The dynamics of change in a dental practice:

One of the characteristics I have noticed most predominantly during my time in the dental profession is that practice owners frequently get stuck a in “what they know” groove. They often take on the management of the practice and bestow titles such as “Practice Manager” on inadequately trained or invested staff members resulting in a whole team that is pressured and chaotic. Technologically too, some are also in a groove, not harnessing all that can be harnessed in terms of practice management and clinical efficiency. The result is that these owners scratch their heads and wonder what is happening because they are ultra stressed, time poor and losing patients.

The inability to embrace change is ultimately the beginning of the downward slope because even going beyond technology, vital aspects of a modern-day dental workplace such as changing health policies and psychosocial safety are here to stay.

Whether it is fear or financials, many owners are remaining in their groove and resisting the growing tremors of change.

Change is a constant in the healthcare industry, and dental practices must adapt to various internal and external factors to remain competitive and provide high-quality care. The dynamics of change in a dental practice include technological advancements, regulatory changes, economic influences, shifts in patient demographics, and staff turnover. These changes can impact workflows, patient care, and the overall success of the practice. Understanding the dynamics of change is essential for dental practice owners and managers to effectively navigate periods of transition.

During this time of transition, expect things to be uncomfortable, especially if you are to face some of the things you have been putting off. In times of change, toxic or difficult staff may feel threatened as they are aware that their inadequacies may be exposed. It is important to note that if a staff member is intent on digging heels in, this may be a time to say farewell. The staff that embrace your dream of improvement through change are more likely to be invested in positive outcomes.

Common challenges faced during periods of transition:

Transition periods can present challenges for dental practices, including resistance to change, disruption of workflows, staff morale issues, and financial implications. Staff members may resist change due to fear of the unknown, concerns about increased workload, or a reluctance to leave their comfort zone. Implementing changes can disrupt established workflows and processes, leading to inefficiencies, errors, and frustration among staff members. Uncertainty and anxiety about change can also impact staff morale and engagement, leading to decreased productivity and an increase in errors.

Preparing for Change:

Assessing the need for change in your dental practice:

Before implementing any changes, it is essential to assess the need for change in your dental practice. This involves identifying areas for improvement, evaluating current challenges and opportunities, and considering the goals and objectives of the practice. Conducting a thorough assessment helps determine the scope and scale of the changes needed and ensures that any changes implemented will address the underlying issues effectively.

Conducting the assessment:

Firstly, you will have to gather data by collecting relevant data on various aspects of the dental practice, including:

Patient demographics, referrals and profiles.

Appointments fulfilled/appointments FTA etc.

Recalls, Incomplete treatment and discounts.

Staffing levels, turnover, training, and roles.

Compliance in policies, workflow processes, and operational efficiency.

Technology infrastructure and capabilities (now and future).

Financial performance and profitability.

Patient satisfaction and feedback.

Marketing and visibility.

Stock control.

Creating a compelling vision for the future:

Once the need for change has been identified, begin to create a compelling vision for the future of the dental practice. A vision provides a clear direction and purpose for the changes and helps motivate and inspire staff members to support the change efforts. The vision should be aligned with the goals and values of the practice and should communicate the benefits of the changes for both staff members and patients. It should be included in the Employee Handbook and made as the basis for staff performance management.

Building a change management team:

Building a change management team is essential for effectively managing change in a dental practice. The change management team should include representatives from different departments and levels of the organisation and should have the skills and expertise needed to drive change initiatives forward. The team will be responsible for planning, implementing, and monitoring the changes and for providing support and guidance to staff members throughout the process.

Communicating Change Effectively

Strategies for transparent and open communication:

Effective communication is critical during periods of change in a dental practice. It is essential to be transparent and open with staff members about the reasons for the change, the benefits it will bring, and how it will impact them. Communication should be clear, honest, and frequent, and staff members should have the opportunity to ask questions and provide feedback. By keeping staff members informed and involved, you can reduce uncertainty and resistance and increase buy-in for the changes.

Addressing employee concerns and resistance:

It is normal for staff members to have concerns and resistance to change, especially if they feel that the changes will negatively impact them. It is essential to address these concerns openly and honestly and to provide support and reassurance to staff members throughout the change process. This may involve providing additional training and resources, offering opportunities for staff members to share their thoughts and concerns, and acknowledging the challenges and difficulties they may face.

Using multiple communication channels:

Effective communication requires using multiple channels to reach staff members and ensure that the message is heard. This may include staff meetings, email updates, newsletters, posters, and other forms of communication. It is essential to tailor the communication to the needs and preferences of staff members and to ensure that they have the information they need to understand the changes and how they will be affected.

Leading Through Change

Effective leadership is essential for guiding your team through periods of change in a dental practice. Leaders should be visible, accessible, and supportive, providing clear direction and guidance throughout the change process. This involves leading by a positive example, communicating frequently and transparently, and providing support and encouragement to staff members by listening to them and recognising their input.

Setting clear expectations and milestones:

Setting clear expectations and milestones is essential for successfully managing change in a dental practice. This involves defining and writing down specific, achievable goals and objectives for the changes, establishing clear timelines and deadlines, and monitoring progress regularly. By setting clear expectations and milestones, you can ensure that everyone is on the same page and that progress is being made toward achieving the practice's goals.

Implementing Change Successfully

Planning and executing change initiatives effectively:

Effective planning and execution are essential for successfully implementing change in a dental practice. This involves developing a detailed implementation plan that outlines the steps and resources needed to achieve the practice's goals. In this plan, you will have a timeline and an end date. It is essential to involve staff members in the planning process and to provide them with the training and support they need to succeed. By carefully planning and executing change initiatives, you can minimise disruptions and ensure a smooth transition to the new way of working.

Monitoring progress and adjusting as needed:

Monitoring progress and adjusting as needed are essential for ensuring the success of change initiatives in a dental practice. This involves tracking key metrics and indicators to assess progress toward the practice's goals and objectives and identifying any areas where adjustments are needed. By regularly reviewing progress and adjusting as needed, you can ensure that the changes are having the desired impact and that any issues or challenges are addressed promptly.

Celebrating successes and learning from setbacks:

Celebrating successes and learning from setbacks are essential for maintaining momentum and motivation during periods of change in a dental practice. It is essential to recognise and celebrate the achievements and milestones along the way and to acknowledge the hard work and dedication of staff members. At the same time, it is essential to learn from any setbacks or challenges and to use them as opportunities.

for growth and improvement. By celebrating successes and learning from setbacks, you can keep staff members motivated and engaged and ensure the success of the changes.

 Joanna Robertson

Accredident 2024