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Hey Docs!: Daily Summaries Delivered
by Jill Allen
Welcome to the Hey Docs! Podcast – your all-in-one resource for achieving orthodontic excellence at every stage of your practice journey.Hosted by Jill Allen of Jill Allen & Associates, each episode offers practical tips, expert interviews, and inspiring stories that empower you to build, grow, and refine your practice—whether you’re just starting out, expanding your reach, or fine-tuning a well-established operation.Join us as we sit down with forward-thinking entrepreneurs and industry experts who share their insights, experiences, and actionable strategies for driving success in your practice.Tune in weekly. Episodes drop every Thursday!
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- 2 days ago44 min
The Hidden Factors in Choosing the Right Market with Kent Miller, Dentagraphics
"We want to make an informed decision." 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 Kent Miller, co-founder and president of Dentagraphics, to discuss how doctors should evaluate markets and locations for long-term practice success. They explain that while AI tools like ChatGPT have improved at finding demographics and counting competitors, they remain probabilistic and require a “human in the loop,” making them risky to rely on for major decisions like signing a 10-year lease. Kent outlines the priorities Dentagraphics uses: sufficient demand for care, fit with the doctor’s vision and lifestyle, competition/saturation, and then growth, noting growth is often overemphasized and hard to predict. They also discuss why generic “best places” rankings and broker-led property-first searches can mislead, and why banks expect borrowers to understand their market beyond simply repaying a loan. Connect With Our Guest Dentagraphics - https://www.dentagraphics.com/ Takeaways AI is a powerful tool for decision-making but requires human oversight.Growth trends can be misleading; demand and fit are more critical.Successful practices can thrive in competitive markets with the right strategies.Understanding demographics is essential for long-term success.Identifying strong markets is crucial before selecting properties.Real estate decisions should align with personal lifestyle preferences.A holistic approach to market analysis is necessary for informed decisions.Continuous evaluation is key when facing unforeseen changes in practice plans. Clients are often led by market conditions.Brokers have access to exclusive property databases.It's crucial to feel confident when signing leases. Most leases and loans are long-term commitments.Banks care about market evaluation when lending.Personal circumstances should influence practice location decisions.Chapters 00:00 Introduction03:54 AI for Market Research09:04 Why Growth Is Overrated10:36 Demand Vision Competition First13:39 Growth Pitfalls and Timing18:35 When Location Plans Change20:34 Picking Multiple Submarkets24:15 Area First Strategy27:48 Lease Stakes And Incentives29:14 How Banks Evaluate33:56 Beyond Rankings Lists37:43 Long Term Life Fit38:40 Dentagraphics Contact InfoEpisode 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!
- 1 weeks ago40 min
The Financial Guide for Startups and Acquisitions with Matt Kroeker, Bank of America
"You have to be able to balance it." 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 Allen welcomes back Matthew Kroeker from Bank of America to discuss financing considerations for orthodontists starting a practice or acquiring an existing one. Matt explains that the choice often starts with mindset and risk tolerance, then shifts to borrower fundamentals banks review, especially managing personal monthly obligations, keeping a cash cushion, and prioritizing paying down high-interest credit card debt over rapidly eliminating other debts. They cover how startup loans are monitored and disbursed through categories like lease, construction, equipment, and working capital rather than as a lump sum, and why banks scrutinize rent, construction bids, and fixed costs to protect early-year cash flow. For acquisitions, Matt focuses on evaluating trends, expenses, and sustainability rather than simply purchase price, highlighting the importance of asking the right questions to avoid surprises. Connect With Our Guest Matthew Kroeker, Bank of America - https://sbbankers.bankofamerica.com/matthew-kroekermatthew.kroeker@bofa.com720-338-1165 Takeaways Financial health is more about monthly payments than total debt.Doctors should avoid overspending on equipment and construction.Having a financial cushion is essential for new practices.Credit card debt should be prioritized for repayment.Understanding loan allocation is key to financial success.Rent costs can significantly impact cash flow in the early years.Banks look for responsible financial behavior in borrowers. The loan process involves incremental disbursements based on project milestones.Having a professional team helps ensure financial safety and oversight.Acquisitions require careful evaluation of the practice's financial health.Fixed costs in a practice can be challenging to adjust after acquisition.Working capital is essential for covering initial expenses in a startup.Financial strategies should be tailored to each practice's unique situation.Doctors should be proactive in managing their expenses and income.Chapters 00:00 Introduction04:15 Startup vs Acquisition Mindset06:26 What Banks Want Now08:54 Debt Payments and Cash Cushion15:32 How Much to Borrow19:13 Loan Buckets and Oversight21:15 Rent and Construction Scrutiny26:13 Acquisition Evaluation Basics29:44 Red Flags to Watch31:17 Working Capital and Ramp Up36:18 How to Contact Matt 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!
- 2 weeks ago45 min
Hiring for Growth and Success in Your Orthodontic Practice - Just Jill
"It's better to hire slow than to rush." 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 Hey Docs!, Jill Allen addresses hiring challenges for orthodontic practices, especially startups, and weighs the pros and cons of hiring seasoned team members versus candidates new to dentistry. She explains how early startup hires often serve as “utility players,” why experienced staff may bring preconceived notions, compensation expectations, and difficulty unlearning prior systems, and how adaptability to a doctor’s philosophy and culture is critical. Jill outlines what makes a great hire beyond technical skills (attitude, communication, curiosity, accountability, and willingness to learn) and urges doctors to tailor interview questions, notice red flags, and hire slowly to avoid painful terminations. She also emphasizes structured onboarding with clear expectations and 30/60/90-day benchmarks, plus pay guidance for startups, acquisitions, and established practices focused on skill growth, competitiveness, and career paths. Connect With Our Guest Jill Allen & Associates - https://www.practiceresults.com/ Takeaways Hiring experienced candidates may not always be the best choice. It may make adapting to a new practice more difficult.Startups benefit from molding new hires to fit their culture.Soft skills are as important as technical skills in candidates.Tailoring interview questions to the role is essential.Assessing a candidate's attitude and communication is vital.Hiring decisions should align with the long-term vision of the practice. There is never a harder decision than letting someone go.Trust your gut when hiring; watch for red flags. Evaluate performance at 30, 60, and 90 days.Training programs are essential for new hires' success.Pay should reflect skill and growth, not just tenure.Avoid rewarding longevity without skill development.Training doesn't justify lower pay; retain skilled employees.Set clear expectations from the beginning of employment.Hiring should focus on potential, not just experience.Chapters 00:00 Introduction02:55 Startup Hiring Experience Debate08:20 Seasoned Hire Pitfalls15:08 What Makes a Great Candidate20:35 Red Flags and Trust Your Gut24:33 First 90 Days Training Plan30:38 Pay and Compensation Strategy39:11 Set Expectations 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!
- 3 weeks ago39 min
Understanding Fee for Service with The Wyrick Outlook
"Short-term turbulence for long-term gain.” 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 Megan and B, sisters and founders of The Wyrick Outlook, to discuss what “fee for service” really means for orthodontic practices and how to evaluate leaving insurance networks. They address misconceptions that doctors must be in-network to collect benefits, and explain how going out-of-network can restore control over fees and treatment while avoiding outdated contracted rates. The conversation focuses on using data to assess write-offs and true referral sources, understanding local market dynamics, and ensuring the consult and financial presentation processes are “rock solid” before making a change. Megan and B outline key transition pillars—confidence in referrals, proactive communication with insurers, patients, and team, financial planning (including cash reserves and phased dropping), and emotional readiness—plus strategies for handling insurer “scare” letters and rerouted payments. Connect With Our Guest The Wyrick Outlook - https://thewyrickoutlook.com/ Takeaways Understanding fee-for-service vs. in-network is crucial.Many practices are moving away from in-network contracts.Insurance write-offs can be viewed as marketing expenses.Doctors need to evaluate their financials carefully before making changes.Practices should analyze their referral sources before changing insurance status.Rising costs are pushing practices to reconsider their insurance relationships.Strategic planning is necessary for a smooth transition. Proactive communication can alleviate patient fears about insurance changes and foster trust and loyalty.Short-term challenges can lead to long-term benefits.Maintaining cash reserves is vital during insurance transitions.Clear communication about payment processes is necessary to avoid confusion.Chapters 00:00 Introduction04:06 What Fee for Service Means08:58 Why Practices Leave Network13:05 Evaluating the Numbers17:12 Transition Game Plan22:03 Train Team Insurance Talk 25:19 Strategic Exit Planning30:18 Presenting Benefits Positively32:26 Common Mistakes and Takeaways34:27 How to Connect with The Wyrick Outlook 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!
- Oct 8, 202648 min
Leadership and Accountability in Your Practice with Cary Smith, Done Desk
"You need to build your disciplines now." 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 Allen welcomes back Cary Smith, CEO and co-founder of Done Desk, to discuss building a leadership edge in orthodontic practices through early systems, training, and clear expectations. Cary explains Done Desk’s software helps organize scattered compliance and risk-management work so owners can see what’s actionable and go home without carrying operations mentally. They emphasize that growth reveals existing problems, and that owners become bottlenecks when teams aren’t trained or equipped with documented SOPs, source-of-truth processes, and visible accountability. Cary advocates replacing 90-day probation with 90-day development plans, creating strategies to mitigate employee turnover and loss of institutional knowledge, and getting help to implement systems. They also discuss hiring “right” by calibrating roles around values, attitudes, and behaviors—not just skills and experience—and building human-centric systems for employees and patients. Connect With Our Guest Done Desk - https://www.donedesk.com/ Takeaways Done Desk helps practice owners manage risk effectively.Many practice owners feel overwhelmed by management tasks.Training staff is crucial to avoid bottlenecks in operations.Identifying tasks you dislike can help delegate effectively.Establishing clear expectations is key to accountability.Standard Operating Procedures (SOPs) are essential for consistency.Documentation helps in training new employees efficiently.Leadership should focus on developing team members.Creating a culture of accountability improves practice performance.Preparing for team changes ensures business continuity. Employee turnover can have a massive emotional impact.Having a replacement strategy mitigates the loss of key team members.It's essential to build disciplines early in a practice.Understanding and defining core values is crucial for hiring.Hiring for values and behaviors is more important than skills alone.Chapters 00:00 Introduction06:04 Owner Bottleneck Problem09:54 Leadership Edge Basics11:26 Discipline and Accountability16:19 SOPs and Training Systems21:13 When Will I Do This23:40 Turnover and Replacement Plans27:41 Turnover Risk Strategy29:28 Practice As Business School31:37 Hiring The Right Fit37:07 Define Practice Core Values38:58 Accountability And Systems40:14 Get Help To Implement43:08 Done Desk 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!
- Oct 1, 20261h 2m
Empowering Orthodontists in Real Estate with Brian Mills, ROAM Commercial Realty
"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!
- Sep 24, 202652 min
Protect Your Practice: Embezzlement Prevention with Prosperident CEO David Harris
"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!
- Sep 17, 202658 min
Navigating Your Orthodontic Practice in Today’s Economy - Just Jill
“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!
About Hey Docs!
Welcome to the Hey Docs! Podcast – your all-in-one resource for achieving orthodontic excellence at every stage of your practice journey.Hosted by Jill Allen of Jill Allen & Associates, each episode offers practical tips, expert interviews, and inspiring stories that empower you to build, grow, and refine your practice—whether you’re just starting out, expanding your reach, or fine-tuning a well-established operation.Join us as we sit down with forward-thinking entrepreneurs and industry experts who share their insights, experiences, and actionable strategies for driving success in your practice.Tune in weekly. Episodes drop every Thursday!
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