How I Helped a New Dentist Save Her Practice [2025]

At Zeroed-In Dental Solutions, I have worked with many practices at different stages of growth. One of the most fulfilling projects in my career came from a new dentist in Colorado. She had recently inherited a struggling office and wasn’t sure where to begin. The practice lacked structure, systems, and support. Most importantly, she didn’t yet believe she could lead it.

This is the story of how I helped her turn things around by setting up strong foundations, training her team, and showing her that confident leadership begins with the right systems.

Walking into the Unknown

When I first arrived at the office, the challenges were clear. There was no organization in the front office. The software had outdated and inaccurate patient information. Billing processes were missing, and no claims or statements were being sent. The team was brand new and came from a wide range of backgrounds, but many had never worked in a dental setting before.

The doctor herself was still trying to find her footing. She had the clinical skills but lacked support in managing a team or running a business. She felt overwhelmed and unsure of how to move forward.

My job was to help her take control of the business side of her practice so that she could focus on patient care with confidence.

Establishing the Right Systems

We started by addressing the core problems that were holding the practice back. My approach is always to begin with structure. Without systems in place, even the most dedicated teams will struggle to keep things running smoothly.

1. Organizing the Front Office

The front office needed immediate attention. We set up systems to manage patient communication, track appointments, and handle billing consistently. The goal was to reduce daily confusion and create a space where patients felt welcomed and the team felt empowered.

2. Updating Practice Management Software

I reviewed the existing software and helped the team clean up all patient data. This included correcting insurance information, updating fee schedules, and organizing treatment plans. Clean software is essential for submitting accurate claims and reducing denials.

3. Building Billing Workflows

We handed over the billing to the team at Zeroed-In.  We created a consistent billing process that included daily claim submission, and a reliable insurance follow-up system. We taught the office how to send timely statements for regular flow of funds!  This helped the team reduce aging claims and improved the overall cash flow of the practice.

4. Implementing a Recall System

To support growth and patient retention, we introduced a recall program. The team learned how to track overdue hygiene appointments and schedule follow-ups in advance. Within weeks, the office began to see better appointment flow.

5. Training the Team and the Doctor

I spent time coaching both the team and the doctor. I led daily sessions that covered billing procedures, insurance policies, patient communication, and how to run effective team meetings. I worked with the doctor to update her fee schedule so she was charging based on proper percentages. I also worked one-on-one with the doctor to help her understand key performance indicators, leadership strategies, and how to set expectations in a positive way.

A Remarkable Shift in Just One Week

By the end of the week, the entire practice felt different. The team had direction and purpose. The doctor stood taller and spoke with more clarity. The energy in the office was no longer one of stress and uncertainty. It was one of collaboration, focus, and confidence.

Six months later, the doctor sent me a message that I will never forget:

“Linda knew what I needed to succeed before I could even grasp the loftiness of the challenge. My dental knight in shining armor. She left us that week with an energized and enthusiastic team, ready to take on the challenges of running this exciting new dental practice. What makes Linda special is not just her expertise in the front office or billing systems. It is her joy and compassion that fills every room she walks into. She gave my office the positivity and direction it needed, and I am forever grateful.”

These words are why I do this work. It is not just about helping dentists get paid or organize their calendars. It is about building businesses that allow them to serve their communities while living balanced, fulfilling lives.

Why Strong Systems Matter in Every Practice

Dentists are trained to diagnose, treat, and care for patients. But very few receive any formal training on how to manage a team, track performance, or run the financial side of a practice. That is where I come in.

At Zeroed-In Dental Solutions, we help dentists:

• Clean up and organize their front office systems
• Set up reliable billing and insurance workflows
• Train staff to take ownership of their roles
• Implement recall and scheduling strategies that drive growth
• Create sustainable processes that reduce stress
  
  

Whether you are starting fresh or trying to recover from burnout, the right systems can help you build a practice that runs smoothly and grows steadily.

Ready to Take the Next Step?

If you feel like your practice is disorganized, struggling to collect payments, or lacking structure, I am here to help. You do not have to figure this out alone.

Let’s work together to put the right systems in place, train your team, and get you back on track.

Book a free consultation with me today and take the first step toward a more organized and profitable practice. You bring the passion for patient care. I will bring the structure to support it.