So, you’re thinking about adding an associate to your dental practice, huh? Maybe you’ve got dreams of growing your patient base, scaling your business, and finally being able to take a vacation that isn’t a weekend “staycation” where you just catch up on laundry. Or maybe you’re just sick of being the lone dentist, grinding away every day like a tooth-polishing robot. Either way, adding an associate is a big freakin’ deal—and you better make sure you’ve got your ducks (and your patients) in a row.
But don’t worry. I’ve got your back, and I promise to make this way more fun than a morning full of back-to-back root canals. Let’s break down the metrics, the must-haves, and how BoomCloud™ can help you make this transition without losing your sanity (or your money).
The Metrics You Need Before Adding an Associate
Look, this isn’t a “build it and they will come” situation. You can’t just hire an associate and pray that your schedule magically fills up. Nope, this requires strategy. Here’s what you need to know:
1. 1,500 Active Patients per Full-Time Doctor
This is the golden rule. If you’re thinking of adding a full-time associate, make sure you’ve got at least 1,500 active patients per full-time dentist. Why? Because if you don’t, you’re going to end up with a bored associate, an empty chair, and a bank account that’s looking sadder than a molar with a giant cavity.
Quick Math: If your practice currently has 2,000 active patients and only one doctor, it might be time to consider an associate. But if you’re hovering around 1,200, pump the brakes and focus on growing that patient base first.
2. Reduce Dependence on PPOs
Listen, if your practice is PPO-heavy, you’re probably leaving a ton of money on the table. Insurance companies love to lowball you, and that’s no way to live. You’ve got to maximize revenue from insured patients—and that means renegotiating fees or, better yet, offering alternatives like a membership plan.
Here’s the deal: If 60-70% of your patient base is locked into low-reimbursement PPO plans, you’re going to struggle to keep your new associate busy and profitable. Your goal should be to shift the balance.
The Secret Weapon: A Strong Membership Plan
3. A Healthy Active Patient Membership Plan
Want recurring revenue that doesn’t give you night sweats? A solid patient membership plan is the answer. Not only does it generate predictable income, but it also boosts case acceptance rates. Seriously, membership patients are more likely to invest in their oral health because they’re already committed.
Here’s a hot stat for you: Membership plan patients spend 4X more on average than insurance-based patients. And if you’re lucky enough to have BoomCloud™ on your side (more on that later), scaling this is easier than explaining why flossing is actually important.
Quick Tip: Before you hire an associate, make sure your membership plan is healthy and growing. Aim to have 10-15% of your patient base enrolled to give you that sweet, sweet recurring revenue.
What Is BoomCloud™ and Why You Need It
Okay, let’s talk about BoomCloud™. If you haven’t heard of it, where have you been? Living under a rock covered in expired insurance claims? BoomCloud™ is the ultimate software for building and scaling your in-house membership plan. It automates everything—from billing to renewals—so you don’t have to worry about chasing down payments or dealing with manual spreadsheets.
How BoomCloud™ Can Help You Add an Associate
- Boost Recurring Revenue: With a well-run membership plan, you’ll have steady income each month. BoomCloud™ makes it a breeze to manage, which means you can focus on keeping your chairs full (including your new associate’s).
- Increase Case Acceptance: Membership patients are more likely to say yes to treatment plans. Why? Because they feel like VIPs who are getting exclusive benefits.
- Simplify Operations: Your front desk staff already has enough to deal with. BoomCloud™ automates the hard stuff, giving your team more time to focus on patient care.
Case Study: How Wood River Dental Made It Happen
Want proof that this works? Let me tell you about Wood River Dental in Hailey, Idaho. They were drowning in insurance paperwork and struggling to grow, but they knew adding an associate could transform their practice. They just needed a solid plan.
The Game Plan
- They used BoomCloud™ to launch an in-house membership plan.
- They focused on reducing PPO dependence and boosting recurring revenue.
- Once their patient base grew to 1,800 active patients, they brought on a full-time associate.
The Results
- 800 Active Members: In the first year, they signed up 800 patients for their membership plan.
- $36,000 MRR: That’s $36,000 in Monthly Recurring Revenue, adding up to $432,000 in Annual Recurring Revenue (ARR).
- 4.3X More Spending: Membership patients spent 4.3 times more than PPO patients, opting for higher-value treatments like implants and cosmetic work.
Bottom Line: Wood River Dental didn’t just add an associate; they built a thriving practice with a revenue model that doesn’t depend on insurance companies. And yes, BoomCloud™ was one of their secret weapon.
Dr. Eric Roman’s Guidance on Adding an Associate to Your Dental Practice
3 Hot Tips from Dr. Eric Roman:
1. Prioritize Associate Growth Like Your Practice Depends on It (Because It Does!)
“Look, associates don’t leave just because they’re bored or they hate your Spotify playlist in the office. They leave because they don’t see a future with you. So, make their growth a major priority. Schedule regular mentorship sessions, create a personalized professional development plan, and invest in training programs. Help them improve both clinically and financially. If you focus on their growth, your practice will thrive. Remember: their dreams are not negotiable—make sure your practice can help them achieve those dreams.”
2. Lock Down Regular Check-Ins to Keep Associates Engaged
“Here’s the dirty little secret: once-a-year reviews are as useful as expired mouthwash. Switch it up! Commit to doing 90-day reviews and short, meaningful check-ins every week or two. Ask them about their KPIs, find out where they might be struggling, and actually listen. Associates want to feel heard, and if they know you’re invested in their success, they’ll stay longer and work harder. It’s all about consistent communication and showing you care about more than just their production numbers.”
3. Improve Patient Experience by Managing Associate Transitions Smoothly
“Want to avoid losing patients when you bring in new associates? Manage the transition like a pro. Introduce the new associate to patients thoughtfully—don’t just throw them in and hope no one notices. Have the outgoing or senior doctor personally introduce the associate to patients, explaining their skills and why they’re a great fit for the practice. Also, train your front office team to communicate these changes confidently. Patients need to feel that the level of care and trust they’re used to will stay consistent, or they’ll churn faster than you can say ‘open wide.’”
3 Valuable tips from Dr. Addison Killeen
1. Build a Fantastic Patient Experience
- Focus on Communication and Rapport: Dr. Killeen emphasizes the importance of building a strong rapport with patients before starting any clinical procedure. He recommends making personal connections by asking three personal questions, such as learning about the patient’s family or interests. This helps reduce patient anxiety and fosters trust, ensuring that patients feel valued and comfortable.
- Delight Your Patients: Just like Disney’s customer service philosophy, if your practice makes a mistake, go above and beyond to fix it. It’s better to over-deliver when correcting errors, even if it means absorbing some cost. The long-term trust and loyalty of your patients are more valuable than a short-term profit.
2. Clear Expectations with Associates
- Establish Clear Guidelines and Onboarding: Hiring an associate requires a significant investment of time and money, so it’s crucial to set clear expectations from the start. Provide them with detailed handbooks, training, and clear communication on how things are done in your practice. This minimizes misunderstandings and ensures that both the practice owner and associate are aligned, leading to a more successful working relationship.
- Check-In Regularly: Address any issues early on through monthly meetings and ensure associates are supported. Monitor their progress and communicate about what’s working and what’s not. This helps the associate integrate better with your practice’s culture and expectations.
3. Monitor Key Performance Indicators (KPIs) for Growth
- Use KPIs to Assess When to Hire an Associate: Dr. Killeen advises using specific benchmarks to determine if your practice is ready for an associate. For instance, if you’re consistently performing over 160 routine hygiene exams per month, it may be time to bring in extra help. Similarly, ensure you’re getting enough new patients (ideally 25-50 per month) to sustain an associate’s production.
- Be Prepared Financially: Have at least 6 months of the associate’s salary saved up as a reserve, as it usually takes about six months for a new associate to start producing enough to break even. Understanding the financial and emotional investment needed will help you avoid stress and manage expectations.
These tips highlight the importance of prioritizing patient care, setting up associates for success, and managing your practice’s growth strategically.
Ready to Add an Associate to Your Practice?
Before you start writing job descriptions and dreaming of long weekends off, make sure your practice metrics are in check. Aim for 1,500 active patients per full-time doctor, minimize your PPO dependence, and build a membership plan that would make your accountant proud.
And if you need help, you know where to look: BoomCloud™. Because let’s be honest, you deserve to make money without fighting insurance companies—or sacrificing your sanity. Now go forth and grow that practice like the dental rockstar you are.
