How to Successfully Navigate Dental Practice Transitions

“Nothing is so painful to the human mind as a great and sudden change.”

– Mary Wollstonecraft Shelley, Frankenstein

While the literary creation, Dr. Frankenstein, was in a state of despair when he uttered this line, we can all appreciate the struggle of accepting big changes in our lives. Whether carefully planned or out of the blue, the ambivalence surrounding change may also apply to any number of dental practice transitions.

From a new hygienist to a well-earned retirement, there are several changes that can both disrupt and elevate a successful dental business, including:

• Another practitioner buying a percentage of the practice or outright.
• A merging of two practices to create a larger one.
• Associate dentists buying in and joining the team.
• Selling the practice to an entity like a DSO.
• Changes in leadership of teams, such as administration or hygiene.
• Relocation within the community.

No matter the reason for a practice transition, it’s in everyone’s best interest to make it as smooth and painless as possible—especially for the dental patients. The American Dental Association offers guidelines for selling a practice, and there are businesses that specialize in the legal and financial aspects of a sale, purchase, or acquisition.

RAMP has worked exclusively with dentists for over 20 years and offers some insights for dental practices undergoing major changes.

Timing is Key

Whenever possible, it’s best to begin a significant transition process at least 12-18 months before the change will take place. However, a shorter time frame may result in fewer patients searching for a new dentist and potentially disrupting the practice’s revenue. The decision to sell or bring on new associates may be a precursor for a planned retirement, but even when the transition could be several years in the future, it benefits everyone to lay solid groundwork.

Create a detailed checklist of the research, calls, and tasks that should be completed along the way. Determine ahead of time if office culture and treatment philosophies align, when merging practices or adding to the team. And ensure all patient records are up to date and practice management software can be seamlessly transitioned.

Prioritize Communication

News of a major change should never blindside important parties if at all possible. Make a list of people and businesses to notify of the sale or transition and decide how and when to make that happen.

Staff: Inform team members as early as appropriate so they don’t hear about it secondhand. Consider holding regular meetings to answer questions, address concerns, and update them on the progress. Open communication will reduce the chance of an exodus that could impede care.

Patients: A well-informed dental patient will be less fearful so a comprehensive plan to inform them is optimal. The message should focus on how the change will benefit them or cause minimal impact on their oral health care. Methods of communication could include verbal, email, personal letters or postcards, social media, signage in the office, or all of the above.

Other: At the appropriate time, notify any vendors, third party partners, and other business entities that will be affected. Running an ad in the local paper will let the community know and highlight the positive aspects for prospective patients. Make relevant changes to your website as soon as everyone knows.

Looking Ahead

Regardless of the upcoming transition, it’s crucial to integrate protocols for continuity of care—especially for patients with ongoing treatment plans. Plan time to introduce new dentists to facilitate a smoother handoff of complex cases. Limit changes early on when possible, such as prices, staff, or remodeling.

Consider a post-transition follow-up to acquire feedback from patients and team members, then make necessary adjustments for long-term success.

New practice, new you? If you’re merging or adding associates it may be time for a re-brand. RAMP can help with updating logos, creating new print collateral, introduction videos, website upgrades, and much more.

We understand “a great and sudden change” can be scary. Schedule a free strategy session today and let’s make it exciting!