The Best Practices Show with Kirk Behrendt

Hygiene production problems don’t start this week — they were built months ago through leading indicators you can track and influence. In this episode, Kirk Behrendt sits down with ACT Dental coach Ariel Siegel to explain why hygiene production is a lagging indicator and how to improve it by focusing on reappointment rate, perio diagnosis, and perio acceptance. You’ll learn what hygiene breakdown looks like in real time, what predictable stability looks like when systems are working, and the simplest numbers to start tracking today so you can engineer future results instead of reacting to past ones.Listen to Episode 1021 of The Best Practices Show!Main TakeawaysHygiene production is a lagging indicator that is built three to six months before the appointment through daily behaviors and tracking.Reviewing last week or last month’s numbers shows where you were, but it doesn’t give you a chance to change those results now.Reappointment rate, perio diagnosis, and perio acceptance are leading indicators that drive future hygiene production.When hygiene is built poorly, teams scramble to rebuild schedules, cancellations feel disruptive, and there is little depth in future hygiene.Perio diagnosis will vary by provider when the department lacks alignment, consistent protocols, and consistent verbal skills.Tracking real reappointment data (patients seen vs. patients scheduled) immediately increases awareness and improves performance.Focusing on one KPI for 30 days creates clarity for the team and compounds into stronger, more predictable hygiene production.Snippets:00:00 Hygiene production problems are built months before today.02:16 Hygiene production is a lagging indicator driven by leading indicators.04:22 What it looks like when hygiene is built wrong: scrambling, inconsistency, and a weak schedule.06:33 What it looks like when you build hygiene right: stable, predictable hygiene three to six months out.09:23 Engineer hygiene production by tracking reappointment, perio diagnosis, and perio acceptance.11:16 The actionable first step: track patients seen vs. patients reappointed.13:08 Use perio diagnosis by provider to find alignment gaps and improve consistency.15:49 Pick one KPI at a time to create focus and compounding improvement.17:13 Data removes emotion and lets the team solve the problem together.18:35 New BPA resources added for hygiene systems and metrics.Guest Bio/Guest Resources:Ariel has a master’s in healthcare administration and several years of dental experience in all aspects of the administrative roles within the dental office. Her passion is to work with dental teams to empower team members to realize their full potential in order to better serve patients, improve office systems to ensure a well-functioning team/office, and to help everyone have fun in the process!Resources mentioned in the episode:Best Practices Association (BPA) resources: https://www.actdental.com/free-resources/More Helpful Links for a Better Practice & a Better Life:The Best Practices Show: https://www.actdental.com/podcast/Best Practices Association: https://www.actdental.com/bpaUpcoming Events & Workshops: https://www.actdental.com/events/Smile Source: https://www.smilesource.com/Subscribe on Apple Podcasts: https://podcasts.apple.comSubscribe on Spotify: https://open.spotify.com

Embezzlement can feel like a cash-only problem—until it isn’t. In this episode, Kirk Behrendt sits down with David Harris of Prosperident to explain what dental thieves steal besides cash, why modern payment methods create new vulnerabilities, and what behaviors can signal elevated risk inside your practice.You’ll learn how thieves think, where they tend to steal (revenue vs. expense), why comparing collections to deposits matters, and how to reduce risk by trusting systems—not people. listen to Episode 1020 of The Best Practices Show!Main Takeaways:Cash is still a thief’s first choice, but declining cash payments force thieves to adapt to other methods of stealing.If you don’t compare collections in your practice management software against bank deposits, even an unsophisticated thief can steal undetected.Checks are easier to monetize than many dentists assume because banks scrutinize them less than they used to.Electronic funds transfers can be redirected by a fraudster, and staff often post EFTs “blind” without confirming the money actually hit the account.Virtual credit cards from insurers create added fees and theft risk because they function like prepaid card numbers that can be monetized.Thieves are typically driven by either need (financial pressure) or greed (entitlement), and their behavior often changes as they steal.Background checks, credit checks, and drug testing should be standardized for roles with access to money and sensitive systems.Snippets:00:00 Cash isn’t the only thing dental thieves steal.05:00 “I don’t take much cash” is not a theft prevention plan.06:40 Why thieves have adapted as cash collections decline.08:10 How check processing changes made theft easier.11:20 Why it’s “way easier” to steal now than 20–40 years ago.12:30 EFTs aren’t bulletproof—and how redirecting deposits happens.15:00 A safer EFT setup: separate account + monthly sweep + read-only access.18:20 Virtual credit cards: why they’re bad and what to do about them.21:40 Thieves are driven by need or greed.24:00 Why access determines whether theft happens on revenue or expense.25:10 “Compare collections against deposits” as a non-negotiable control.28:00 Why “nice,” religious, long-tenured, or small-town staff can still steal.29:20 Red flags: working alone early/late, weekend “catch-up,” and avoiding vacation.31:00 How an absence exposed a $600,000 theft.32:10 Why consultants can trigger sudden resignations.34:40 Background checks, credit checks, drug testing, and driving records.37:20 A real example: “Trust systems, not people.”40:10 Why audits should be stealthy—and why telegraphing concerns is risky.42:50 How to contact Prosperident.Guest Bio/Guest Resources:David Harris is a dental-exclusive forensic investigator who has spent more than three decades investigating employee theft and embezzlement in dental practices. He works with a team that conducts forensic audits and investigations focused exclusively on dentistry, helping practice owners identify risk and implement systems to reduce opportunity for theft.Resources mentioned:Prosperident: www.prosperident.comPhone: 888-398-2327Episode 1013: https://podcasts.apple.com/ph/podcast/1013-the-6-divisions-of-duties-to-prevent/id1223838218?i=1000751483020More Helpful Links for a Better Practice & a Better Life:The Best Practices Show: https://www.actdental.com/podcast/Best Practices Association: https://www.actdental.com/bpaUpcoming Events & Workshops: https://www.actdental.com/events/Smile Source: https://www.smilesource.com/Subscribe on Apple Podcasts: https://podcasts.apple.comSubscribe on Spotify: https://open.spotify.com

In dentistry, many problems aren’t caused by the procedure itself—they come from what wasn’t discussed before treatment started. In this episode, Kirk Behrendt brings back Dr. Dennis Hartlieb, a general dentist and educator, to share four communication tips that help you set expectations, reduce misunderstandings, and protect the practice before you ever pick up a handpiece. You’ll learn how to give patients clearer choices, document risk the right way, talk through outcomes without creating fear, and spot red flags before they become bigger problems—listen to Episode 1019 of The Best Practices Show!Main Takeaways:Give patients two options to simplify decisions and prevent overwhelm.Explain material choices in simple terms (composite as “plastic,” porcelain as “glass”) and connect each to tradeoffs.Set yourself up for success by having the key conversations before you start treatment, especially on higher-risk cases.Sell the benefits of the recommended treatment before you explain what can go wrong.Use photos and brief chart notes (like “reviewed photograph of crack with patient”) to document the condition and the conversation.Watch for red flags like patients who fight you on treatment, arrive with multiple splints, or evaluate dentistry with magnification.Manage expectations for single-tooth esthetics by defining “social distance” success and planning for follow-up adjustments.Snippets:00:00 Why communication before treatment matters.01:00 Meet Dr. Dennis Hartlieb and what he teaches.02:10 Dennis explains his practice focus and Dental Online Training.04:10 Dennis shares his connection to Buddy Mopper and composite dentistry.06:10 The two-option framework for a chipped anterior tooth.07:20 “Plastic vs. glass”: how to explain composite vs. porcelain in patient language.09:35 What Dennis says when patients ask, “What would you do, doc?”12:45 Managing cracked teeth: using pre-op photos to document unpredictability.16:25 Sell the benefits first, then discuss the risks.18:05 Missing tooth conversations: step-by-step options without overwhelming patients.20:35 Why Dennis limits choices to two options at a time.25:10 Red flags: patients who resist treatment or “know dentistry too well.”28:05 Splints, magnifying mirrors, and when to step back from treatment.31:20 Setting expectations for single-tooth matching in the esthetic zone.34:45 Fee levels based on esthetic difficulty and patient expectations.36:20 Why Dennis prefers composite veneers for control and predictable revisions.39:00 Final lesson: ask questions, truly listen, and pull on the thread.41:15 Where to find Dennis: Dental Online Training and YouTube.Guest Bio/Guest Resources:Dr. Dennis Hartlieb is a graduate of the University of Michigan School of Dentistry. He maintains a full-time practice, Chicago Beautiful Smiles, in the Chicago suburb of Glenview, Illinois. Dr. Hartlieb is an instructor at the Center for Esthetic Excellence in Chicago and is an Adjunct Associate Professor at the Marquette University School of Dentistry in Milwaukee, Wisconsin. He lectures extensively to dentists throughout the U.S. on the art and science of anterior and posterior direct resin techniques. Dr. Hartlieb is an Accredited Member of the American Academy of Cosmetic Dentistry. He is also a member of the prestigious American Academy of Restorative Dentistry, and the American Dental Association. He is the president of the Chicago Academy of Interdisciplinary Dentofacial Therapy, and officer for the Chicago Academy of Dental Research study club. His dentistry has been seen in many dental publications and he has contributed articles on his techniques in restorative dentistry.Dental Online Training: https://www.dothandson.com/Dr. Hartlieb’s email: hartliebdds@dothandson.com Dr. Hartlieb’s Facebook: / dennishartliebdds Dr. Hartlieb’s social media: @hartliebddsMore Helpful Links for a Better Practice & a Better Life:The Best Practices Show: https://www.actdental.com/podcast/Best Practices Association: https://www.actdental.com/bpaUpcoming Events & Workshops: https://www.actdental.com/events/Smile Source: https://www.smilesource.com/Subscribe on Apple Podcasts: https://podcasts.apple.comSubscribe on Spotify: https://open.spotify.com

Do your numbers look good on paper, but the practice still feels heavy day-to-day? In this episode, Kirk Behrendt brings back ACT coach Ariel Siegel to explain why “busy” doesn’t automatically mean “healthy,” and how the effort gap between gross production and net production creates exhaustion, tight cash flow, and a constant hamster-wheel feeling. You’ll learn how to calculate your effort gap, translate it into an “energy quotient,” and start managing write-offs so your schedule is built around profitable dentistry—not just busy dentistry. Listen to Episode 1018 of The Best Practices Show!Main Takeaways:Gross production can look successful while net production reveals whether the practice is actually healthy.The “effort gap” is the difference between what you produce and what you will realistically collect after adjustments and write-offs.When the effort gap is high, the team isn’t lacking effort—it’s performing dentistry that won’t be collected, which creates the feeling of heaviness.You don’t get paid on gross production, but you still pay overhead on gross production, which makes the gap more damaging as the practice grows.Converting the effort gap into “days worked for free” helps quantify how much time and energy is being donated to adjustments.Tracking both gross and net production allows you to see the effort being spent and the money actually retained, so you can make informed decisions.Breaking adjustments into categories (membership, elective discounts, and insurance by plan) creates transparency and shows exactly where to start improving.Snippets:00:00 Intro01:15 Why “numbers look good” can still feel heavy.02:15 The effort gap: gross production vs. net production.03:15 Why gross production is a false proxy in today’s dentistry.04:20 You don’t get paid on gross production, but you pay out on it.07:05 Bigger isn’t always better: adjusted EBITDA and what a large practice is really worth.08:10 Turning the effort gap into an “energy quotient.”10:55 Track both gross and net production to manage effort and collections.12:10 How to calculate your effort gap using the last 12 months.13:20 Break adjustments into categories to find the biggest drivers.15:00 Clean reporting: track insurance adjustments by plan, not one bucket.16:40 The first step is finding where the heaviness is coming from.Guest Bio/Guest Resources:Ariel has a master’s in healthcare administration and several years of dental experience in all aspects of the administrative roles within the dental office. Her passion is to work with dental teams to empower team members to realize their full potential in order to better serve patients, improve office systems to ensure a well-functioning team/office, and to help everyone have fun in the process!More Helpful Links for a Better Practice & a Better Life:The Best Practices Show: https://www.actdental.com/podcast/Best Practices Association: https://www.actdental.com/bpaUpcoming Events & Workshops: https://www.actdental.com/events/Smile Source: https://www.smilesource.com/Subscribe on Apple Podcasts: https://podcasts.apple.comSubscribe on Spotify: https://open.spotify.com

Occlusion cases stall when dentists focus only on how the teeth fit, instead of why the bite doesn’t fit in the first place. In this episode, Kirk Behrendt brings back Dr. Jim McKee to explain the #1 thing dentists get wrong about occlusion—and why it’s not the teeth. You’ll learn how to redefine occlusion beyond tooth contacts, how disc displacement changes the bite, why many “malocclusions” should be considered joint-driven until proven otherwise, and how better diagnosis can create a restorative diagnostic practice model that attracts the right patients. listen to Episode 1017 of The Best Practices Show!Main TakeawaysOcclusion must be defined as both how the teeth fit together and how the joints fit together, because joint position drives tooth position.Many cases that stall in treatment planning stall because the dentist doesn’t know how to manage occlusion and TMD variables.Clicking and popping joints are most often ligament tears that create a disc displacement, not “stretching” that resolves on its own.Instead of asking how to remove a posterior interference, the better question is why the interference exists in the first place.Class II malocclusions are often related to joint conditions, and the disc-condyle relationship can explain why the mandible isn’t forward enough.If you wait for TMJ pain to appear, you are often late, because many adult TMD presentations started during growth years.Diagnosis requires appropriate imaging, and evaluating only hard tissue can miss the disc-condyle interface that drives growth and occlusal change.Snippets:00:00 Podcast Welcome01:10 Meet Dr Jim McKee02:25 Young Dentist Challenges04:17 Why Occlusion Stalls Cases07:02 Redefining Occlusion08:26 Class Two Joint Clues11:34 Disc Displacement Basics13:25 Injury Causes Clicking14:47 Gasket Analogy Explained17:39 Posterior Interference Rethink21:00 Reading Patient Red Flags22:53 Growth Airway MRI Debate26:16 Supporting Orthodontists Better27:21 Malocclusion Is Joint Driven28:02 Prevalence And Planting Seeds30:29 Diagnostic Records Practice Model31:50 Fees And Low Stress Workflow33:15 Rethinking Orofacial Pain36:40 Bruxism And Sympathetic Drive38:50 Patients Are Not Crazy40:01 Imaging Before Appliances41:37 TMD As Practice Growth Engine43:19 Referrals And Study Clubs44:33 Chicago Study Club And Courses47:52 Wrap Up And ResourcesGuest Bio/Guest Resource:Dr. Jim McKee is a restorative dentist and educator focused on occlusion, TMD, and restorative diagnosis. He is a member of the Spear Resident Faculty. He has maintained a private practice since 1984 in Downers Grove, Illinois, where he treats a wide variety of cases with a focus on predictable restorative dentistry. He is a member of the American Academy of Restorative Dentistry and former president of the American Equilibration Society. He has lectured both nationally and internationally for over 25 years and directs several study clubs. Dr. McKee graduated from the University of Notre Dame in 1980 and earned his dental degree from the University of Illinois College of Dentistry in 1984. More Helpful Links for a Better Practice & a Better Life:The Best Practices Show: https://www.actdental.com/podcast/Best Practices Association: https://www.actdental.com/bpaUpcoming Events & Workshops: https://www.actdental.com/events/Smile Source: https://www.smilesource.com/Subscribe on Apple Podcasts: https://podcasts.apple.comSubscribe on Spotify: https://open.spotify.com

A growing number of dentists are reconsidering PPO participation as costs rise and reimbursement falls. In this episode, Kirk Behrendt sits down with dental consultant Deborah Engelhart Nash to unpack why a reported 29% of surveyed dental practices stopped taking insurance in 2025, what fears keep dentists stuck, and how to transition the right way. You’ll learn how to evaluate your patient mix, identify low-hanging fruit plans to drop first, communicate changes without blaming insurance, and redesign systems so your team can focus on people work instead of paperwork—listen to Episode 1016 of The Best Practices Show!Main TakeawaysA survey of dental marketers’ client data reported that 29% of participating practices stopped taking insurance in 2025.Leaving insurance rarely fails when doctors do due diligence on patient concentration, capacity, and fee schedules before making changes.Doctors should prioritize dropping low-reimbursement plans and plans with low patient volume instead of quitting all plans at once.If a practice is booked out for months with in-network patients while losing money on those visits, reducing PPO participation can open capacity for higher-fee care.Successful transitions require team alignment, consistent messaging, and avoiding language that blames insurers or frames the decision as “about the money.”Practices should reframe insurance as an employer-provided allowance that helps offset care rather than something that determines the standard of care.Outsourcing insurance and billing work can help teams focus on patients, keep up with code changes, and improve claim outcomes.Snippets:00:00 Intro02:20 The survey source and the 29% statistic from 2025.03:15 Why some in-network hygiene visits can lose money.05:20 The “40% cut” example to explain PPO economics to teams.06:25 Why dentists don’t go back once they leave insurance.07:10 The Anchorage example: when a single employer dominates the patient base.08:10 If you’re booked out for months, cutting low-fee volume can create room.09:15 How umbrella plans expanded participation without doctors realizing it.10:10 Start with low-hanging fruit plans and lowest reimbursement fee schedules.12:05 The reminder: about 50% of Americans don’t have dental insurance.13:20 How many active patients a solo doctor with two hygienists actually needs.15:15 Why the patient conversation should focus on quality of care, not fees.17:05 What callers ask first—and how to answer the insurance question.18:05 Predicting the future: hybrid models based on practice profile.20:10 “Roleplay” reframed as upskilling the team.23:05 Outsourcing insurance to specialists so teams do people work.24:00 72 insurance code changes in 2025 and why that matters.25:15 The biggest fear: upsetting the team, not the patients.30:55 The transition checklist: due diligence, team prep, timelines, and letters.33:00 Where to find Deborah and request the insurance letter template.Guest Bio/Guest ResourcesDebra Engelhardt-Nash has been in dentistry since 1985 as a consultant, trainer, author and speaker. She has presented workshops nationally and internationally for numerous associations and study clubs. She is a repeat presenter for organizations including Chicago Dental Society Midwinter Meeting, the Yankee Dental Meeting, The Swedish Academy of Cosmetic Dentistry, and the Greater New York Dental Meeting. Debra has also appeared on several podcasts and webinars and authored several articles for dental publications.Debra served three terms as the President of the Academy of Dental Management Consultants who presented her their Lifetime Achievement Award as well as the Charles Kidd Meritorious Service Award. She is the Immediate Past President of the Academy for Private Practice Dentistry. She has been repeatedly recognized as a Leader in Consulting and Education by Dentistry Today and has been listed as top 25 Women in Dentistry. Debra is also the recipient of the Gordon Christensen Lecturer Recognition Award.Guest Resources:Deborah Engelhart Nash website: https://debraengelhardtnash.com/Text: 704-904-3459More Helpful Links for a Better Practice & a Better Life:The Best Practices Show: https://www.actdental.com/podcast/Best Practices Association: https://www.actdental.com/bpaUpcoming Events & Workshops: https://www.actdental.com/events/Smile Source: https://www.smilesource.com/Subscribe on Apple Podcasts: https://podcasts.apple.comSubscribe on Spotify: https://open.spotify.com

Many dentists track annual patient value (APV) but don’t use it to make a clear decision about what kind of practice they want to build. In this episode, Kirk Behrendt talks with Miranda Beason, ACT’s co-host and education leader, about what APV reveals about your business model, why it impacts stress and schedule design, and how to calculate it using your last 12 months of collections and active patient count.You’ll learn what low versus high APV typically looks like in day-to-day operations, what changes when you start improving it, and the first step to take this week to decide whether your current model matches your vision—listen to Episode 1015 of The Best Practices Show!Main TakeawaysAPV is calculated by dividing the last 12 months of collections by your active patient count.APV is not just a number; it reflects the business model your practice is operating within.A low APV often correlates with a high-volume, low-margin practice that feels constantly busy and stressed.A higher APV allows a practice to rely on fewer patient visits while improving collections and protecting time.Write-offs and insurance contractual adjustments are major drivers of a lower APV and can limit profitability.Improving APV typically requires greater consistency in diagnosis, a strong periodontal protocol, and intentional scheduling strategy.The first step is awareness: calculate your APV and decide if it aligns with the type of practice you want to build.Snippets00:00 Metric Mondays Intro01:24 Meet Miranda and The Big Question02:58 What Annual Patient Value Means05:11 How to Calculate APV06:51 Low APV Warning Signs09:01 High APV Benefits and Mindset Shift13:38 Real World Results and Freedom15:23 What to Do This Week17:27 Resources and Final Wrap UpGuest Bio/Guest ResourcesMiranda Beeson has over 25 years of clinical dental hygiene, front office, practice administration, and speaking experience. She is enthusiastic about communication and loves helping others find the power that words can bring to their patient interactions and practice dynamics. As a Lead Practice Coach, she is driven to create opportunities to find value in experiences and cultivate new approaches.Miranda graduated from Old Dominion University, and enjoys spending time with her husband, Chuck, and her children, Trent, Mallory, and Cassidy. Family time is the best time, and is often spent on a golf course, a volleyball court, or spending the day boating at the beach.More Helpful Links for a Better Practice & a Better Life:The Best Practices Show: https://www.actdental.com/podcast/Best Practices Association: https://www.actdental.com/bpaUpcoming Events & Workshops: https://www.actdental.com/events/Smile Source: https://www.smilesource.com/Subscribe on Apple Podcasts: https://podcasts.apple.comSubscribe on Spotify: https://open.spotify.com

Have you ever felt like your team is “getting along” but no one is saying what they really think? That’s artificial harmony, and it quietly creates frustration, drifting standards, and eventual blowups. In this episode, Kirk Behrendt brings back coach Miranda Beason to explain the difference between toxic positivity and productive conflict, why unresolved issues always become a crisis, and how leaders can build a culture where real problems get discussed calmly and respectfully. To learn how to find the sweet spot on the conflict continuum and create healthier conversations in your practice, listen to Episode 1014 of The Best Practices Show!Main TakeawaysArtificial harmony looks peaceful on the surface, but unresolved issues build underneath and erode trust over time.Conflict is not the same as confrontation; it is differing perceptions or approaches that can be discussed respectfully.Avoiding conflict often leads to intensity later, which triggers defensiveness and makes resolution harder.Productive conflict strengthens decisions by stress-testing ideas and increasing team buy-in, even when not everyone “wins.”Leaders must be intentional about creating psychological safety and trust before a team can debate issues constructively.Structured meeting tools and regular check-ins reduce emotional flooding and prevent small issues from becoming crises.Leaders should resist the “writing reflex” and allow space for discussion before jumping to correction or closing the loop.Snippets00:00 Artificial Harmony Intro01:25 Meet Miranda Beason04:50 Defining Artificial Harmony09:52 Conflict Continuum Framework12:10 Toxic Positivity Signs18:43 Miranda Meeting Story22:25 Building Productive Conflict25:44 Control Your Response27:06 24 Hour Rule27:48 Phones Kill The Pause29:11 Healthy Team Conflict32:18 Styles And Trust34:09 Check In Case Study37:20 Leaders Build Frameworks39:50 User Manuals For Teams41:03 Final Takeaways45:28 Tools And Resources47:42 Closing EncouragementGuest Bio/Guest ResourcesMiranda Beeson has over 25 years of clinical dental hygiene, front office, practice administration, and speaking experience. She is enthusiastic about communication and loves helping others find the power that words can bring to their patient interactions and practice dynamics. As a Lead Practice Coach, she is driven to create opportunities to find value in experiences and cultivate new approaches.Miranda graduated from Old Dominion University, and enjoys spending time with her husband, Chuck, and her children, Trent, Mallory, and Cassidy. Family time is the best time, and is often spent on a golf course, a volleyball court, or spending the day boating at the beach.More Helpful Links for a Better Practice & a Better Life:The Best Practices Show: https://www.actdental.com/podcast/Best Practices Association: https://www.actdental.com/bpaUpcoming Events & Workshops: https://www.actdental.com/events/Smile Source: https://www.smilesource.com/Subscribe on Apple Podcasts: https://podcasts.apple.comSubscribe on Spotify: https://open.spotify.com

Do you know exactly where money can slip through the cracks in your practice—and what to do about it before it becomes a major problem? In this episode, Kirk Behrendt brings back David Harris, dental-exclusive forensic investigator and embezzlement expert, to break down the division of duties in a dental practice and explain how to apply it in real workflows. You’ll learn the six-step revenue cycle, the three rules that reduce opportunity for theft, and practical ways to create checks and balances in both large and small practices. Listen to Episode 1013 of The Best Practices Show!Main TakeawaysEmbezzlement requires both theft and concealment, and separating duties makes concealment harder.Enter treatment in the operatory by the clinician present so patient balances exist before payments are taken.Start by entering the full fee and use adjustments to document intentional discounts.In the revenue cycle, limit any one person to no more than two financial tasks.Do not allow the same person to perform consecutive steps in the financial workflow.Balancing must occur daily, even though it is more complex now due to multiple payment methods and timing delays.Practice owners should reconcile monthly by comparing collections in software to bank deposits and tracking variances over time.Snippets00:00 Welcome01:49 Meet David Harris03:33 How Common Embezzlement Is06:58 Why Division Matters11:03 Revenue Cycle Breakdown12:27 Rule One Enter Treatment17:22 Rule Two Limit Roles19:53 Small Practice Workarounds21:18 Mail Check Oversight23:11 Balancing Gets Complex25:59 Monthly Reconciliation Method28:35 Spotting Theft Patterns31:01 Trust Systems Not People33:59 Discreet Audit Options35:20 Risk Assessment Tools37:33 How to Contact Them38:47 Closing TakeawaysGuest Bio/Guest ResourcesDavid Harris is a dental-exclusive forensic investigator who has spent more than three decades investigating employee theft and embezzlement in dental practices. He works with a team that conducts forensic audits and investigations focused exclusively on dentistry, helping practice owners identify risk and implement systems to reduce opportunity for theft.Resources mentioned:Prosperident: https://www.prosperident.comMore Helpful Links for a Better Practice & a Better Life:The Best Practices Show: https://www.actdental.com/podcast/Best Practices Association: https://www.actdental.com/bpaUpcoming Events & Workshops: https://www.actdental.com/events/Smile Source: https://www.smilesource.com/Subscribe on Apple Podcasts: https://podcasts.apple.comSubscribe on Spotify: https://open.spotify.com

Most practices have plenty of numbers but still feel unclear about what to work on next. In this episode, Kirk Behrendt talks with Miranda Beason about why many dental practices don’t have a data problem — they have a focus problem — and how to use quarterly priorities and the right metrics to create alignment, reduce chaos, and make steady progress toward annual goals. To learn how to set focus, choose what to measure, and lead your team with calmer, clearer direction, listen to Episode 1012 of The Best Practices Show!Main TakeawaysMore data does not create clarity unless the practice has clear priorities and a defined direction.Annual planning works best when it’s translated into quarterly priorities that connect to day-to-day execution.When focus is missing, leadership often reacts to what feels urgent or “loud” instead of following a strategy.Practices build momentum when they choose two to four priorities for a 12-week quarter and measure progress consistently.Tracking fewer, quarter-specific metrics is more effective than maintaining a constant list of 30–40 KPIs.Weekly reporting improves a team’s ability to make timely changes compared to waiting until the end of the month.Metrics gain traction when leaders clearly communicate the purpose, the team’s role, and how the focus supports the patient experience.Snippets00:00 Metric Monday Kickoff: Data Doesn’t Fix Everything01:57 Meet Miranda: Most Practices Have a Focus Problem02:40 Why Data Creates Alignment (and Removes Emotion)04:52 When You Get It Wrong: Chaos, Fires, and Moving Targets08:11 Real-World ‘Loud’ Moments: Snow Days, Short Months & Panic09:44 When You Get It Right: Annual Goals → Quarterly Priorities13:06 Leading vs. Lagging Indicators: Staying Calm Under Pressure14:27 What You Can Do Today: Pick a Focus + Track the Right KPIs16:28 Report Weekly, Celebrate Wins, and Tie Metrics to Patient Experience17:47 Wrap-Up: Get Help, Stay Focused, and Build a Better PracticeGuest Bio/Guest ResourcesMiranda Beeson has over 25 years of clinical dental hygiene, front office, practice administration, and speaking experience. She is enthusiastic about communication and loves helping others find the power that words can bring to their patient interactions and practice dynamics. As a Lead Practice Coach, she is driven to create opportunities to find value in experiences and cultivate new approaches.Miranda graduated from Old Dominion University, and enjoys spending time with her husband, Chuck, and her children, Trent, Mallory, and Cassidy. Family time is the best time, and is often spent on a golf course, a volleyball court, or spending the day boating at the beach.More Helpful Links for a Better Practice & a Better Life:The Best Practices Show: https://www.actdental.com/podcast/Best Practices Association: https://www.actdental.com/bpaUpcoming Events & Workshops: https://www.actdental.com/events/Smile Source: https://www.smilesource.com/ Subscribe on Apple Podcasts: https://podcasts.apple.comSubscribe on Spotify: https://open.spotify.com