Maximizing New Patient Opportunities with LeadSigma

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Welcome to the Haydocks podcast with your host Jill Allen.
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Today I am joined by Scott Hansen, founder and CEO
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of lead Sigma. Scott works with orthodonic practices to help
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them improve lead management, patient communication, and conversions through automation
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and AI driven systems. As practices continue to navigate staffing
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challenges and increasing patient expectations, missed calls and inconsistent follow
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up can quietly impact growth. In this episode, we're talking
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about how AI is being used in practices today, where
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it creates real value, and why even the best technology
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still depends on strong systems underneath it. So let's take
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a look and now a word from the sponsors who
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make this podcast possible hay Docs. If your new patient
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follow up depends on someone remind membring it's leaking revenue.
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Grayfinch automates new patient follow up. Texts and emails go
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out automatically, and your treatment coordinator just checks their tasks
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list to see what needs a quick call or a
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more personalized message. That is one of the many reasons
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I recommend everyone take a look at Grayfinch. It isn't
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just a follow up tool, it's a complete practice management software.
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Built to help you grow and scale, stop leaking revenue,
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and get five hundred dollars off your startup fee with
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the Jill allenspecial at Grayfinch dot com forward slash Jill Allen.
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Are you thinking about opening an orthodonic practice. I know
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it's a big decision, but saving twenty five percent on
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the Adeck equipment you need to get started, that's an
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easy one because Adeck has a special program called smart
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Start designed to help you launch your free practice. You
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get up to twenty five percent off your Adeck orthodonic
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equipment and furniture. You also get complimentary services to help
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you run and grow your business, and my favorite part,
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access to the smart Start pricing for two whole years
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after you open your doors. That gives you flexibility to
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add more chairs as your cash flow grows. It's pretty smart.
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As an orthodonist, you care about getting all the little
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details right and Adck really got it right with this program.
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So starting off with the big savings on Adeck equipment
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sounds good to you. The AdEx Smart Start is definitely
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worth a closer look. Just follow the link in the
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show notes to learn more. Scott, I am so excited
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to have you here on Haydocks again. Thanks for being
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here today.
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It is my pleasure. I'm honored.
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Well, I always love having you on because I know
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you and I are always going to have some really
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great conversations and we have plenty to talk about to
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fill up the time. So in the event that somebody
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has not met you yet does not know who you are,
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would you mind just sharing a little bit of background
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on what got you into our orthodonic field and what
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led you to creating Lead Sigma.
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Yeah. Absolutely. First of all, thank you so much for
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having me. It's so cool to be able to talk
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to like people that I look up to, looked up
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to read about and benefited our practice when I was
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managing it. So yeah, I started my career managing my
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folks orthodonic practice in the Kansas City area and the
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practice was flat for about ten years, and when I
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started over the subsequent three years, we tripled the size
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of it and we were one of the early acquisitions
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for Smile Doctors. And that's kind of led me from
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one thing into another to today as the founder of
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Lead Sigma. And I'm more than happy to dive into
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that more detailed story. But I have had just a
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lot of wild and cool experiences then yes, yeah.
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Yeah, absolutely, And I think that's what's so great about
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Lead Sigma and working with you is you're putting your
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money where your mouth is. You know, in regard to
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you have been in an orthodonic practice. The practices that
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you are brought to the forefront with the company are
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real life problems that you encountered and had to deal
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with and said, hey, I think there's a solution out
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there for this. So I want to dive right in
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and talk a little bit about one of the major
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areas that I think is a big pain point in
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our offices and especially now. I mean I think missed
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and new patients have always been an issue, but I
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think there's even more emphasis on it right now because
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when we look at how much money is put into
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advertisement and just how accessible patients now have to information
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and to trying to reach out and get a hold
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of our practices. And I'm wondering if you can talk
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about what you guys are seeing on that new patient
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missed call forefront and or interaction and that regard and
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really what the data or the points that are important
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to talk about on what that has in regard to
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the growth of an orthodonic practice.
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Yeah, absolutely, yeah, I think it's a really important consideration
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and it has been an important consideration for a long
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time when I was managing the practice now twenty years
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before I manage the practice. And you mentioned like the
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investment in marketing or just like ads and other stuff.
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I think what gets missed and why maybe people don't
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typically focus on it as much as they should, is
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they forget about all the other stuff that they did
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to drive those leads. It's like you think about the
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sleepless nights of organizing your first hygiene event, yes, organizing
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the lunch and learn with dentists, going to do health
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day presentations at the schools, and like I imagine for
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a lot of your clients and probably just about everyone listening,
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they were the people doing that at least maybe now,
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but at least to start. And so there's so much
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energy that goes into getting a single patient to say, hey,
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I want to get some treatment, and the fact that
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we have put all this focus on the marketing, and
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then we have all this focus on case acceptance or
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what happens when they show up to the exam. It's
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like there's a number of steps between those two things.
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If they didn't book online, we have to schedule them,
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we have to get them to show up. All of
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that stuff works together to get a signed contract, which
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is the goal. But with Lead Sigma, basically what we
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started with, we have a what we internally call a
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sales CRM. It's an automation engine that ingests new patient
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leads and helps practices fallow up on those leads. We
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help them be super fast, use all the communication channels,
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and do it over the long term, and it's the
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easiest way that you can manage leads in an orthodonic practice.
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We've had the great fortune of serving many of the
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fastest growing practices in the country. We serve smile doctors.
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We serve about five hundred of their locations and some
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of our largest customers. A couple of years ago said, hey,
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we're using these call tracking solutions because typically the enterprises
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are pretty dialed in terms of the data that they're collecting.
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Would you mind to build it for us so that
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we can have not only the digital leads coming into
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lead Sigma, but also the calls coming into Lead Sigma.
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We can track everything and as soon as we built
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that for those customers and started offering it to other clients.
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We very quickly realized that more than one out of
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four new patient calls is missed and that just like
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I was my mind, I mean, I knew that there
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was a problem. I've been speaking about it for a decade,
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but that is just mind blowing. And so we think
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of a hypical size practice, that's four hundred thousand dollars,
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five hundred thousand dollars of missed opportunity just by not
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picking up the phone. And so I still have a
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high degree of conviction that if you do anything to
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grow your practice, like follow up on your pending obs
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and recall and answer the phone, like you can really
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create a lot of practice growth if you nail those
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two things right right.
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Well, And I really could not agree with you more
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and taking that look at the past to where we
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are at the present, you know, I completely agree that
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for so long we have to your point, just focused
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on I really think that patients in the door to
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conversion into a start and missed that opportunity that contact
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component to actually showing up. And I can remember in
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practices where you'd look at all of those patients that
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scheduled and never showed up. We were never tracking the
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patients that reached out and just never even got to
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an appointment. And so you know, to think about just
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lost revenue right there. And just to emphasize your point
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about if we can capture the patient from any type
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of contact point into our practice, whether it is the
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phone call, whether it is an inquiry online, or them
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being able to directly schedule in I think you are
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so right that even if it's one in four for
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every one and four that we miss, just really sitting
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under the weight of how much money our practices could
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be losing just by not being able to manage that call.
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And I think about how much more that's even magnified
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with a startup practice. And when you think about we
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are building a practice call by call by call, and
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for every new patient call that's missed, that maybe outside
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of our working hours, that maybe oh nobody's going to
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call on the weekends, or I just don't have the
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money to put a team member in the office on
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this day. I mean, it really could make the difference
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of whether we hit that initial goal that we have
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in our first year or maybe not hitting that goal.
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So I'm wondering if you can dive into a little
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bit because I think you guys take a really great
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approach where you're really leaning into AI and powering the
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systems and lead Sigma through AI, and I'm wondering if
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you can talk about that and what it does for
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us to have our phones and our systems managed twenty
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four to seven and what you guys are seeing from
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your data as far as practice success when they have
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that support.
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Yeah. Absolutely. We initially started working on our Copilot AI product,
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which is a generative AI receptionist that answers missed calls
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or new patient calls that were otherwise missed and has
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a dynamic conversation with the patient and books them for
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an appointment, and in most cases it books it directly
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in the practice management software, so we have integrations with
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the majority of the softwarees. The reason why we built
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it it was because we saw the stats from our
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clients missing calls and we're like, Okay, that's a lot
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of potential opportunity. And I think it was just like
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right time, right place. This was like right at the
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beginning where people were starting to hear more about AI,
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and fortunately I have a very talented technical team, and
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so they're like, we think we can do this. So
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just to give you an idea of the results of that,
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we launched with Southern Orthodonic Partners in July of twenty
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twenty four, and for the fifteen locations that we launched with,
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we had a unique setup in this sense that we
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were not answering all the miss new patient calls. They
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were not confident enough, you know, in this brand new thing,
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So we were only answering the calls that came in
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via digital ads that were missed. And still in that case,
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we averaged two hundred and fifty three thousand dollars of
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production scheduled through Copilot annually since we launched. And so
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the results are in credible and it makes sense too,
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like patients are calling, they are calling to get an
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appointment scheduled, and we help them do it, like we're
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not having to have them jump through more hoops. Yeah,
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leave a message, get called back. I mean, our data
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shows that the majority of new patients who call, when
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they hit the voicemail, they hang up without leaving their information.
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And almost all the practices that we start to serve
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they don't even track that they don't even know to
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call those people back. And I think that's a huge
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advantage of being a startup, is like you can be
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really in those numbers, Like it's pretty easy to see
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two or three missed calls and call them back.
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Yep.
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It starts get lost in the sauce as the practice grows,
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and so taking advantage of that while you can keep
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control yourself of all those metrics is important.
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Yeah. I think that it's such a good point that
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you bring up that the devil is in the details,
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and it is easier in a startup. We can look
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at our voiceover IP system and be like, oh, this
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came in, I can call them right back. Where to
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your point, the bigger the practice, the busier you are,
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And I just think most people don't even think to
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look at that. And I think, as there are still
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some doctors that are not on voiceover IP systems, so
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it's even harder to check those numbers or even be
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aware that, oh my gosh, that is a total leaky
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bucket that we haven't even thought about. So I want
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you to talk a little bit about I've heard you
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use this word patient attribution, but what does attribution mean
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and how does that matter to us? When we're really
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looking at how practices track their marketing and operational decisions.
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Attribution is really important. It may be less important for
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a smaller practice because at the very beginning, it's a
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lot of just brute force, like you're just talking to
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everyone you can the fact that one patient came from
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a mom at a soccer field or whatever, that's not
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that important. But the larger the practice gits, the more
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the attribution is important because there more arms length or
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third party investment you're making in buying signs and hiring
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digital marketing agencies and all these things. We were really
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surprised when we started lead Sigma that even the largest
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practices in the world, once we started tracking their leads,
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once they had leads, or once those leads converted into patients,
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they didn't really know where that patient originated from. They
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could tell what form got filled out or where they
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did the online booking, but our clients couldn't tell if
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they got a click from a Google ad, was it
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a Facebook campaign, was it the sign at the soccer field,
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was it a dental referral where they came into the process,
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and what actually happened with it in the end. And
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that really surprised me because I've never been really on
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the marketing side. Has always been kind of in this
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transition between marketing and operate. But we're talking, you know,
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amongst our client base hundreds of millions of dollars of
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marketing spend, and the best that could be done in
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terms of attribution was, oh, you got this many clicks
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or you got this many calls. And all of us
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know that's not what any doctor wants to buy. They
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want to buy money. They want to buy the patients
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and butts and seats. And so we're like, Okay, we
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think that we can solve this problem by taking all
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the data we have on the front side and matching
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it up with the appointment data and patient data. And
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that's what we've built so that we can actually tell clients,
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you got this many leads generated from this source, and
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those leads turned into nothing or every single one of
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those scheduled and appointment showed up to their appointment and
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started treatment. And so we are helping clients see past
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the vanity metrics and he led the real ROI for
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their effort and for their spend. And that's just one
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piece of the benefit. And that is a huge piece,
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we're giving people insights into the data that they've never
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had before. Yeah, and we're really excited about that. The
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other thing that's really exciting about having that data is
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you can say, Okay, the people who came from this
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particular ad or this particular source that ended up as patients,
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we want to see more of those people. So we
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pass that data back to Google and Meta and TikTok
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and the ad platforms so that we can train their
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algorithms to target more people like the ones we want.
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I just love this concept because I feel like what
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it does is putting the power back into the doctor's hands,
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where I feel like, for so long, many times our
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doctors have just been fed the data from the marketing
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companies or the groups or whoever they're working with, and
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they don't really have much power to push back to necessarily.
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And this is no shade on our marketing companies out there,
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but I do think that there's something really wonderful about
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arming yourself as a business owner with the data to
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be able to go in and have really good conversations.
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So when you're being told, oh, well you need to
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spend another four thousand dollars, and you know, look at
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all these great clicks that you're getting, but you had
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calls although none of those actually came through, or whatnot.
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To be able to have powerful metrics that as an
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owner you can sit under and reflect on and review
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and then come at it as like it's actually a
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two sided discussion now with your marketing company or if
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you're doing it yourself, the decisions that you're making, to
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be able to say, I love the idea of thinking
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that yes, being able to decipher out the information it
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out and then say this works, this doesn't work. I
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want to lean into this more and really dialing it
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down versus just this really where I think we all
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kind of live in this really top just kind of
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throw money at it and hopefully two or three starts
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will come out of the money that we're throwing at it.
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Yeah. I mean, we're really fortunate to work with probably
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the majority or all of the agencies in the space,
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and we have some phenomenal relationships with great agencies. So
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all of those agencies when I have discussions with them,
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they all say, yeah, we would love this data because
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in addition to the doctor or the buyer understanding what
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they're buying, it puts us on the same team. Yes,
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And for really good agencies, it helps them say, hey,
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the performance that you have experienced is this, The performance
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that you will likely experience is this, And now there's
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a degree of accountability and like two yes, both the
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doctor and the agency working to accomplish the same goal
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as opposed to. We see this all the time, even
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with great agencies. Oftentimes we see that the clients or
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the orthodonic practices, they might be driving really good leads,
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but they might be really dropping the ball in terms
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of following up with those leads. Maybe their case acceptance
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is really poor, like they need you to come into
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the practice and fix all that stuff. And so what
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happens is the marketing agency is doing a phenomenal job,
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the practice is dropping the ball. The marketing agency says, hey,
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we've got you a thousand calls, and the doctor's saying yeah,
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but I don't see the results, and that doctor hops
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from one agency to another, and that's frustrating for everybody.
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It's frustrating for the great agencies, it's frustrating for the clients.
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And so in addition to just showing the results from
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the marketing, we're also showing them all the results for
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the sales activity or this new patient follow up activity,
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so that the whole picture is painted now for the
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client and the agency can say we drove these thousand leads.
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These thousand leads are really good because you'll notice on
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these fifteen you followed up with them well and they
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all started treatment, and these other ninety you didn't and
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they didn't start treatment. So it's no longer a finger
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pointing game. It's more like, hey, how can we work
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together to accomplish this goal that we've set.
350
00:20:21.200 --> 00:20:23.880
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n Tum dot com forward slash Clarity to learn more again,
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00:21:12.599 --> 00:21:15.279
Just what a wonderful thing to just really have that
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fluidity of being able to have both sides, as you
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just said, working together, because I just don't feel like
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this is something that we've paid a lot of attention to.
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And to your point, there can be a lot of
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finger pointing one way or the other. And you know
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me as a consultant, a lot of times all come
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in and say whoa, whoa, before you go dump another
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X amount of dollars in marketing, maybe we need to
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just work on the system that if we're getting them
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in there, or maybe you're just too busy and we
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need to put a system in place that can still
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follow up so that your team can focus on what
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they need to focus on. And we've got the help
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on both sides. The shoulder help on getting the patients
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in and the follow up if we can't get them
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to convert on the backs side just completes that cycle
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in hopes of we're just taking every opportunity to make
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the best out of getting that start and that patient
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saying yes to treatment.
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Yeah, one of the things that we think about is
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we want to turn marketing from like an expense line
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item to like a measurable investment with a feedback loop.
383
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I'd love that say that again with the feedback that's
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so good. Yeah.
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I mean when we think of great business processes, they
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have a feedback loop, like we know if we're doing
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a good job or a bad job, like in the
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case of marketing, like we want to be able to
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know we invest this much, we do these kinds of activities,
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we get this kind of return, and if we have
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really good data, we can actually turn that into a
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measurable process to say, okay, we changed this, how are
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the results affected? For most practices today, probably ninety eight
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percent of practice today, we know a lot of the
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things to do, and so many of the fastest growing
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practices like they're doing those things regardless of what the
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metrics say, like they're not super concerned about every little metric.
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But even like you look at a practice like big
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practices that have a three percent missed call rate, that
400
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was three percent for a really big practice is a
401
00:23:17.200 --> 00:23:21.160
million dollars a year cute? You know? Yeah, Yeah, I
402
00:23:21.160 --> 00:23:25.720
think marketing turning into an investment with a feedback loop
403
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is something that we're really focused on.
404
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It's just fun to see again how we can use
405
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technology and moving our profession forward, even something like this
406
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where I do believe other industries have paid attention to
407
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this for probably longer than our industry has, and we're
408
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maybe a little slower on the uptake for this. But
409
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that's why I really appreciate Scott what you have done
410
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with lead Sigma, and I think you've done an excellent
411
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job at capturing this and helping doctors and practices be
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aware of this leaky bucket. I think that we really
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have and it's a huge one. And to your point,
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the bigger the practice, the bigger that leak is. You
415
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look at and go, oh, that's three percent. Three percent
416
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is a lot, and even three percent in a small practice,
417
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if you only have twenty new patients a month, it's
418
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as big of a deal because you're not going to
419
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hit the numbers that you want. So let's switch gears
420
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a little bit. I know we talked a little bit
421
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about AI earlier, but this, of course is the hot topic,
422
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the hot conversation piece. I want you to talk to
423
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us a little bit about how lead Sigma is using
424
00:24:34.960 --> 00:24:38.960
AI within your own company, because I think every business owner.
425
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I use AI in my company in multiple different ways,
426
00:24:42.599 --> 00:24:46.279
and I think as business owners we have to start
427
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looking beyond chat cloud or any of the other pieces.
428
00:24:50.079 --> 00:24:53.599
That's all real basic. Now, how are you guys using it?
429
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But also what lessons have you guys learned, because I
430
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feel like you've been on the forefront of not only
431
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implement to show us how to use it in practices,
432
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but you're also using it within the company, and i'd
433
00:25:05.319 --> 00:25:06.920
love to hear your insight on it.
434
00:25:08.039 --> 00:25:11.119
Yeah, we obviously use AI a lot in our daily workflows.
435
00:25:11.720 --> 00:25:14.839
We started the same as everybody else. Here's chat GPT,
436
00:25:15.200 --> 00:25:17.839
let's use it kind of like a fancy search engine,
437
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and it does a great job of that. But there's
438
00:25:21.680 --> 00:25:24.160
so much more that can be done with the tools.
439
00:25:24.799 --> 00:25:27.400
One of the learnings that we have, and you know,
440
00:25:27.440 --> 00:25:29.240
we're kind of right at the bleeding edge of all
441
00:25:29.319 --> 00:25:34.079
this technology with AI, as probably most people have experience
442
00:25:34.200 --> 00:25:36.960
like they called an AI agent a year ago, like
443
00:25:37.640 --> 00:25:41.359
is kind of a rough, Like it was like pretty cool,
444
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like you could see like it's going to be there
445
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one day, And I feel like today when you talk
446
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to the AI agents, it's like that's pretty darn good.
447
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And that same experience we have had with using AI
448
00:25:55.039 --> 00:25:58.720
tools internally, it's like there are a lot of claims
449
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about what can be done, and once you actually dig
450
00:26:01.960 --> 00:26:03.720
in and start doing them, some of them are real
451
00:26:03.799 --> 00:26:07.119
and some of them are not. We have a Claud
452
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Team subscription. We've set up the Claud deliberately for data sharing,
453
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so that certain stuff is shared amongst all of our team.
454
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Our meetings are shared. In some cases, even all of
455
00:26:18.759 --> 00:26:24.039
our email inboxes are shared, which really helps get oriented
456
00:26:24.279 --> 00:26:27.519
around what a customer needs or practice needs and how
457
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to serve them well for lecture design and like all
458
00:26:31.440 --> 00:26:35.039
that stuff. Like I'm superpowered by about I'm fifty percent
459
00:26:35.079 --> 00:26:38.880
faster at most things. I don't think it has radically
460
00:26:38.960 --> 00:26:41.680
changed the actual workflows I go through. Like I have
461
00:26:41.720 --> 00:26:46.279
some Claud skills built that save me significant time, but
462
00:26:47.000 --> 00:26:50.319
right now it feels like in order for them to
463
00:26:50.359 --> 00:26:53.480
be operational and like affect you in your day to
464
00:26:53.519 --> 00:26:56.039
day life, the tasks you have for it have to
465
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be very well defined, kind of like if you were
466
00:26:59.119 --> 00:27:03.039
hiring a virtual assistant or something like. For that person
467
00:27:03.319 --> 00:27:05.640
like maybe two years from now, they like know you
468
00:27:05.720 --> 00:27:08.480
really well and get your rhythm, but right off the bat,
469
00:27:08.519 --> 00:27:11.119
it's like, here's exactly what I want you to do
470
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every single time. Here's exactly where to go look and
471
00:27:15.240 --> 00:27:18.119
when you do that, the tool is amazing. Yeah, so
472
00:27:18.279 --> 00:27:21.599
all the analysis for all of our sales calls, all
473
00:27:21.640 --> 00:27:24.200
of our support calls, like they're all getting run through
474
00:27:24.240 --> 00:27:26.440
these models so that we have a better understanding of
475
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how to improve.
476
00:27:28.000 --> 00:27:30.799
Yeah. Well, and I hear this all the time. I'm
477
00:27:30.839 --> 00:27:34.599
sure you do too. I think that teams especially can
478
00:27:34.720 --> 00:27:39.559
just feel so overwhelmed in their workday, and I so
479
00:27:40.319 --> 00:27:43.240
encourage team members and doctors with team members, you know,
480
00:27:43.319 --> 00:27:47.319
to really lean in to what AI can do in
481
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the practices. But to your point, I think we have
482
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to put practical tools in place, and we have to
483
00:27:56.079 --> 00:27:58.400
be able to direct our team because the other thing
484
00:27:58.440 --> 00:28:00.920
I see as you get one team member that's running
485
00:28:00.920 --> 00:28:03.519
with something and another that's running with another, and it
486
00:28:03.640 --> 00:28:06.960
just doesn't ever feel very cohesive for what we're trying
487
00:28:06.960 --> 00:28:10.559
to do. And I'm wondering if you can talk to
488
00:28:10.880 --> 00:28:13.559
that just a little bit and what you have seen
489
00:28:13.640 --> 00:28:17.400
and maybe what you think practices can be focusing on, Like,
490
00:28:17.400 --> 00:28:19.480
like one thing that comes to my mind and when
491
00:28:19.480 --> 00:28:23.119
you were talking about this is even something as simple
492
00:28:23.519 --> 00:28:27.279
as when we're listening to our voiceover IP. If we
493
00:28:27.400 --> 00:28:30.559
happen to be having our team members answering the phones
494
00:28:30.559 --> 00:28:34.640
and we haven't completely outsourced. That is even just I
495
00:28:34.680 --> 00:28:37.880
think running our phone calls every once in a while
496
00:28:38.039 --> 00:28:40.279
through an AI system to just kind of pick up
497
00:28:40.319 --> 00:28:45.079
consistencies or inconsistencies to be training tools that we might not,
498
00:28:45.599 --> 00:28:47.279
you know, like if a doctor's like, well, geez, I
499
00:28:47.279 --> 00:28:50.480
don't want to have to listen to ten calls today
500
00:28:50.640 --> 00:28:53.440
just to hear how my front team is doing using
501
00:28:53.480 --> 00:28:56.480
a tool like Claude or some of the different ones
502
00:28:56.519 --> 00:28:59.240
out there to maybe come up with a rhythm on okay,
503
00:28:59.240 --> 00:29:01.680
these are what we're looking for out of it, or
504
00:29:01.720 --> 00:29:04.720
like my team, we use Fathom a lot for everything
505
00:29:04.759 --> 00:29:09.119
and it'll pick up on inconsistencies or outliers with know
506
00:29:09.160 --> 00:29:11.559
how we train or whatnot. I'm kind of curious what
507
00:29:11.720 --> 00:29:14.720
you think and what suggestions you might give practices or
508
00:29:14.759 --> 00:29:15.640
doctors listening.
509
00:29:16.839 --> 00:29:18.960
Yeah, so I know that there are probably some people
510
00:29:19.000 --> 00:29:21.519
watching and probably some people listening. I pulled up on
511
00:29:21.559 --> 00:29:24.240
the screen here something that I very quickly put together
512
00:29:24.359 --> 00:29:28.160
for the AO. That's exactly what you're talking about. So
513
00:29:28.759 --> 00:29:32.440
the most important piece is that it's something that is repeatable.
514
00:29:32.759 --> 00:29:34.880
So if you're going to use a tool like this.
515
00:29:34.960 --> 00:29:37.319
It's like you should have a process at the end
516
00:29:37.359 --> 00:29:38.759
of the day or at the end of the week,
517
00:29:39.000 --> 00:29:41.839
someone takes the calls from Mango or Weave or whatever
518
00:29:41.920 --> 00:29:45.039
vope system and puts them in a folder and then
519
00:29:45.079 --> 00:29:48.319
you can build these skills and your AI tools to
520
00:29:48.359 --> 00:29:52.440
go search that folder and give you this kind of analysis.
521
00:29:52.480 --> 00:29:54.720
And like I said, I did this in about fifteen minutes.
522
00:29:54.759 --> 00:29:57.240
Like we could pass phone calls to it and it
523
00:29:57.279 --> 00:30:00.920
would analyze whether to appointment time were offered over the
524
00:30:00.920 --> 00:30:05.119
next seventy two hours, if the person answering the phone
525
00:30:05.160 --> 00:30:07.799
praised the doctor or the office, if they offered an
526
00:30:07.839 --> 00:30:10.000
appointment to a loved one to save them a trip,
527
00:30:10.519 --> 00:30:13.279
if they teed up the idea of a same day start.
528
00:30:14.119 --> 00:30:17.559
So this stuff is actually really easy. This is a
529
00:30:17.599 --> 00:30:21.079
perfect example of something that could be a regular routine
530
00:30:21.319 --> 00:30:23.880
for a practice. And you can even use this for
531
00:30:24.000 --> 00:30:26.720
one on one coaching and it breaks down every call.
532
00:30:26.920 --> 00:30:28.920
I mean, it is just this is an example of
533
00:30:28.960 --> 00:30:33.599
Claude or chatchept being an unbelievable tool for businesses. I
534
00:30:33.599 --> 00:30:36.240
think the main thing that practices want to be careful
535
00:30:36.240 --> 00:30:41.359
about is the hippo compliance. Obviously, we're fortunate that with
536
00:30:41.880 --> 00:30:45.880
being a team of developers. We have a BAA signed
537
00:30:45.920 --> 00:30:49.000
with open Ai and there is a little hack there
538
00:30:49.160 --> 00:30:52.359
if anybody's like kind of nerdy and techi, if you
539
00:30:52.440 --> 00:30:55.640
sign up on the developer platform with open Ai, it
540
00:30:55.759 --> 00:30:58.519
is one of the methods that you can get a
541
00:30:58.559 --> 00:30:59.920
BAA for chatchupt.
542
00:31:00.160 --> 00:31:02.759
That's great to know. That's really great to know. And
543
00:31:02.839 --> 00:31:05.039
again I think what is so great about what you
544
00:31:05.200 --> 00:31:07.559
just showed us? And I would encourage anybody who is
545
00:31:07.640 --> 00:31:10.680
listening pop on to the Haydocks on YouTube and you
546
00:31:10.680 --> 00:31:13.640
can see what Scott was showing us here. But what
547
00:31:13.759 --> 00:31:17.319
is so cool about this is again just thinking about
548
00:31:17.480 --> 00:31:20.480
these tasks that we may not even know we should
549
00:31:20.480 --> 00:31:25.039
be doing or maybe still manually doing on our own,
550
00:31:25.319 --> 00:31:29.480
and instead we can build that out with like you said,
551
00:31:29.599 --> 00:31:31.759
a little bit of time doesn't take a lot. Now,
552
00:31:31.799 --> 00:31:34.640
I would suggest you don't let everybody in your office
553
00:31:34.680 --> 00:31:38.359
build this system out, like use the doctor or use
554
00:31:38.440 --> 00:31:40.720
the office manager. You know, you figure out what you
555
00:31:40.759 --> 00:31:43.160
want to get out of this. But this is just
556
00:31:43.240 --> 00:31:47.079
for how do we continue to make our practices better?
557
00:31:47.240 --> 00:31:50.920
And it's all of these little a leaky bucket, just
558
00:31:51.200 --> 00:31:54.160
how many phone calls do we miss where we don't
559
00:31:54.200 --> 00:31:57.759
offer up that extra appointment to a loved one and
560
00:31:58.400 --> 00:32:01.839
miss the opportunity. I mean, there's nothing worse. Every doctor
561
00:32:01.880 --> 00:32:03.559
at some point in your career, you're going to have
562
00:32:03.640 --> 00:32:06.240
this where you have a family member that comes in
563
00:32:06.279 --> 00:32:09.319
and they've got races or aligners on from somebody else,
564
00:32:09.400 --> 00:32:12.880
and you're like, how did that happen? How is that
565
00:32:13.000 --> 00:32:16.160
even possible that they got care somewhere else? Well, if
566
00:32:16.160 --> 00:32:19.119
their child or family member is in practice with me,
567
00:32:19.680 --> 00:32:22.079
And I think it's those little things that just like
568
00:32:22.200 --> 00:32:25.640
hit us, Oh, you know, right right here, right But
569
00:32:26.000 --> 00:32:29.359
this is where technology is so much above just monitoring
570
00:32:29.400 --> 00:32:32.559
and helping us write better emails or whatnot. Where if
571
00:32:32.599 --> 00:32:35.920
we can learn to lean into it and then just
572
00:32:35.960 --> 00:32:38.359
think what that does for our team members. And I
573
00:32:38.440 --> 00:32:42.000
talked a lot at THEO about building careers versus jobs
574
00:32:42.039 --> 00:32:46.200
and our practices and imagine being able to give them
575
00:32:46.319 --> 00:32:49.440
even more to work on and help them be better
576
00:32:49.680 --> 00:32:53.079
at seeing just how cool our offices are. Besides it's
577
00:32:53.200 --> 00:32:55.880
just about this rote job that you're doing day in
578
00:32:55.880 --> 00:32:56.880
and day out.
579
00:32:57.359 --> 00:32:59.119
Yeah, I mean, I think it is the future. The
580
00:32:59.160 --> 00:33:03.000
people who learn as well, who understand how to use
581
00:33:03.039 --> 00:33:07.440
the technology like they're good man, because every business owner
582
00:33:07.519 --> 00:33:10.599
wants people like that, people who can be efficient and
583
00:33:10.839 --> 00:33:12.759
innovative with how problems get solved.
584
00:33:13.720 --> 00:33:14.119
Yeah.
585
00:33:14.160 --> 00:33:17.039
Absolutely, There's another thing that I wanted to mention too,
586
00:33:17.319 --> 00:33:20.200
in terms of like you ask us how we use
587
00:33:20.279 --> 00:33:24.799
AI internally, One change that we made about six months
588
00:33:24.839 --> 00:33:29.079
ago is we got more serious about the context engineering,
589
00:33:29.240 --> 00:33:33.759
which is just fancy words for saying giving the LM
590
00:33:34.279 --> 00:33:37.200
enough data about us for it to do a good job.
591
00:33:38.079 --> 00:33:41.079
And so I have a spreadsheet that I'd be more
592
00:33:41.119 --> 00:33:42.839
than happy like we can put in the show notes. Oh,
593
00:33:43.400 --> 00:33:45.680
it has a prompt in it where you can literally
594
00:33:45.759 --> 00:33:48.799
copy paste the spreadsheet, plug the prompt into chat, GPT
595
00:33:48.920 --> 00:33:52.000
or wherever you're using your LM, and it will guide
596
00:33:52.000 --> 00:33:55.799
you through exactly what to do to give the LM
597
00:33:56.039 --> 00:33:59.039
enough data about you, and it will make everything about
598
00:33:59.240 --> 00:34:00.960
interacting with the more efficient.
599
00:34:02.119 --> 00:34:05.920
And again, what a great tool that is and simple
600
00:34:06.200 --> 00:34:08.320
and thank you for giving us that prompt. I'm sure
601
00:34:08.400 --> 00:34:11.079
we'll have that in the show notes here. But just
602
00:34:11.480 --> 00:34:14.719
how nice that is so that now it is responding
603
00:34:14.760 --> 00:34:17.880
and thinking about us from the business, not just randomly
604
00:34:17.920 --> 00:34:22.960
pulling you know, different context or whatnot. So Scott I
605
00:34:23.039 --> 00:34:25.159
know that you and I could just talk and talk
606
00:34:25.199 --> 00:34:27.599
and talk, but of course we have to pull this
607
00:34:27.719 --> 00:34:30.559
to an end here. So if somebody wants to learn
608
00:34:30.599 --> 00:34:33.760
more about lead Sigma, they want to just they've been
609
00:34:33.760 --> 00:34:36.679
listening to the things that we've been saying and they're like, gosh,
610
00:34:36.840 --> 00:34:40.400
I can't miss that three percent. I can't miss that opportunity.
611
00:34:40.440 --> 00:34:43.199
What's going to be the best way that they can
612
00:34:43.239 --> 00:34:46.280
get a hold of you? Or maybe you sparked some
613
00:34:46.440 --> 00:34:48.159
interest and just they just want to learn a little
614
00:34:48.199 --> 00:34:50.440
bit more about maybe how they can better use AI
615
00:34:50.519 --> 00:34:52.639
in their own practices or whatnot. What's going to be
616
00:34:52.639 --> 00:34:53.840
the best way they can get a hold of you.
617
00:34:54.599 --> 00:34:57.480
Yeah, if you're interested in lead Sigma service, specifically getting
618
00:34:57.480 --> 00:35:00.239
on leadsigma dot com and scheduling a demo, that was
619
00:35:00.280 --> 00:35:03.079
the best way. If you're interested in just nerding out
620
00:35:03.119 --> 00:35:06.719
and talking about AI, my email is Scott at leadsigma
621
00:35:06.719 --> 00:35:08.880
dot com. I'd love to chat with anybody.
622
00:35:09.159 --> 00:35:11.280
I love that I might get on that with you
623
00:35:11.320 --> 00:35:14.000
on a different call and nerd out with you, because again,
624
00:35:14.079 --> 00:35:17.400
I think this is it's just so fun to see
625
00:35:17.519 --> 00:35:20.360
all the great things that are coming towards our industry,
626
00:35:20.400 --> 00:35:22.880
and if we can just have open eyes and be
627
00:35:23.039 --> 00:35:25.840
open to what's coming. Man, we can be so good
628
00:35:25.840 --> 00:35:30.800
at what we do. Indeed, and now a word from
629
00:35:30.800 --> 00:35:36.559
the sponsors who make this podcast possible. Hey, docs, let's
630
00:35:36.599 --> 00:35:40.760
talk about smile Sweet because it's not just another scheduling system.
631
00:35:41.039 --> 00:35:44.039
It's a game changer in the world of new patient management.
632
00:35:44.400 --> 00:35:47.400
And as a proud smile Sweet partner, I've witnessed the
633
00:35:47.440 --> 00:35:51.679
incredible impact it has on practices of all sizes. Smile
634
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Sweet means your new patient calls and web leads are
635
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636
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and they offer top not customizable presentation software and seamless
637
00:36:03.840 --> 00:36:07.199
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638
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639
00:36:11.840 --> 00:36:16.119
getsmilesweet dot com and don't forget to mention haydocs to
640
00:36:16.239 --> 00:36:20.880
unlock some extra goodies. Elevate your practice with smile Sweet,
641
00:36:21.000 --> 00:36:26.199
because every smile deserves a suite of excellence. Well, Scott,
642
00:36:26.239 --> 00:36:28.960
thank you for giving us some good information. And you
643
00:36:29.000 --> 00:36:30.880
know how I like to finish up, Haydocks. I like
644
00:36:30.920 --> 00:36:33.119
to finish this up with a little speed rounds. Are
645
00:36:33.119 --> 00:36:37.519
you ready for your speed round challenge. Let's do it, Okay,
646
00:36:37.920 --> 00:36:41.079
what is one of your go to strategies for getting
647
00:36:41.159 --> 00:36:44.719
unstuck if you got a big problem speaking.
648
00:36:44.320 --> 00:36:49.079
With smart friends and colleagues and prompting cloud.
649
00:36:49.239 --> 00:36:52.079
Ah, I like it, I like it all righty. What
650
00:36:52.480 --> 00:36:55.599
is one piece of advice you wish you had followed
651
00:36:55.639 --> 00:36:56.800
earlier in your career?
652
00:36:58.119 --> 00:37:00.000
You know, I don't know if I received this advice
653
00:37:00.159 --> 00:37:03.719
from someone, But as I was preparing for this conversation,
654
00:37:03.960 --> 00:37:06.400
and I'm reminded about an AO that I went up
655
00:37:06.440 --> 00:37:11.519
to Rosemary Bray and I said, I was still managing
656
00:37:11.800 --> 00:37:13.800
our practice and I said, hey, I really want to
657
00:37:13.800 --> 00:37:16.360
do what you do, Like, will you be my mentor?
658
00:37:16.599 --> 00:37:18.880
And she basically was very kind, but she was like,
659
00:37:19.199 --> 00:37:25.599
heck no. And I wish that I had understood earlier
660
00:37:25.920 --> 00:37:29.320
that networking without providing value is kind of a waste
661
00:37:29.360 --> 00:37:32.559
of time. I provided her no value, And I wish
662
00:37:32.639 --> 00:37:35.960
someone had been more exacting when they were giving me
663
00:37:36.000 --> 00:37:36.519
that advice.
664
00:37:36.599 --> 00:37:40.280
Yeah, oh, I love that. That's great. And Rosemary's great.
665
00:37:40.360 --> 00:37:42.559
So she is great. She's a wonderful woman.
666
00:37:42.880 --> 00:37:45.559
And you know what, had you maybe stepped into that role,
667
00:37:45.679 --> 00:37:48.199
we wouldn't have lead Sigma Now, so how wonderful that
668
00:37:48.679 --> 00:37:51.239
she also you had to find your own path, so
669
00:37:51.280 --> 00:37:52.239
that I think that's great?
670
00:37:52.280 --> 00:37:52.599
All right?
671
00:37:52.679 --> 00:37:56.639
Last one, if you could add just one unconventional perk
672
00:37:57.000 --> 00:37:58.719
to a workplace, what would you add?
673
00:37:59.559 --> 00:38:01.079
Could I do? Three? Yeah?
674
00:38:01.119 --> 00:38:01.400
Sure?
675
00:38:01.559 --> 00:38:05.440
Okay, So one I would give every workplace a corporate chaplain.
676
00:38:05.800 --> 00:38:06.719
Oh I like that.
677
00:38:07.320 --> 00:38:14.039
Two I would have support for DMV renewals. And three
678
00:38:14.800 --> 00:38:18.119
I would have all employees have access to someone to
679
00:38:18.239 --> 00:38:21.639
negotiate with their insurance company and doctor offices for them.
680
00:38:22.280 --> 00:38:26.119
Yes, that's great. I love those unconventional perks. I hear
681
00:38:26.239 --> 00:38:29.239
some great ones, so that those are great. Well again, Scott,
682
00:38:29.280 --> 00:38:31.719
this has been just a pleasure talking to you, and
683
00:38:31.760 --> 00:38:35.039
I just appreciate what you and Lead Sigma are doing
684
00:38:35.280 --> 00:38:37.760
in our space and thanks for just like staying on
685
00:38:37.800 --> 00:38:38.920
that cutting edge for us.
686
00:38:39.280 --> 00:38:41.280
It is my pleasure. It's so fun to work with
687
00:38:41.360 --> 00:38:43.920
your clients and see their growth. And yeah, I just
688
00:38:43.960 --> 00:38:45.320
appreciate you having me on yeap.
689
00:38:45.400 --> 00:38:50.079
All right, until next time, Thanks je Are you ready
690
00:38:50.119 --> 00:38:52.880
to start a practice of your own, need a new
691
00:38:52.960 --> 00:38:56.280
fresh set of eyes or some advice on your existing practice.
692
00:38:56.760 --> 00:39:00.079
If so, reach out to me. Jill Allen at w
693
00:39:00.079 --> 00:39:03.840
ww dot Practice results dot com. If you like what
694
00:39:03.880 --> 00:39:06.239
we're doing here on Haydocks and want to hear more
695
00:39:06.239 --> 00:39:08.760
of this awesome content, be here and give us a
696
00:39:08.840 --> 00:39:13.239
five star rating on your preferred listening platform and subscribe
697
00:39:13.280 --> 00:39:16.800
to our show so you never miss an episode. Remember,
698
00:39:17.039 --> 00:39:20.320
new episodes drop every Thursday. See you next week.