Hey Docs!

"Location is not everything." Connect With Our SponsorsSolventum - https://go.solventum.com/clarityGreyFinch - https://greyfinch.com/jillallen/A-Dec - https://www.a-dec.com/orthodonticsSmileSuite - https://getsmilesuite.com/ Summary In this episode of the Hey Docs! Podcast, Jill Allen speaks with Brian Mills, president and founder of ROAM Commercial Realty, about what orthodontists should know about commercial real estate in today’s market. Brian shares his background in the dental industry and explains how ROAM exclusively represents healthcare tenants, emphasizing that today’s market has higher construction costs and lease rates and can’t be timed by waiting for elections or rate drops. They discuss shifting location strategies (retail vs. medical office), why “location isn’t everything,” and the importance of data-driven demographic analysis over fears of saturation. Brian outlines key negotiation levers for startups—tenant improvement allowances, build-out and post-opening free rent, and controlling triple net exposure and added fees—while stressing the need for a strong team, mentorship, and a patient experience that values human interaction alongside selective AI tools. Connect With Our Guest ROAM Commercial Realty - https://www.roamcommercialrealty.com/ Takeaways The commercial real estate market is constantly changing.Doctors should be aware of current market conditions.Negotiation is key in securing favorable lease terms.Tenant improvement allowances are crucial for startups.Understanding additional fees in leases is essential.Retail spaces are becoming more common for practices.Location is important, but not the only factor for success.Fear is a significant barrier for new business owners.Education empowers clients to make informed decisions.Market saturation can be misleading; data is key.Surrounding yourself with a strong team is essential for success.Mentorship can provide invaluable guidance and support.Don't underestimate the importance of detailed communication with clients.The success rate for startups in orthodontics and dentistry is high when done correctly.Chapters 00:00 Introduction02:55 Brian Mills Background06:04 Market Pulse 202616:03 Retail Versus Medical Space21:22 Lease Negotiation Levers27:28 Hidden Fees And Triple Net32:31 Landlord Math And Valuation35:08 Fear Before The Leap39:20 Coaches And Great Teams41:38 Oversaturation And Market Data47:40 Bank Loans And Cash Flow49:32 Old School Human Touch53:51 How To Get in Contact Episode Credits:  Hosted by Jill AllenProduced by Jordann KillionAudio Engineering by Garrett LuceroAre you ready to start a practice of your own? Do you need a fresh set of eyes or some advice in your existing practice?Reach out to me- www.practiceresults.com.    If you like what we are doing here on Hey Docs! and want to hear more of this awesome content, give us a 5-star Rating on your preferred listening platform and subscribe to our show so you never miss an episode.    New episodes drop every Thursday!

"It takes almost no time to do this." Connect With Our SponsorsSolventum - https://go.solventum.com/clarityGreyFinch - https://greyfinch.com/jillallen/A-Dec - https://www.a-dec.com/orthodonticsSmileSuite - https://getsmilesuite.com/ Summary In this episode of the Hey Docs! Podcast, Jill Allen sits down with David Harris, CEO of Prosperident, to discuss the challenges of employee turnover in the orthodontic and dental industry and the importance of pre-employment screening to protect practices from potential risks. They explore strategies for effective hiring, including conducting criminal background checks and verifying employment history, while emphasizing the need for thoroughness in the hiring process to ensure the right fit for dental teams. Jill and David also touch on the critical aspects of hiring decisions, financial oversight, and internal controls within practices. They emphasize the importance of accountability among staff, the necessity of regular financial checks, and the implementation of systems to prevent embezzlement. The discussion also covers the concept of articulation in financial reporting, ensuring that daily and monthly totals align to safeguard against discrepancies. Connect With Our Guest Prosperident - https://www.prosperident.com/ Takeaways Employee turnover in practices is a significant challenge.Pre-employment screening is crucial for reducing hiring risks.70 million Americans have a criminal record, impacting hiring decisions.Not all criminal records disqualify candidates; context matters.Most practice owners do not adequately screen potential hires.Be upfront about screening processes in job ads.Proper identification checks can prevent hiring fraud.Employment verification should cover the last five years.Asking about rehire eligibility can reveal important insights.Separation of duties in financial management can reduce risk of theft.Chapters 00:00 Introduction03:57 Why Hiring Feels Hard08:10 Screening Starts in the Job Ad10:30 ID Checks at Interview18:05 Verify Employment Properly21:23 Reference Questions to Ask24:55 From Hiring to Oversight27:45 Why Owners Must Verify30:40 Cash Accounting Blind Spots33:04 Modern Payment Timing Issues34:29 Graphing Variances Over Time38:02 Separation of Duties Rules42:11 Contract Checks in Ortho44:46 Articulation Daily vs Monthly48:53 Prosperident Contact Info Episode Credits:  Hosted by Jill AllenProduced by Jordann KillionAudio Engineering by Garrett LuceroAre you ready to start a practice of your own? Do you need a fresh set of eyes or some advice in your existing practice?Reach out to me- www.practiceresults.com.    If you like what we are doing here on Hey Docs! and want to hear more of this awesome content, give us a 5-star Rating on your preferred listening platform and subscribe to our show so you never miss an episode.    New episodes drop every Thursday!

“What we can control is how well you know your business.” Connect With Our SponsorsSolventum - https://go.solventum.com/clarityGreyFinch - https://greyfinch.com/jillallen/A-Dec - https://www.a-dec.com/orthodonticsSmileSuite - https://getsmilesuite.com/ Summary In this Just Jill episode of the Hey Docs! Podcast, host Jill Allen addresses how orthodontic practices can respond to today’s economy by focusing on controllable levers inside the practice. She explains why third-party financing can be a useful “third option” alongside pay-in-full discounts and in-office payment plans, weighing patient accessibility against transaction fees and emphasizing delinquency-risk mitigation and differences among financing companies. Jill also breaks down how down payments and monthly payment structures should vary for startups, acquisitions, and established practices, highlighting the need to protect cash flow and keep delinquencies low. She discusses when discounts make sense as a time-limited growth or marketing strategy and how to approach technology investments, arguing startups should lean into digital workflows early and established practices should implement change strategically. Jill closes with key KPIs—especially tracking production versus collections—to avoid being misled by short-term cash flow and encourages practice-specific pivots rather than reactive decisions. Connect With Our Guest Jill Allen & Associates - https://practiceresults.com/ Takeaways The economy is impacting patient decisions on orthodontic treatment.Third-party financing can help practices offer more options to patients.Understanding cash flow is crucial for practice sustainability.Technology investments can lead to long-term efficiency gains.Practices should consider the impact of payment options on patient acceptance.Not all third-party financing companies are created equal.Setting boundaries for down payments is essential for startups.Practices should adapt their strategies based on economic conditions.Mitigating delinquency risk is important for financial health. Building debt can harm startups' financial health.Delinquencies should ideally be below 5%.Collecting more than producing indicates financial issues.Discounts can be a strategic tool for practices. It does not diminish the value of treatment.Adapting to economic changes is essential for practice success.Chapters 00:00 Introduction03:32 Third Party Financing09:58 Financing Risks16:23 Down Payments Strategy26:24 Discounts Done Right32:58 Investing In Technology42:11 KPIs That Matter54:35 Final Thoughts Episode Credits:  Hosted by Jill AllenProduced by Jordann KillionAudio Engineering by Garrett LuceroAre you ready to start a practice of your own? Do you need a fresh set of eyes or some advice in your existing practice?Reach out to me- www.practiceresults.com.    If you like what we are doing here on Hey Docs! and want to hear more of this awesome content, give us a 5-star Rating on your preferred listening platform and subscribe to our show so you never miss an episode.    New episodes drop every Thursday!

“Every phone call is revenue.” Connect With Our SponsorsSolventum - https://go.solventum.com/clarityGreyFinch - https://greyfinch.com/jillallen/A-Dec - https://www.a-dec.com/orthodonticsSmileSuite - https://getsmilesuite.com/ Summary In this episode of the Hey Docs! Podcast, Jill Allen welcomes back Richard May, VP of Business Development at Mango Voice, to discuss how AI-driven communication tools are helping orthodontic practices handle staffing challenges, reduce administrative burden, and improve patient experience. Richard explains Mango Voice as an AI voice platform covering phone systems, call recordings, virtual fax, and AI features like automated note-taking, sentiment analysis, and call filtering to identify both strong and problem calls for coaching. They explore how missed calls and voicemails cost practices revenue, and how Mango’s AI receptionist “Margo” increases engagement compared to traditional voicemail. Jill and Richard also highlight AI-powered role-play phone training modules and integrated call summaries and transcripts that can auto-log into patient charts, improving workflow, documentation accuracy, and team development. Connect With Our Guest Mango Voice - https://mangovoice.com/ Takeaways Mango Voice focuses on AI voice solutions.Reliability and support are crucial for effective phone systems.AI note-taking can save time and improve patient documentation, reducing human error.AI receptionists can enhance patient engagement and reduce missed calls.Training front office staff is essential for maximizing revenue opportunities.AI tools can provide real-time feedback for improving communication skills.Role-playing with AI can enhance training for front office teams.Balancing AI and human interaction is key in healthcare settings. Documentation is crucial for effective healthcare communication.Recognizing team members boosts morale and productivity.Incremental improvements can lead to long-term success.Chapters 00:00 Introduction04:09 Why Phones Matter Now07:22 AI Notes and Call Coverage10:18 Call Data and Coaching Insights15:20 AI Roleplay Training Program19:24 Using AI Without Replacing Staff23:36 AI Notes for Clinics26:21 Standardized Call Summaries29:29 Workflow and Training Wins33:14 Culture and Team Recognition38:00 Small Changes Big Gains39:42 How to Get In Touch Episode Credits:  Hosted by Jill AllenProduced by Jordann KillionAudio Engineering by Garrett LuceroAre you ready to start a practice of your own? Do you need a fresh set of eyes or some advice in your existing practice?Reach out to me- www.practiceresults.com.    If you like what we are doing here on Hey Docs! and want to hear more of this awesome content, give us a 5-star Rating on your preferred listening platform and subscribe to our show so you never miss an episode.    New episodes drop every Thursday!

"Practices don't necessarily have a staffing problem." Connect With Our SponsorsSolventum - https://go.solventum.com/clarityGreyFinch - https://greyfinch.com/jillallen/A-Dec - https://www.a-dec.com/orthodonticsSmileSuite - https://getsmilesuite.com/ Summary On this episode of the Hey Docs! Podcast, Jill sits down with Amanda Ketcham as she shares her journey of launching My Mountain Mover, a healthcare outsourcing company that connects remote talent with healthcare practices. Amanda explains the importance of viewing staffing as a capacity issue rather than a staffing problem, the benefits of delegation and outsourcing, and how to build a strong culture with remote teams. Jill and Amanda also address common fears associated with outsourcing, the role of AI in the future of practices, and the importance of choosing reputable outsourcing partners. The conversation concludes with insights on navigating the hiring process and the significance of relational skills in the age of AI. Connect With Our Guest My Mountain Mover - https://mymountainmover.com/ Takeaways Amanda is the founder of My Mountain Mover, which connects remote talent with healthcare practices.The pandemic opened doors for remote staffing solutions in healthcare.Practices often face capacity problems rather than staffing issues.Delegation is crucial for business owners to focus on their strengths.Outsourcing can lead to higher ROI for practices.Building a culture with remote teams is essential for success.Choosing a reputable outsourcing company is vital for compliance and quality.AI will play a significant role in handling administrative tasks in the future.Relational skills will be essential in the age of AI.Chapters 00:00 Introduction05:19 Why Capacity Matters10:55 Overcoming Outsourcing Fears13:55 Delegate and Elevate Framework20:43 Building Remote Culture24:36 AI and Remote Staffing Future27:57 Risks HIPAA and Turnover32:13 Where to Learn More Episode Credits:  Hosted by Jill AllenProduced by Jordann KillionAudio Engineering by Garrett LuceroAre you ready to start a practice of your own? Do you need a fresh set of eyes or some advice in your existing practice?Reach out to me- www.practiceresults.com.    If you like what we are doing here on Hey Docs! and want to hear more of this awesome content, give us a 5-star Rating on your preferred listening platform and subscribe to our show so you never miss an episode.    New episodes drop every Thursday!