Giving Your Employees A Holiday Bonus From Coach Heidi Mount

As a dental business coach, every year I get asked, “How do I bonus my employees?” This can certainly be a difficult decision on coming up with a logical way to pay each employee. After all, keeping payroll and overhead under control is one thing and showing your team appreciation is another. Our hearts want to spoil them, right?

What’s the end goals?

  • Show Appreciation
  • Celebrate
  • Help Them Buy Something For Themselves
  • Bring a Smile to Their Face
  • Know What They Actually Want
  • Keep Payroll Under Control

In my “Coaching with Heidi Mount” Facebook group, I went into deep details on calculating a Christmas bonus. The industry standard is to keep the entire payroll under 25% of collections. This means EVERYTHING it takes to employ your team.

Your team deserves to feel appreciated and receive gifts from their boss. You can certainly ask your team for a wish list and see if you find a common theme amongst your team. I provide a two page appreciation form that the employees fill out for their boss and my clients keep the list in their employee file.

If you feel like you can’t afford to give bonuses, it’s time to evaluate your practice. Learn how to make more profit so you can reward your team. They work hard for the dental practice. I give LOTS of ways to make more profit in my book called, “Hidden Treasures; Finding The Missing Revenue In Your Dental Practice.”


  • If you give different amounts of a bonus to each team member, be sure they know not to share with others. No one should discuss their wage or their bonuses with other employees.
  • To bring a smile to their face, present your gift in a beautiful box with a gorgeous bow. Presentation is everything. Give words that compliment the employee as you give them their gift.

Please don’t hesitate to reserve an appointment if you would like a complimentary call with me. Look for the scheduling link on my website, message me on Instagram @HeidiMountDentalCoach or email me today.

Be well,

Heidi Mount

How To Drop PPO’s And Keep Your Patients? See What Coach Heidi Mount Shares

Being a dental coach all over the world, I constantly get asked “How do I drop my PPO’s?” 

With the high costs and inflation that the pandemic caused, it is lowering the profit for dentists all over the world. I get their concern and you are not alone. For many dentists, it is a constant battle with keeping overhead under control.  Coach Heidi Mount believes that have a clear business plan prevents business owners from making costly mistakes. She also says, “Your write offs is a marketing expense.”  So which is it? Is it good to stay a preferred provider or is it just another part of running your dental practice? Well, as a dental consultant, I believe it’s all about the amount you want to collect for your services and how much profit you want to make! #ReachingYourGoals

Some dental consultants teach to make a decision, become fee for service and drop all of them. That may work in a practice that has over 5000 active patients with a schedule booked 6 months and more patients banging down the door to be seen, but for most, this will fail.

Then you have the fears that dentist worry about…

  • “How do I know which ones to drop?” 
  • “What if I loose all my patients on that insurance plan?”
  • “What if I go broke, loose money, loose profit or can’t financially survive?”
  • “What if I go under or my business fails?”

I can understand the angst that a dentist may go through. This is why nothing is a quick or flip it decision when it comes to having a clear business plan. A business coach who specializes in reaching your long term goals is important when you need to make better decisions for your life.

The rising costs during the pandemic makes this a no brainer that we just can’t afford to work for less. We should not tolerate taking a pay cut or loose profit. After all, your shipping, your accountant, your groceries, your payroll expenses, PPE, and everything is costing more.

If your write offs are about 40% of every dollar you bill, doesn’t it seem like you could afford to loose a lot of patients and charge 100% FFS and still come out ahead? However, we must have a plan in place. You shouldn’t listen to dentists online or in Facebook groups stating “Just get over the fear and do it!”

These decisions and coming up with a plan depend on …

  • How many patients you have?
  • How far out you are scheduled?
  • How many providers you have?
  • What your marketing and conversion rate is?
  • What your case acceptance rate is?

Look into these questions and let me know how I can help you level up your dental practice?

Next, take these steps:

  1. Know who your IDEAL patients are and which insurance companies are attached to their file.
  2. Run a report and see which insurance companies have the biggest write offs?
  3. Run a report to see which patients are attached to those ‘lousy’ plans?
  4. Pick which plans to drop…have a plan to dropping the lowest ones right away.
  5. The insurance plans that have the largest write offs and the smallest amount of patients attached to it are quickly dropped. Send a letter to those patients that you are no longer participating  in their insurance. You contractually may have a couple months to continue care. Make a nice letter that explains what you value and the wonderful care you provide for them.
  6. For the larger amount of patients on the PPOs that you plan to drop will take time. Inform your patients during their recare visits and let them know what you do for your patients and why you decided to drop their low paying insurance plan. Encourage them to go to their human resource department to choose a higher paying dental insurance plan. Let them know they can continue to see you and the insurance will still pay a portion of their dental care. You want to let them know BEFORE the dental insurance sends them a letter to encourage them to see a preferred provider and that it will be much cheaper to see a PPO dentist on their plan.
  7. Do your best to give your patients 6 months notice.
  8. The key is to create value of why they should pick you to be their dentist. Train your team on the verbal skills necessary and how to provide an ultimate patient experience. #Loyalty #Referrals
  9. Have your marketing plan ALREADY in place to attract your IDEAL patients.


Coach Heidi Mount and team

How To Know If You Need A Dental Coach Now

Dentists hire me mainly because they are frustrated and plateaued. Many of the dentists who call me are looking for a dental coach or some guidance. What I notice is they have the same issues as those who are not using a true business coach. Some examples would be; they have had employee turnover, roller coaster income, issues with patients that “won’t afford treatment”, working way too much, unable to retire or unable to make enough profit for they lifestyle they desire. Hence, they are not happy with their outcome.

If you can relate to any of this, you need a dental coach to help reverse engineer your goals, prioritize and give you simple ways to achieve success without so many headaches along the way.

Why do we have staff turnover? Some is due to not knowing how to be a leader, however, most is due to lack of systems. Your team may be floundering and running around with their pants on fire. This means, there probably isn’t quite a clear job description or priorities laid out for them. Sometimes, employees quit, because they are tired of chaos or others not doing their job. Some dentists don’t fire quick enough and hire employees that bring energy to the practice. Overall, we need to know who does what by when? This is where a dental coach can help customize the different personalities and skill levels to guide responsibilities to be done in your office. One big issue I see is when an office doesn’t have the standard operating procedure manual in place, then we are pulling out our hair onboarding someone else to step in and do what is needed to run the practice smoothly. All employees know information, but if that employee can’t come to work, then we need to quickly train someone else. This can be accomplished by having the exact steps of each task written and “How to” videos uploaded in the cloud, so you can just point as to where to find the information. In order to keep the business running like a well-oiled machine, we need to be able to train anyone at anytime. So let’s get that done as soon as possible and you can do what you do best…DENTISTRY.

Trust me, this will be a game changer.

Why do dentists have roller coaster income? There are many reasons why one month a dentist goes over goal and another month collections was below standard. The main reason is the team doesn’t know how to properly schedule to goal. Most offices are filling the schedule like a tetris game. Once the administrative team members understand how the clinical team should work and how to schedule over goal, then the schedule is a huge accomplishment. On the contrary, most employees are saying, “I have called or texted everyone and no one schedules.”  Well doctor, if they are not getting results, they should stop what they are doing, because it’s a waste of time and annoying your patients.

Your team needs a dental coach giving them the proper reactivation process and verbal skills that get results. I dare you to start listening to their effort and you will realize why patients aren’t responding. Here is a clue, if you hear them saying, “You are overdue for a cleaning” or “You didn’t schedule your pending treatment”, I promise you that patients rarely respond well to that. Another issue is that your team is not reactivating consistently. In other words, as the schedule gets busy, they stop the effort and then the next month is slow.

Tired of hearing your patients “cant afford treatment”Just so you know that this is an excuse. If you present a treatment plan and the first question out of their mouth is “Will my insurance cover it?”, then you did not do well during your case presentation. I recommend tracking your case acceptance and know the percentage each person in your office can accomplish. The final thought I have on treatment case acceptance is that if you notice you only get patients to schedule on $1000 or less (insurance covered treatment), then you need a dental coach.

Tracking your numbers is EVERYTHING

when it comes to running a business. 

Many dentists think “I need more patients.”  In reality, most have plenty. Run your reports to show all the patients not scheduled. Yes, many dentists marketed to all the wrong patients and need to rebrand their office. Many dentists were desperate and signed up for every insurance plan or list they could get on and offered discounted exams and cleanings. Bad move when wanting to work a normal amount of hours and have some free time. Listen, you are a dentist and you should be paid a fair market value for your services. It is important to attract your ideal patients. You know, the ones that you enjoy working on.

Dentists should be able to take 6-12 weeks off a year and make good money. Some of you don’t believe that is possible. Many of you need help with confidence, leadership, belief, guidance and accountability. Listen, it’s time to invest in YOU! Get a coach and stop throwing spaghetti at a wall and seeing what sticks. You are wasting time and deserve to live the dream. I am not trying to be harsh….I truly care about you!

If you keep doing what you are doing, you will keep getting the same old results. If you are sick and tired of being sick and tired, you need a dental coach. I am here to tell you the truth doctor. My dad (who was my best friend) worked 6 days a week his entire career. The average person enjoys 17 summers after they retire. My dad only enjoyed 1. Seriously, this makes me want to cry. I know he worked super hard to provide a nest-egg for his family. Honestly, I would have rather had my dad here on earth with us.

Please don’t be another statistic, get a dental coach and catapult your business. 


Coach Heidi Mount


Dental Consultant Shares How To Recession Proof Your Dental Practice Post COVID-19

Hundreds of dentists are frantically reaching out to me for help. They are overwhelmed, frustrated and scared. Why? Because of the mounting issues with the new way of starting back up. So many decisions to navigate and many dentists have so many irons in the fire that they do not know where to begin. Here’s the deal, you need to do what’s best for YOU and YOUR family.

I am a business coach, so having a clear business plan is imperative to survive this recession. Being in the dental industry since 1988, I have seen this many times. Yes, we will need to do extra OSHA and CDC required protocols. However, it’s imperative to adjust our current business model. I hope you have a clear, defined written business plan. This would include financial and personal goals. In general, my clients and I create a 40 page detailed document. This document will make all your decisions easy. As a dental practice management consultant, I reverse engineer your goals, prioritize and lay out the simple steps on how to get there.

That means you have been closed and you have a blank slate to run the business exactly how you dreamt of running it. Dentists get to pick and choose their ideal patients and dental procedures. As a dental consultant, this is what I help you do; Figure out your ideal patients, the business model you want to have, the ideal schedule to work and train your employees how to serve you and your patients.

More than ever we need the RIGHT employees who are on your bus. We should not be getting any push back or drama. Our patients are scared and want to be seen. So more than ever we need employees who love their job and can inspire your patients.

In order to recession proof your business you will need to train your team on how to answer the phone, how to prevent the “Is it safe?” type questions, audit the charts for account balances or cancellation history, prioritize patients, pre-screen patients, empathize with patients, inspire your patients or potential patients, obtain signed documents ahead of time and pre-collect. Yes, you heard me…it is very rare that your $50 cancellation fees ever improve your practice. Therefore, I never recommend doing this.

I can tell within an hour how well you are doing. Trust me, after over 30 years of working in the dental world, I have seen a lot. I can easily see how well your team is trained by evaluating your practice. If you are a dentist and you want my eyes on your practice, you can simply click on this.

Coach Heidi Mount explains how you can rapidly succeed in your dental practice.

Working as a dental coach all over the world, I see common patterns with struggling dental practices and successful ones.  It is very important to discover why a dental office isn’t growing and the differences between the ones who constantly reach higher levels.

The Pareto Principle, also known as the 80/20 Rule, the law of the vital few, or the principle of factor sparsity, states that 80% of the effects come from 20% of the causes. In 1896, Joseph M. Juran named it after the Italian economist Vilfredo Pareto. Pareto showed that approximately 90% of the land in Italy was owned by 20% of the population. As in business, 80% of the sales come from 20% of the clients.

According to the web, this principle also is seen in many areas of life. For example in taxation, the U.S. the top 20% of earners have paid about 80% of Federal income taxes many times over the years. In computing, Microsoft noted that by fixing the top 20% of the most reported bugs, 80% of the errors and crashes in a given system would be eliminated.

Therefore, as a rule of thumb, 80% of our results come from 20% of causes. Run your reports and you will notice that 80% of your revenue probably comes from 20% of your patients. As entrepreneurs, we have found that 80% of our results come from the 20% of time we spend.

As for human resource or employee issues, you will find that 80% of the issues are caused from the same 20% of the team. Look at the amount of calls your employees make reactivating patients. It is all a numbers game. If their success rate is 60%, they may contact 40 patients whom all would not schedule and think, “Why bother calling, no one is scheduling!” When in fact the next 60 patients may schedule.

Since we have no idea which patients will say “yes” to us, it is VERY important to not pre-judge your patients. Let’s give every patient the opportunity to say “yes” to our best dental care. Stop assuming patients won’t pay or be afraid of them leaving because you offered ideal treatment.

As a dental business coach, I like what Jack Canfield says…”If you want to achieve personal success in any endeavor, you must be 100% committed to it. Successful people adhere to the ‘no exceptions rule’ when it comes to their daily disciplines.”

How are you to apply the 100% rule to your life? What are you most passionate about? What is most important to you? What deserves all of your attention right now? When you can answer that, your 100% task will become perfectly clear and tell you what to focus on.

As your dental coach, my best advise to you today is to commit to do the work with no exceptions or excuses and you will see how rapid your life can turn towards your definition of success.

80 – 20 percent rule written on the blackboard using chalk

Benefits Of Using A Dental Coach

Dentists get very overwhelmed with running their dental practice. One common factor we see is that successful dentists use a dental coach or dental consultant. It is great to put an advocate in your corner each step of your journey. My clients tell me that their business launched so much faster. Many of them had struggled for so many years and “didn’t know what they didn’t know.” I can understand that too. Running dental practices and reaching big goals was easy to me. However, learning about websites, blogging, social media, speaking, running conferences and such was a whole new world to me. I have used a business coach every step of the way.

I remember hearing how everyone successful who owned their own business had hired various coaches. A colleague invited me to a seminar and I realized the power of getting help. I feel very fortunate that I hired my first coach on month 3 of being an entrepreneur. Today, I am still so grateful for my coaches. Each and everyone of them sped up my process, prevented bad and costly decisions. I can tell you about the one I made before I hired one on our phone call.

Another benefit of hiring a dental coach would be to have a better focus and prioritizing where to spend your time. A dental practice consultant help you with crystal clear goal setting and help hold you and your team accountable to the decisions you make. My clients love the outside perspective that I give on their dental practice. After all, each practice is unique. There are so many types of personalities, skill levels, strengths and weaknesses that it’s important to know the details to give you the best suggestions. Yes, suggestions I say. A dental consultant should not be revamping your office or bossing you around. This is your business and the purpose is to reverse engineer YOUR goals.

My goal is to get my eyes on your practice and show you where the missing revenue is and give you ideas to reach your goals. Whether that is to become a better leader, prevent crisis hiring, help with your systems so you can run like an ecosystem or simply help build confidence. Ultimately, all dentists and dental offices have room for growth. I would love for you to have better retention and long term employees that make your life easy.

The fruitful brainstorming that happens when hiring a dental coach is priceless. This is the part that I really enjoy and love using my business skills to grow a dental office. Think about your nest egg and the legacy you want to leave for your family. Think about relieving stress and spending more time doing the things you love to do.  There is no need to feel isolated and do dentistry alone. I am happy to hop on a call with you, listen and be of a resource to you. I am passionate about serving and giving you great ideas to move you forward. After all, creativity is the key to solving issues.

Using A Dental Coach To Hire Your Perfect Practice Team

Experienced Dental Coach

I am coaching dentists all over the world the importance of hiring right! In my opinion, this is the most important system to have in place. Hiring the wrong employees cause stress, headaches, drama and wastes your hard earn money. Keep in mind, “great employees” are usually working somewhere else and your hiring ad MUST attract the right fit for your culture.  Studies show that over 70% of employees wish they had a more enjoyable job and the majority would accept a job for less pay.

Hiring Right

What I see as a dental consultant is that when employees are disengaged from work, it’s usually because they are unhappy at their job. Whether it’s because they don’t feel appreciated, bored, not getting to learn more, long commute or don’t agree with the philosophies of the practice. If you are wanting to hire right, then write an ad to intrigue or entice applicants to apply or to invite them to your office. You want your ad to be written so well that they share it with their friends.

The Interview

Furthermore,  many dental offices, dental graduates and employees will google “interview questions”. Well guess what? The interviewees applying for a dental job are probably googling for the best answers too. As I am coaching dentists, I teach them the open ended questions that allow them to see specific values and behaviors of the applicants. I recommend asking open ended questions. What I mean is questions that start with; “Tell me about when you…?” or “Tell me a time when you…? Then look them directly in their eyes and read their body language. See if they are being sincere or telling you what you want to hear. Oh and your interview starts from the moment they leave the car; How did they park? Did they open the door for the patient arriving for their dental appointment? Did they pick up the newspaper or trash on their way in to your dental practice? Did they interrupt your employee to let you know they arrived for their interview? Did they introduce them self to the front desk with a smile? Are they dressed professional or does their hair look like they just rolled out of bed?

Read Their Soft Skills

Interviewing someone for the dental industry allows you to evaluate their character, maturity, energy, communication skills, attitude, confidence, humor and much much more. As a dentist, dental practice owner or practice manager, it’s important to ask yourself; “How did this applicant make me feel?” As a dental business coach, it is important to share with you that this applicant will need to be a good fit and help your patients and prospective new patients FEEL good too. People don’t care how much you know; They care about how you make them feel.

Prevent Employee Turn Over

The art of hiring right is to prevent crisis hiring by employing people who love their dental job. If you are a dentist and you would like sample interview questions from a dental coach, great places to advertise or need help improving your leadership skills, please reserve your complimentary call here. I would be thrilled to meet you and help you launch your dental practice in the right direction.  Best to your success, Heidi Mount

Four Ways to Achieve Professional Freedom

Are you dreading going to work every day? Are you afraid of being trapped in the same place your whole career? We all can get stuck in a rut during our professional career, whether that means not getting enjoyment from your position, or working in a dead-end job with no potential growth. There is hope though, and her are four ways to acquire professional freedom and career excellence.

Continue to Act

The tiniest bit of progress is still progress. Continuing to work hard and getting everything done that you need to will continue to push you forward. If you are looking for career advancement, employers will see that you are always on top of things and that you meet your deadlines. The more progress you make, the closer you will get to professional freedom and being in control of your career.

Be the Best You

The only person that can make you achieve professional freedom and career excellence is yourself. Figuring out goals and strategies to complete those goals can be the motivation needed to be on the right track. Learn the skills you feel you need to improve yourself and your performance. Having the right tools will prepare you for anything that comes your way.

Branch Out on Your Own

If you cannot stand working for someone or believe you can do something better, the potential to start your own business is there. You will want to be sure that it is a realistic option before starting anything. Owning your own business is the highest level of professional freedom.

Find People Like You

Working can be much more enjoyable when you spend it with people that build you up. Finding people that can elevate your work and inspire you create a more welcoming business environment. If you are looking for a new company, reading reviews that current and former employees have written about the business to see the company culture. Poor employee attitudes can negatively affect the progress of a business.

Professional freedom and career excellence are not easy to achieve. By using the suggestions above, you can begin taking control of your career and setting it on the path to success.

For more ways to gain professional freedom and career excellence, contact us today.

Manage Your Calendar to Balance Your Life

Appointments and continuing education consume most of your time. How do you manage to live a happy, well-adjusted, balanced life when you simply don’t have time? The key is in planning. Do you use a calendar to manage your time or do you simply make agreements and arrangements as they come up? Here is how you can balance your schedule by managing your calendar.

Set Clear Boundaries

The first step to achieving a work-life balance is to consider your basic responsibilities and obligations. Set aside blocks of time in your calendar to meet with patients, hold team meetings, and attend organizational group meetings. Your calendar should be your primary time-management tool.

Time Off Means Time Off

You need to set aside time for activities unrelated to work. When you decide to take a day off, make sure it’s in your calendar. If it’s not in there, your time off is likely to be consumed by an emergency patient appointment, unexpected meeting, or other business-related expense. Make your scheduling priorities clear with your office team so they are not left with the burden of how to handle unexpected situations while you are away.

It’s Not Just for Work

Your calendar doesn’t need to be exclusive to work. In fact, it may be beneficial for you to regularly include your other commitments. From your children’s school activities to anniversaries and birthdays, seeing these events alongside your work schedule can help you make better scheduling choices. You’ll be more reluctant to accept an invitation to a meeting or convention when you know it will conflict with another occasion. By including other events on your calendar, you minimize the risk of dealing with a stressful schedule conflict between your work life and your personal life.

Never let your calendar run your day. You have the ability to schedule your day by using your calendar as a tool for time management. Start by setting clear scheduling boundaries by blocking the time you need for your main responsibilities. Don’t be afraid to take time off, but always make sure it is a part of your schedule.  Also, consider including other life events and activities in your calendar to better manage your schedule.

For more tips on effectively managing your work schedule, contact our team today.

7 Habits of Highly Effective Dentists

I would love for your goal this month to do as Steve Covey teaches in his book, 7 Habits of Highly Effective People 1990 – “Be proactive and begin with the end in mind.”

Excellent customer service gives you more 5-star google reviews, which leads to more patient referrals. Here are 7 formulas to make sure your patients feel like they have chosen the right dental office.

  1. Know your patients’ name before you walk into the room! Be sure to say it when you are greeting your patients and when you or your team members are saying their “Goodbye”. Learn something new about your patients and follow up follow up on that nugget of gold during their next visit.  Let’s not say, “Hello Darla” while you are washing your hands, but actually take a moment to look directly into their eyes and smile so they feel your sincerity. Also, a common factor we may neglect to realize is that our covered faces may not seem as genuine as our patients would like us to be. So yes, your mask is not on during any meaningful conversations or when you are not clinically treating your patients. In my opinion, everyone needs to see your smile to feel like they have your full attention.
  2. At the beginning of the appointment (while they are still sitting up) take the time to ask if they have any questions or concerns? During this moment is a perfect time to reassure them that you and your assistant will do your best to keep them as comfortable as possible. Before you start treatment, give the positive head nod or the thumbs up signal to your dental assistant to confirm the consent form for treatment (which should include fees, risks and permission to treat) is signed. They can simply respond with a thumbs up or say, “Yes, we are planning on a #14-MO white filling.”  I recommend using as much lay terms as possible for the patients’ sake.
  3. When patients ask, “How much it will cost?”  You should defer to your employees to go over fees. You can simply excuse yourself and say, “I will let my treatment coordinator review finances with you and you can let me know if you have any further clinical questions.”  Your team members should let you know when you are good to go. Remember to not let your patient sit there waiting for you to return. You don’t want them to start worrying about their treatment or thinking about what they would rather be doing.
  4. Make sure you have current x-ray(s) and diagnostic photos to educate your patient. Furthermore, keep good documentation to prevent rejected insurance claims and to avoid incomplete chart records.
  5. Compliment your team in front of the patient. A couple of examples: “Great job Patti at knowing what I needed next!”  or “Thank you for keeping my line of sight clear; I know that is a challenging area to work and you are doing fabulous for both Suzy and I.”
  6. Inform your patients exactly what needs to be done next and how long of an appointment you need to take care of them. Then, the last thing you could say is “Darla I want to see you in the next 2 weeks to take care of the crown on the lower right side and in the meantime chew on the other side; I want to take care of that decay as soon as possible before it becomes a bigger issue or hurts at an inconvenient time.” As you may notice, I added a motivating statement to encourage the patient to schedule an appointment.
  7. If your clinical and administrative team are all on the same page, you will be in a better position to reach your goals and be paid for the services rendered. For example, let’s say we already know that patients want to hurry and leave. Well, if your assistant walks the patient up to the “checkout desk” and says, “Oh we needed to do a root canal instead of a filling,”  the patient may become impatient because the front desk administrative team member will either need to take the time to enter in the treatment changes and post something different or she may need time to calculate how much your patients owes. In return, what usually ends up happening is the patient starts walking away and says, “I will pay once you know what the insurance will cover so just bill me” or the front desk tells the patient, “I will let you go ahead so I can figure out your portion and mail you a bill.”  There are ways to prevent your money from walking out that door. In addition, patients not having the financial arrangement to pay their portion at the time of service are one of the leading causes of outstanding account balances.


Feel free to message me and I will help you be more effective at leading your team or let me know about your success stories. I love hearing about the results you accomplish after gaining some great habits I have suggested.


Best to your success,

Heidi Mount

Heidi’s Core Values:

  • Maintain Ethics and Integrity
  • Family Comes First
  • Always Be Present and Focused
  • Be Authentic, Caring, and Honest
  • Establish Financial Freedom

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