating whether they can afford this and still take the family vacation they promised. Now imagine you open with, “Let me walk you through our payment options.” You just skipped the part where you acknowledge everything swirling in their head. You treated them like a transaction instead of a person. Instead, try this: “I know this ...
Transcribe →Patients Keep Saying No? Here’s What You’re Missing
Jan 500:42:03Tap to summarizeYour team thinks they’re selling braces. They’re wrong. What patients actually buy is certainty. Certainty about cost, timing, next steps, and whether they’re making the right call for their kid or themselves. When you don’t create that certainty fast, you get the same complaints every practice has: they ghosted us, bad lead, they said they needed to think about it, they price-shopped, they no-showed. Here’s what hurts: your leads aren’t bad. Your process leaks certainty. Fix that, and your team won’t need to push harder. They’ll just need to get clear, confident, and better at leading conversations. The kind of leadership that feels like service instead of sales. Get your copy of the Practice Paradox and the Personality Assessment: https://ion.agency/practice-paradox-book The Core Truth — People Don’t Buy Orthodontics. They Buy Certainty. Whether someone is choosing braces, clear aligners, or even deodorant, the psychology stays the same: people move when they feel safe taking the next step. That’s why calls fall apart even when your team says all the right things. If the prospect feels confused, guarded, uneasy, or overwhelmed, you can keep talking. You’ve already lost. Not because they hate you. Because their brain is protecting them from a decision that feels risky. So the question becomes: How do you manufacture certainty, fast, without sounding salesy? Let’s break it into five levers: mindset, voice, speed, follow-up, and simplification. Redefine “Sales” So Your Team Stops Sabotaging It A lot of practices hate the word “sales.” They picture a used-car lot: fake smile, pressure, manipulation, take the money and run. That’s exactly why they struggle. Here’s the reframe: sales isn’t taking. Sales is giving. If your team believes sales is something you do to people, they’ll avoid it, rush it, or apologize for it. If they believe sales is something you do for people (clarifying, guiding, simplifying), they show up differently. Two guardrails matter: integrity and a true desire to help paired with belief that the service will positively impact the patient’s life. Violate those, and you’re back in the version of sales everyone hates. Hold those two guardrails, and closing isn’t predatory. It’s service. Why this matters to certainty: Certainty doesn’t come from convincing. It comes from leadership. People relax when they feel guided by someone who knows what they’re doing and genuinely has their interests in mind. If your team doesn’t buy that idea, every tactic in this article turns into a script. Scripts don’t create certainty. Free Growth Session Certainty Starts With How You Sound — Tone and Tempo Beat Perfect Wording The fastest way to kill a call isn’t the wrong sentence. It’s the wrong cadence. Two things matter most: tonality and tempo. Tone and tempo communicate what words can’t: calm confidence, leadership, empathy, impatience, uncertainty, awkwardness. The Real Phone Skill Is Emotional Control When your scheduler or treatment coordinator sounds rushed, unsure, or overly chirpy, the prospect doesn’t feel guided. They feel processed. And if the prospect doesn’t feel guided, they don’t feel safe. Use Anchoring Questions to Uncover What Creates Certainty for This Person Three questions shift the call from “schedule this” to “understand why this matters.” “How long have you been thinking about straightening your teeth or bringing Johnny in?” This tells you whether they’re a “yesterday” person or a “two years” person. Very different energy, very different barriers. “Why did you feel like now was a good time to address this?” This reveals the trigger: pain, bullying, a dentist referral, a life event, a deadline, a job, a wedding. The trigger is often where certainty lives. “Why did you decide to come see us?” This exposes perceived differentiation or lack of it. It also surfaces competitive context without you sounding defensive. These questions aren’t cute. They build certainty because they make the prospect feel understood. And they give your team leverage to connect the consult to what the person actually cares about. If You Sense Uncertainty, Address It Immediately If someone sounds uneasy, uncertain, confused, or guarded, you can’t just continue your flow and hope it resolves itself. You need to pivot and handle that emotion right now. Or you won’t have their attention for the rest of the call, and you’ll often earn a no-show. Use something playful as a pattern interrupt (something they don’t expect) to regain attention. The point isn’t the exact line. The point is: certainty requires attention, and attention disappears when emotion turns skeptical. The Underrated Skill — Being Comfortable With Silence Most teams panic during silence and start filling space with nervous checking: “Hello?” “Did you get that?” “Can you hear me?” Don’t do that. Embrace the silence. The person just answered an unexpected call. You don’t know what they’re doing. If you can sit through a few seconds, you keep authority and flow. Why this matters to certainty: When you talk like a leader (steady, calm, unhurried), you lend your certainty to the other person. When you sound nervous, you amplify theirs. Speed Is Strategy: Desire Decays Faster Than You Think If you’re treating online leads like they’re 2012 leads, you’re getting cooked. Amazon has trained consumers. If something doesn’t have the two-day delivery vibe, what do people start thinking? “Do I really need this?” “Maybe I’ll find something similar I can get tomorrow.” That same consumer expectation bleeds into choosing an orthodontist. If you don’t respond fast, if it’s hard to schedule, if it takes forever to get clarity, people don’t wait patiently. They move on or talk themselves out of it. The Five-Minute Rule Isn’t Aggressive. It’s Reality. Studies show that if you don’t follow up within five minutes, there’s a 400 percent decrease in ever getting in touch. Calling back within 60 seconds can boost conversions by 391 percent. Whether you obsess over exact numbers or not, the operational takeaway is undeniable: your speed determines whether you’re still top of mind. Here’s what should sting a little: five minutes should be your worst day. Because in a digital world, five minutes can feel like an hour. Nobody submits a form and then sits there doing nothing, waiting for...
Transcribe →Reddit Q&A – Your Dental Practice Is Bleeding Patients (And Marketing Isn’t the Problem)
Dec 2200:36:06Tap to summarizeIn this episode of the GrowDental podcast, Luke dives into the r/Dentistry subreddit to answer real questions from practice owners struggling with marketing and growth. What emerged from those conversations is a framework that challenges everything most dentists believe about their biggest constraint. Get your copy of the Practice Paradox and the Personality Assessment: https://ion.agency/practice-paradox-book A dentist buys a South Florida practice. Previous spend: $5,000 monthly on ads. New plan: hire a strategist, reorganize, cut costs. Result: phones go silent, patient flow crashes. The owner’s instinct? Panic. The real question: Was $5k the problem? Here’s what actually happened. Spend less, get less. That part is simple math. The complicated part lives downstream. What happens after someone calls or fills out a form? Because in most practices, the enemy isn’t your marketing budget. It’s operational leakage. Missed calls. Weak follow-up. Zero visibility into what your website produces. If that’s your reality, more ad spend won’t solve growth. It will scale your waste. This framework is for owners who want to grow the right way. Plug the leaks first. Scale what works second. The Trap — Treating Marketing Like the Problem When It’s Just the Amplifier Most budget arguments skip the only question that matters. Are you stewarding the opportunities you already pay for? Marketing is not magic. Marketing is volume. Turn it up and you get more attention, more inquiries, more exposure of whatever’s broken underneath. In the South Florida case, the most predictable outcome occurred. They cut spend and lead flow dropped. That doesn’t prove the original budget was right or efficient. It proves it was producing volume. But the real insight is this: ad spend is relative. Consider the context. Where exactly are you? Miami versus a suburban market are different games. How competitive is your local area? How big is the practice now, and how fast do you want to grow? A flat number like $5,000 monthly means nothing without those answers. In some markets it’s average. In others it’s conservative. In others it’s reckless. But even if your spend level fits your market, your biggest constraint may still be operational, not marketing. Free Growth Session The Silent ROI Killer — Missed Calls and Abandoned Calls Want one metric that exposes the truth fast? How many calls are you missing right now? Not what your team thinks. Not what feels right. The hard number. Here’s the reality most owners avoid. The average abandoned call rate sits between 20 percent and 40 percent of calls going unanswered. Pause on that. If you miss one out of four calls, you don’t have a lead generation problem. You have a conversion capture problem. And if a meaningful chunk of those missed calls are new patients, you’re bleeding revenue daily without knowing it. Why This Matters More Than Your Ad Budget The compounding effect looks like this. Your missed call rate is 25 percent today. You crank marketing spend up. You push your team beyond capacity and that missed call rate climbs to 40 percent or higher. So you spend more. You get more inquiries. You lose more opportunities because your systems can’t absorb the volume. This is how practices convince themselves marketing doesn’t work, when the truth is they never fixed the bucket. Where to Find the Truth (Not Opinions) Most practices already have the data. Owners just don’t look. You likely use a VoIP system. Those platforms show call stats, including abandoned call rate and missed calls. The next step isn’t just the percentage. It’s segmentation. What percentage of missed calls are new patient calls? That one metric tells you whether your next dollar goes to ads or operations. The Other Black Hole — “How Many New Patients Did Your Website Bring You?” One strategist asks a question almost nobody can answer. “In 2025, how many new patients did your website bring you?” Common response: silence. This isn’t a minor gap. It’s a fundamental business blind spot. If you can’t measure what the website produces, you can’t evaluate whether your site does its job, whether your online scheduling gets used, whether your forms get answered, or whether you’re losing patients quietly while telling yourself the website is decent. The Website Isn’t Just Branding Sure, a website informs people. But in the context of practice growth, it has a job. Turn interest into action. If you don’t know whether it’s doing that, you’re operating on vibes. The Practical Audit Most Practices Never Do If your lead flow feels low, take a hard look at where you’re bleeding. Start with two questions. What are the form submissions and appointment requests like? Where are those requests being routed, and who owns follow-up? Because “we don’t get website leads” is sometimes code for something else. Requests go into an inbox nobody monitors. Notifications go to the wrong person. Patients get a slow response and ghost. The follow-up experience feels cold and transactional. In other words, the website might be working. Your process might not. Free Growth Session Google vs. Meta Isn’t a Preference Debate. It’s an Intent and Workflow Debate. A lot of dentists talk about Google versus Facebook like it’s personal preference. It’s not. It’s about patient intent and what your practice can handle. Here’s the breakdown. Google is more bottom-of-funnel because you capture existing search intent. People actively looking. But it’s also more competitive, and demand is limited by how many people search in your area. Meta (Facebook and Instagram) is more top-of-funnel. You reach people who could become patients, but you often need workflows and automations to warm them up and convert them. Here’s the operational reality most practices miss. If your follow-up is weak, top-of-funnel leads die. If your phones aren’t answered consistently, bottom-of-funnel leads die too. The platform won’t save you from poor stewardship. This is why fixing leaks first is so powerful. It makes every channel work better. The “Plug the Leaks” Growth Framework — What to Fix Before You Spend More If your schedule isn’t where you want it, your instinct may be to throw money at marketing. Sometimes that’s right, but only after you validate the fundamentals. Here’s a practical sequence. Step One — Pull Your Phone Data Today Log into your VoIP system. Find your abandoned call rate and missed calls. Identify what percentage of missed calls are likely new patients. If you’re missing a big chunk of calls, that’s not a marketing problem. That’s an operations problem that marketing...
Transcribe →Why Patient Experience TRUMPS Technology in Orthodontics
Dec 8Tap to summarizeOrthodontists pour millions into technology, systems, and clinical training. Those investments matter. But zoom out and look at which practices actually grow year over year. The differentiator is not the scanner, the wire sequence, or the aligner system. The practices that grow treat patients like people, not procedures. In a world full of convenience, automation, and self-checkout everything, genuine human experience has become the rarest competitive advantage in orthodontics. At HIP, we have seen it across hundreds of practices: when your team becomes truly patient centric, your results follow. This is not a nice-to-have. It is the engine behind case acceptance, referrals, and retention. Here is what that actually means and how you build it. The Emotional Side of Orthodontics Orthodontic treatment is not just a mechanical process. Patients carry their smile into every room they walk into for the rest of their lives. Confidence. Insecurity. Pride. Avoidance. Whether someone feels free or guarded, their orthodontic journey shapes all of that. Forget the emotional stakes and you lose the patient. Every interaction with your practice either reinforces their confidence or feeds their fear. In today’s world, where everything is automated and transactional, that emotional experience matters more than ever. Patients expect clinical excellence. They remember how your team made them feel. That feeling brings them back and keeps them talking about you. Technology Does Not Differentiate You. Experience Does. A lot of practices believe their growth will come from their scanner, their bracket system, their aligner protocols, their dashboard, their workflow. Technology matters. It supports efficiency. It shortens treatment times. It allows for predictable outcomes. But patients cannot tell you the difference between wire systems. They have no idea what your software does. They can tell you if your front desk greeted them warmly. They can tell you if your space felt clean and inviting. They can tell you if they felt remembered or forgotten. The truth is simple: technology creates capability, patient experience creates loyalty. Free Growth Session First Impressions — The Moment That Sets the Tone For Everything Before a patient ever sees a TC, an assistant, or the doctor, they are already forming their opinion. They are evaluating whether they feel safe. They are reading whether your team is present or overwhelmed. They are noticing whether they are interrupting you or welcomed. A great first impression includes clear signage and easy navigation so patients know where to go, a clean and bright environment that signals professionalism without feeling sterile, a genuine greeting that acknowledges them immediately, and eye contact plus warmth so they feel seen instead of processed. If this first moment goes sideways, you have already lost ground. If it goes well, everything else becomes easier. The TC Room — Where Trust Is Formed Or Lost The treatment coordinator room is the most pivotal space in the practice. It is where excitement becomes commitment or where uncertainty grows into hesitation. Practices that win in this room keep the handoff tight, smooth, and confident. They remove the left-alone-in-silence moments that create anxiety. They treat the patient as the hero of the story, not the object of a procedure. They engage on a human level before diving into clinical detail. When patients feel known instead of managed, they say yes more often and they stay excited throughout treatment. Free Growth Session Mid-Treatment Visits — The Overlooked Opportunity This is where many practices unintentionally lose the patient experience altogether. Routine appointments easily slide into autopilot. The assistant has done this exact wire change ten times today. The patient knows the drill. Everyone falls into the rhythm. That is the danger. A patient who feels invisible mid-treatment becomes disengaged. They stop wearing rubber bands. They lose excitement. They feel like a number. The practices that maintain loyalty during routine visits do one thing consistently: they never stop seeing the patient. That means personalized notes that allow any assistant to pick up the conversation, asking about the football game or the prom or the test or the birthday or the struggle, staying energetic even in routine appointments, and celebrating small steps toward the end result. Efficiency does not cost empathy. Efficiency creates space for empathy. Retention — The Most Undervalued Stage Of The Entire Journey Many offices treat retention like the checkout lane. Here are your retainers, congrats, call us if something breaks. Retention is where practices lose referrals and where they could be gaining them. Retention works best when the team celebrates the finish line with real enthusiasm, when debond day is treated like a milestone worth cheering for, when the patient leaves feeling proud of what they accomplished, when the team makes the experience fun and memorable and personal, and when you reinforce why wearing retainers matters without guilt or shame. When the final memory is a great one, patients become raving fans. And when they inevitably need retreatment years down the road, they come back to the place that made them feel cared for, not the cheapest or closest option. Free Growth Session Why This Matters — The Human Challenge Your team is human. They get tired. They get overwhelmed. They deal with difficult patients. They have personal stress. When they are stretched thin, the first thing to disappear is the patient experience. That is why the culture has to carry the weight, not individual moods. A consistent patient experience comes from clear standards, strong systems, personal accountability, team cohesion, morning huddles that reinforce connection, and leadership that models presence and empathy. This is not about perfection. It is about direction. A one per...
Transcribe →10 Training Mistakes Ruining Your Orthodontic Practice
Dec 100:58:45Tap to summarizeYour new hire shadows for a few days. You walk them through a checklist. They learn the software. Then what? Everyone hopes they “figure it out.” A month later, the doctor is frustrated. The team is stressed. The new hire feels like they’re failing. The problem isn’t effort. The problem is this: you’re treating training like a checkbox instead of a culture. Why One Time Training Kills Growth When training is an event, your practice stays stuck in reaction mode. You only coach after mistakes, complaints, or resignations. By then, you’re cleaning up fires instead of building people. Here’s the pattern that plays out in most practices. A new hire gets paired with your “strongest” team member. That leader is already buried in their own workload, so they show shortcuts instead of deep explanations. The new person picks up just enough to stay afloat. Everyone assumes the job is done. But orthodontic practices don’t stay still. Systems change. Software updates. Patient expectations rise. Insurance rules shift. If your team never gets space and structure for continuous learning, they’ll keep doing what they’ve always done. Even when you need something completely different. The emotional toll is real too. Without clear expectations for days 30, 60, and 90, a new hire never knows if they’re winning. They catch feedback only when something breaks. They sense the doctor’s frustration but not the reason. That builds anxiety fast. High performers burn out because they’re constantly training others on the fly. Low performers coast because nobody defined what success actually looks like. Patient experience becomes a coin flip. One family gets a red carpet welcome. The next one gets a rushed check-in from someone who can’t answer basic questions. That’s how training problems quietly become culture problems. Then turnover problems. Then growth hits a ceiling. The Shift — Training As Intentional Culture Flip the switch with one decision. Training isn’t something you check off. It’s something you build into how your practice breathes every single day. Stop playing defense. Start playing offense. Instead of coaching around fires, set a rhythm. Define what someone should know and do at 30, 60, and 90 days. Block time for one on ones, coaching, and questions. Make it clear that learning isn’t just for new hires. It’s for everyone, all the time. This doesn’t require a massive time commitment. Everyone has the same hours in a day. The difference is what leaders choose to prioritize. A 15-minute check-in each week with a key team member can prevent dozens of hours of upset patients, staff gossip, and repeated mistakes. When training becomes your culture, you stop expecting people to just know. You start expecting them to grow. Design Training For Real Humans Here’s another trap. The assumption that everyone learns the same way. Shadowing is valuable. It’s not enough on its own. Some people need hands-on practice with guidance. Others need to talk it through and ask questions. Others need written steps they can review later. When training is generic and rushed, it drains both trainer and trainee. Neither one walks into the next session excited. Mix observation with hands-on work. Break complex processes into smaller wins and celebrate progress along the way. Make room for questions and curiosity, not just lectures. Draw a parallel to continuing education for doctors. Clinicians don’t take one course early in their career and call it done. They keep learning because standards of care change. Your team needs the same commitment. Front Desk staff, Clinical Assistants, and Treatment Coordinators need ongoing growth to stay aligned with what patients expect today, not five years ago. When your entire team is engaged in learning, the practice feels alive. People aren’t just clocking in. They’re getting better. One Role, One Story, Real Transformation Redefining a single role can transform both a person and your whole practice. Picture this. A Front Desk team member has been parked in a corner with an unspoken message: just sit there, answer phones, check people in. Her title reflects it. Her daily experience reflects it. Over time, she internalized the message and operated at that level. Instead of replacing her, reframe the role. Change her title to something like “Patient Satisfaction Specialist” or “First Impression Expert.” Train her on how to stand and greet, how to introduce herself by name, how to guide families through your lobby, and how to create warm, personal phone calls. The shift was immediate. She owned the lobby experience. Patients got greeted with eye contact and genuine care. New callers heard enthusiasm. The Front Desk stopped being a transactional checkpoint. It became a hospitality station that set the tone for everything else. Better greetings and more thoughtful calls helped with retention and reviews. Clinical teams faced less friction because patients already felt cared for before sitting in the chair. Every role in your practice can be a growth lever if you define its purpose and train to that purpose. When people understand the why behind their tasks, accountability stops feeling like punishment. It becomes a badge of pride. Watch how this plays out in daily moments. A team member notices a parent looks cold and offers a blanket without being asked. An assistant remembers a song a patient mentioned and queues it up next visit. A coordinator recognizes a nervous family and slows down to address their real fears. These aren’t random kindnesses. They’re the natural outcome of people who understand their role in the patient journey and feel empowered to act. The Cadence That Works You don’t need a complex training program to make this happen. You need something structured and simple. The heartbeat of this is one on ones. Team huddles matter. Staff meetings are valuable. But nothing replaces looking someone in the eye and talking directly about their experience, their goals, and their growth. Schedule a 15-minute weekly check-in. Ask what’s going well, where they’re struggling, and what support they need. Because this rhythm stays consistent, those conversations feel safe. They signal investment, not trouble. Add a 30-minute monthly development conversation. Review what happened over the past few weeks. Connect performance to specific behaviors and decisions. Talk through real cases, what worked, what could shift next time. Let them use you as a sounding board to brainstorm. Step into a 60-minute quarterly growth conversation. Widen the lens. Discuss personal goals, where they want to grow, and how that connects to where the practice is heading. Treat these as pivot points, moments to reset focus and clarify the next cycle. Start every meeting with what’s working. Make team members feel seen and valued before you talk about gaps. That shift alone primes the conversation for openness and kills the fear that a one on one means they’re “in trouble.” Over time, your team will look forward to these meetings because they feel like real investment. Your 90-Day Action Plan You don’t need to be perfect to start. You need consistency. First, audit how training actually happens right now. Where do new hires get information? Who do they shadow? When do you check-in after week one or two? Where do issues usually surface, front desk or clinic or consultations? Don’t judge. Just observe. The goal is to see the gap between what you intend and what your team actually experiences. Second, pick one role. Maybe it’s the Front Desk. Maybe it’s a Clinical Assistant or Treatment Coordinator. Pick the area where confusion or turnover h...
Transcribe →3 Hyperlocal SEO Strategies to BOOST Your Practice in 2025
Nov 24Tap to summarizeWhy Your Local SEO Isn’t Working Beyond Your City Limits If you feel weirdly invisible to people just 20 or 30 minutes away, you’re not imagining it. You’ve done the basics. Website? Check. City name in a few headings? Done. Google Business Profile? Live. On paper, you’re doing local SEO. In reality, you’re only visible to a thin slice of the people who could realistically become patients. The practices quietly winning are doing something different. They’re not just doing SEO for their city. They’re building a strategy around specific neighborhoods, suburbs, and nearby towns. They’re sending Google extremely clear signals about where they want to show up and why they deserve to be there. That’s hyperlocal SEO. Local SEO vs Hyperlocal SEO — Why The Difference Matters Most marketing conversations blur these two together. Start by separating them in your mind. Local SEO is usually “We’re an orthodontist in [city].” Your city name lives in title tags and H1s. A Google Business Profile ties to your address. Maybe a service area list sits buried in a footer. That used to be enough. Hyperlocal SEO is different. It focuses on specific nearby towns, suburbs, and neighborhoods, not just your main city. It’s built around how people actually search in those areas: “orthodontist in Pace” or “braces near Lake Nona.” It’s supported by real content and signals for each area, not just listing town names in a paragraph. Why does this matter? Because Google cares about proximity and relevance at a granular level now. Someone searching from a small town outside a metro isn’t just seeing the best site in the big city. Google is trying to answer: “Who is truly the best and most relevant option for this specific person, in this specific place, at this moment?” If your competitors are sending stronger signals for those surrounding areas, you’ll lose those searches even if you’re objectively the better practice. Free Growth Session Start With Where Patients Actually Come From The biggest mistake practices make with SEO is guessing. You don’t need to guess. You already have data in your practice management system and inside your own head. Ask a few simple questions. Which towns, suburbs, or rural communities do your current patients actually live in? Where do people commonly tell you they’re driving in from? Which areas feel like a natural extension of your community, and which don’t? If you sit down and list this out, you’ll end up with a set of realistic service areas. For example, if your practice is in Pensacola, you might pull in patients from Gulf Breeze, Pace, Milton, or farther out. If you’re in Orlando, you might see people from Lake Nona, Dr. Phillips, Winter Garden, or Clermont. That list is your starting point. Then layer in your ideal patient. Are you primarily serving adults or families? Do you have a strong aligner focus, or are you braces heavy? Are you trying to attract young professionals, busy parents, or retirees? Different neighborhoods have different mixes of those people. A retiree-heavy community might not be your priority if you’re trying to become the go-to practice for kids and teens. A high-growth suburb of young families might be a perfect target if you want more Phase I and full treatment cases. The most important part: your SEO partner can’t know this on their own. You live in this market every day. You know which areas feel aligned and which don’t. When you share that information openly, it changes the entire strategy. Turn Your Real Service Area Into Hyperlocal Targets Once you know where your patients come from and where you want to grow, you can convert that into actual SEO targets. Start small and focused. Pick three to five priority areas around your main office. These are places where people already come from, or you’re confident people would come from if they actually knew you existed. For each of those, you’ll eventually want a clear understanding of how people in that area search for care, a dedicated content plan that speaks directly to them, and strong signals to Google that your practice is relevant to that area. This is where the difference between mentioning a town and owning it in search really starts to show. Free Growth Session Build Real Hyperlocal Assets, Not Throwaway Mentions Hyperlocal SEO shows up in two main places: your website and your Google Business Profile. On Your Website Most practices do this wrong by simply dropping a list of towns at the bottom of their homepage. Something like: “We serve patients from Pensacola, Gulf Breeze, Pace, Milton and the surrounding areas.” Google looks at that once, shrugs, and keeps rewarding the site that actually built content around those areas. Instead, create dedicated neighborhood or town pages. Each priority area gets its own page. For example, “Orthodontist in Pace,” “Braces for kids in Gulf Breeze,” or “Clear aligners in Lake Nona.” These pages shouldn’t be fluff. They should explain who you are and why patients from that area choose you. Talk about how far you are, how easy it is to get to you, and why the drive is worth it. Include the treatments you want to promote in that area. Reflect something real about that community, not generic copy. Structure them so Google understands what they’re about. That means using the town or neighborhood name in the page title and main heading. Include related phrases people actually type, like “[neighborhood] orthodontist” or “braces near [neighborhood].” Write clear, helpful content that a real parent or adult would find useful, not keyword soup. Use your competitors as a guide, not a template. Look at who already ranks for “orthodontist in [town]” or “[town] braces.” Study how long their pages are, what questions they answer, and how...
Transcribe →The FOLLOW-UP Secret That Will CHANGE Your Orthodontic Practice
Nov 1700:38:39Tap to summarizeMost practices are sitting on six figures in easy revenue. The cash is already inside your walls, hiding in three places: unscheduled observation patients, no-shows, and unanswered calls. Run reports. Set simple targets. Work a consistent follow-up cadence. You’ll add new starts without chasing a single lead. Reframe Observation — From “Not Ready” To “Pre-Approved” Observation isn’t a waiting room. It’s a relationship you actively nurture so the eventual “yes” feels effortless. These patients already like and trust you. Letting them drift is a quiet leak that costs you real money. If they don’t understand why they’re returning, you lose momentum. Build value in every touch and book the next appointment before they leave. The “Uncashed Check” Mechanics And The 80 Percent Rule Think of observation patients as checks in your hand. You don’t have the money until you take it to the bank. Value between visits is what turns that check into cash at the consultation. Track your schedule rate on observation. If 80 percent or more of observation patients have a next appointment booked, you’re healthy. Under 80 percent? You have a pipeline problem to fix now. Close the two big loss paths fast: cancellations that never get rebooked and visits with no clear reason to return. Follow-Up That Actually Converts — Cadence And Channels Most teams quit after one or two attempts. That’s where conversions die. For colder records, plan for consistency over weeks with multiple touchpoints, not a couple of polite calls. Use text first because it gets replies fastest. Layer calls for tone and personal connection. On reactivation days, give two touchpoints in the same day so your number registers, but don’t do that every day. For long-stale patients, expect fifteen to twenty total touchpoints across text, calls, email, and even postcards. Roles, Reporting, And A Rhythm The Team Can Win Day to day, the Treatment Coordinator should own the observation pipeline and know the numbers cold. The scheduling team supports outreach, and the doctor stays in the loop with regular reviews. Leadership should scan a simple set of KPIs weekly and get a monthly snapshot of total observation count and the percent not scheduled. This isn’t micromanaging. It’s accountability with help, praise, and clear goals. People respect what you inspect. Phone Skills That Lift Show Rates Before The TC Ever Calls “Say it with a smile” isn’t a cliché. Patients hear your tone. Many callers have dental anxiety and need to feel seen and safe. Pre-frame the experience on the first call: same-day starts are possible, here’s what we’ll cover, and here’s what we need in advance. Capture personal notes that make the handoff to the TC seamless and human, including whether they’ve met the doctor before. These details raise confidence and reduce friction on arrival. Missed Calls Are Missed Starts Track your answer rate and staff peak hours. Ten missed calls in a day can equal a five-figure leak. A single missed start-capable call each day adds up to roughly a million dollars over a year. Use call recording and VoIP reporting to spot busy windows and adjust coverage. Set a clear answer-rate goal and celebrate the behaviors that hit it. Practical Takeaways Set the bar — Keep observation schedule rate at or above 80 percent. If you’re under that threshold, start working the list immediately. Work freshest first — Segment your unscheduled observation list by last-seen date. Under twelve months responds faster, older records need more touchpoints. Run the cadence — Text first. Add calls for warmth. On sprint days, use two touches in one day, then space out follow-ups. Expect fifteen to twenty total touches for long-stale charts. Make it visible — Review a simple weekly report and a monthly snapshot. Praise specific wins. Offer help before problems snowball. Pre-frame success — On new-patient calls, set same-day-start expectations, gather insurance in advance, and capture personal context for the TC handoff. Protect the front door — Monitor answer rate, staff to peak volume, and use recorded calls for coaching. Aim high and celebrate progress. Conclusion Your observation column isn’t a pile of “not yets.” It’s a stack of uncashed checks. Build value at every visit, schedule the next one before they leave, and run a follow-up rhythm that matches how people communicate today. When you do, you turn quiet goodwill into reliable starts without buying a single new lead. That’s how you take the check to the bank. The post The FOLLOW-UP Secret That Will CHANGE Your Orthodontic Practice appeared first on HIP Creative.
Transcribe →9 Mindset Shifts That SECRETLY Double Your Success
Oct 2700:34:46Tap to summarizeYou see someone in brackets at the grocery store. They’re not your patient. Feel that twinge? You’re not alone. Most of us were trained to think like rivals, to assume a fixed pie, to measure wins and losses street by street. But the founders and doctors who are actually winning play a different game entirely. They replace scarcity with abundance, define the real competition as household attention and discretionary dollars, and align their teams and systems to serve more people, better. That mindset shift changes everything: how you judge a lead, how you train your team, how you run a consult. The practices that grow fastest aren’t chasing neighbors. They’re building capacity to meet a much larger unmet need. The False Scarcity And The Real Market Here’s the early-career trap. Someone you know chooses another orthodontist, and frustration creeps in. Beneath that reaction sits a belief that there are only so many cases to go around. Wrong game. You’re not mainly competing with other orthodontists. You’re competing with Disney+, home renovations, car payments, and a thousand other ways families spend limited time and money. The data backs this up: far more people could benefit from treatment than those who actually start each year. The smarter play is to expand demand and remove friction, not guard a tiny slice. The abundance view is practical, not naive. When neighboring practices do better, your category grows, referral patterns stabilize, and you’re less likely to get sideswiped by zero-sum tactics. That’s a healthier, more durable competitive landscape for everyone. Free Growth Session From Offense To Service: Why No Lead Is A Bad Lead Abundance shows up in daily behavior. It replaces judgment with service. Instead of labeling inquiries as “bad,” you ask how to make things easier for the customer. You design follow-up that respects timing, because timing is often the variable, not motivation. This shift lowers defensiveness and raises conversion over longer horizons. The same applies to feedback. You can treat coaching as criticism, or as an opportunity to get better. Teams that choose the latter create compounding advantage because they improve faster than rivals who protect their ego. That attitude is ready for growth, and it spreads. A related discipline is unoffendability. When leaders practice humility and resist taking things personally, they notice useful signals, adopt better ideas, and stay steady in front of the team. That steadiness is contagious in consults, in handoffs, in the waiting room. Invest In The Team, Collect Pearls, Scale Quality With Systems The fastest path to abundance is people investment. Bring your team to trainings, expose them to different offices, and collect “pearls” from good and bad examples. Some team members will move on. Invest anyway. The return on investment appears in better execution, faster adoption of best practices, and a wider base of capable eyes on your patients and processes. This isn’t about novelty for its own sake. Elite operators are learn-it-alls, not know-it-alls. They obsess over fundamentals, build repeatable systems, and lead people to run those systems consistently. Phone answering, show rates, booking discipline, and conversion are boring words, yet they separate peak performers from everyone else. Control what you can control, and don’t let external cycles become excuses for poor fundamentals. Free Growth Session Run A Business That Happens To Be A Practice When you view your work as a business that happens to be a practice, you listen to the customer first, not vendors or peers. You simplify choices and show the outcome patients care about, then provide clinical depth when they ask for it. Many practices unintentionally present like they’re defending a case to faculty. Patients mainly want a great result and a smooth experience. Make it easy for them to say yes. This patient-first view doesn’t cheapen the craft. It clarifies it. The product is a confident, healthy smile and a frictionless journey to get there. When your process and messaging align with what patients actually want, you grow total demand rather than fight for scraps. Think of the relief a parent feels when a treatment plan finally makes sense. That moment happens when you speak their language, not yours. Lead with the outcome, backfill with details as needed, and confirm next steps before they leave the room. The Mindset Flywheel Teams mirror leaders. If you work on yourself, you tend to attract people with similar standards and energy. In sports, championship cultures elevate everyone around them, and that same effect exists in practices that choose abundance and discipline. Culture isn’t slogans. It’s daily behaviors that compound. The flywheel looks like this. Intellectual humility opens you to better ideas. Better ideas get turned into systems. Systems are taught to people. People execute reliably, which improves patient experience. Results reinforce the learning habit, which strengthens humility. Around and around it goes. The longer you run it, the more you separate from practices that chase tactics without foundations. Free Growth Session Practical Takeaways You Can Use This Quarter Run an abundance audit. List three places where you act from scarcity, then rewrite each one as a service behavior. Example: replace “bad lead” language with “not ready yet,” and build an extended nurturing cadence. Codify “no lead is a bad lead.” Build a follow-up system that lasts months, not days. Treat timing as the variable, keep tone friendly, and make the next step simple in every touch. Invest in team learning. Take two team members to an external training, and schedule two practice visits. Capture three pearls per visit and implement one improvement per month. Tighten the fundamentals. Review call handling, show rates, and same-day starts weekly. Ask where a system, a script, or a visual would make success easier for the average team member. Simplify the consult. Lead with the outcome patients care about, then backfill with details as needed. Confirm next steps before they leave the room. Model unoffendability. In one-on-ones, ask for one piece of feedback you can act on this week, say thank you, and do it. The team will follow your lead. Abundance isn’t a motivational poster. It’s an operating system. It redefines the market you’re trying to win, it changes how you treat prospects who aren’t ready yet, it raises your standards for team training, and it forces you to listen to what patients actually want. When you do those things, you stop guarding slices and start grow...
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