In this episode of The GrowOrtho Podcast, Luke had the pleasure of hearing from Jill Allen, an orthodontic consultant with over 30 years of experience. Jill has helped countless orthodontic practices—especially startups and acquisitions—set up strong systems and achieve incredible success.

Choosing The Right Location

First things first: where you set up shop matters—a lot. Jill emphasizes the importance of digging deep into demographic data to ensure the area fits your practice’s vision. For example, if you’re aiming for a high-end boutique practice, setting up in a neighborhood with lower income levels might not be the best idea. Working with experts to analyze demographics can help you find the perfect spot with the right patient base, saving you from financial headaches down the line.

Once you’ve nailed down the location, it’s time to secure loans, design your office space, and choose equipment—all tailored to what you want your practice to be.

Embracing Technology And AI

Over the past couple of decades, orthodontic practices have undergone a massive transformation, moving from paper files to fully digital workflows. Nowadays, many practices start with digital brackets and aligners instead of traditional fixed systems. These advancements aren’t just about being flashy—they make things run smoother and improve the patient experience.

Jill also highlights how artificial intelligence (AI) is becoming a big deal in orthodontics. While some people worry that AI might replace jobs, she sees it as a tool to boost efficiency. You can use AI tools like ChatGPT to help with tasks like planning social media posts or writing job descriptions, freeing up your staff to focus on patient care and growing the practice.

If you’re hesitant about diving into new technology, Jill recommends taking it step by step. Start small—maybe use AI for some administrative tasks—and build from there. As she puts it, “The last thing you want is to be the last office adopting technology.”

Building And Retaining A Strong Team

Managing your team is one of the toughest parts of running a practice. Back in the day, staff members might stick around for decades, but now people often move on after just a few years. Jill emphasizes creating clear career paths within your practice to help keep talented people on board. Being transparent about pay scales and growth opportunities can help your team see their job as a real career, not just a temporary gig.

She also points out the importance of hiring the right people for specific roles. For instance, the person who answers your phone should have the skills and friendly attitude to make a great first impression on potential patients.

Smart Marketing Strategies For Startups

If you’re starting out, getting your name out there in the first year is crucial. A solid marketing strategy should use multiple channels—think SEO-friendly websites, active social media, and

community involvement. Jill cautions against putting all your eggs in one basket; using a mix of marketing methods helps you reach a wider audience.

Balancing patient affordability with your practice’s financial health is also key. Promotions like “$99 down” might attract patients, but they can strain your cash flow, especially with high fixed costs. Jill stresses the need for strategic planning to avoid short-term tactics that could hurt your practice in the long run.

Financial Systems And Leadership Growth

Jill and her team help orthodontists set up essential financial systems, like keeping track of accounts and using tools like QuickBooks. Without these systems, you risk running into financial mismanagement, which can be disastrous for your practice.

Leadership is another area where orthodontists often struggle. As your practice grows, you need to transition from being hands-on with every detail to becoming an effective leader. This means delegating tasks, trusting your team, and continuously improving your leadership skills through books, podcasts, or other professional development avenues.

Celebrating The Wins

One of the things Jill loves most about her work is helping practices hit big milestones—like making $1 million in revenue in their first year. She believes these successes come from having a clear vision, sticking to your plan, and being able to adapt when challenges arise.

She also thinks it’s important to take a moment to appreciate what you’ve achieved, instead of always focusing on what’s next. Celebrating your wins, big or small, can keep you motivated and remind you why all the hard work is worth it.

Building a successful orthodontic practice takes a mix of strategic planning, embracing technology, and strong leadership. Jill Allen’s insights offer a roadmap to help you navigate these challenges, so whether you’re just starting out or have been in the field for years, you can thrive in this ever-changing industry.

For more insights from Jill Allen, be sure to visit her website at Practice Results and check out her podcast, Hey Docs, where she dives deep into topics specifically tailored for orthodontic startups and acquisitions.

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