For this article, we’ll look at a real-life example of what successful coaching can look like:
- What it cost the practice relative to results
- Exactly how much the practice benefitted in actual dollars and cents
- Which specific aspects of their operations were improved
If you’re already familiar with in-person dental practice coaching and how it works, feel free to scroll directly to the case study. However, it’s worth a moment to quickly examine why coaching is uniquely helpful for addressing the current challenges facing practice owners and leaders.
Now more than ever: the competitive edge your dental practice needs
In today’s uncertain economic climate, you’re probably feeling the weight of hesitant patients, rising wages, shrinking reimbursements and pending tariffs. Even though many practices are facing the same frustrations, the solutions aren’t one-size-fits-all. That’s why in-person coaching has significant advantages over lesser forms of consulting or DIY solutions. For example:
- In-person coaching allows expert consultants to observe your workflows and team dynamics in real time. They can provide immediate feedback while simultaneously crafting strategic long-term solutions.
- In-person coaching engages team members and fosters collaboration and trust. Teams are a key part of the journey toward improved operations, and must be invested in the outcome.
- In-person coaching can support behavioral change that will strengthen your practice’s culture for years to come through renewed accountability and commitment to patient-centric care.
By the numbers: a true story of transformation
A dental office in Sun City, Florida, approached Benco Dental’s Practice Solutions Coaching & Education unit with a set of challenges that will sound familiar to many practices today:
- No systems for reporting or tracking performance
- Out-of-control accounts receivable
- Low periodontal case acceptance
- No team accountability or cohesion
- Poor scheduling efficiency
- An owner-doctor overwhelmed with clinical work, unable to focus on business leadership
In short, this practice was flying blind—no data, no direction, and no time to change that.
They needed clarity. They needed a partner who could guide them through foundational changes. They needed real-time feedback and hands-on training that would work in their unique environment. They needed in-person coaching.
The coaching plan: systems, structure, success
Working with Benco Dental’s coaching team, this practice implemented:
- Standard Operating Procedures (SOPs) for claim management and insurance workflows
- Defined roles and accountability across the team
- Smart scheduling strategies that aligned production goals with real capacity
- Purging and reactivating dormant patient charts
- Enhanced treatment plan presentation techniques that improved case acceptance
- Implementation of metrics dashboards to track progress and guide decisions
- A streamlined collections process that significantly improved cash flow
In addition, coaching helped the owner-doctor delegate more clinical responsibilities, so they could step into the administrative and leadership role they envisioned when they first opened the practice.
The results? Industry-leading growth
Within just one year, the Sun City practice saw a dramatic transformation—both financially and operationally:
- $338,000 in growth during the first coaching year
- Insurance payments skyrocketed by 111%
- Total collections surged from $3.1 million to $3.5 million
- Restorative and periodontal codes increased by 28% and 54%, respectively
By their second year of working with Benco’s coaching program—a “performance year” focused on refining and optimizing—the practice grew by another $510,000, reaching $4 million in total collections and delivering a staggering 2,600% return on investment in coaching.
The results were so impressive that Cain Watters, a leading dental CPA and advisory firm, reached out to the practice directly to ask how they achieved such explosive growth. Of all Cain Watters’ clients in Florida, this office had the biggest year-over-year increase.
That kind of attention isn’t just flattering. It’s proof that intentional systems and personalized coaching make a tangible difference.
Now is the time to invest in coaching
It might seem counterintuitive to invest in coaching when the economy feels tight. But the truth is, that’s when it matters most. In a slow market, you can’t afford inefficiencies. Every hole in your schedule, unbilled code, or missed reactivation is money walking out the door.
In-person coaching helps you close those gaps, often within weeks. And unlike a one-size-fits-all webinar or consultant report, a live coach works alongside your team in your office, helping you execute the changes that lead to real, lasting success.
Here’s what else coaching can deliver:
- Faster and more reliable AR collection
- Higher hygiene efficiency through improved coding and scheduling
- Increased case acceptance by training teams to communicate value
- More effective insurance plan analysis, so you stop leaving money on the table
- Staff retention through clear roles and shared goals
- Empowered leadership for the doctor and managers
A metric that matters: hygiene efficiency
One often-overlooked performance metric is hygiene efficiency: the percentage of total office production that comes from hygiene.
- General practices should target around 30%
- Pediatric practices: 25–50%
- Periodontal practices: ~20%
If your numbers fall short, you’re not alone. But it’s a sign that opportunity is being left untapped. Causes could include under-coding, poor fee structures, overextended hygienists, or physical limitations like too few operatories.
Coaching addresses all of this through a practical lens. Common fixes include:
- Performing a coding audit
- Conducting a fee analysis
- Dropping low-paying or administrative-heavy insurance plans
- Hiring another hygienist and building out additional operatories
- Implementing better recare strategies and chart audits
With the right systems in place, hygiene becomes a major profit center, not just a patient retention tool.
Coaching works for the whole team
One of the biggest misconceptions about coaching is that it’s only for the doctor. The truth? It’s for every member of the practice from front desk to hygiene, assistants to office managers.
When everyone is aligned with clear expectations, empowered with tools, and supported with regular accountability, magic happens. Production rises, collections become easier, and patients feel the difference in care.
It’s not about adding pressure. It’s about removing confusion.
Don’t wait for things to slow down
Waiting for “a better time” to improve your business is how practices fall behind. Coaching isn’t about fixing something that’s broken; it’s about creating a structure that will hold up in any market. If your office is already feeling the pressure from economic changes, now is exactly the right time to get proactive.
We can help you do it.
Schedule your free discovery call today
Your practice deserves the same transformation the Sun City office experienced. Whether you need to fine-tune operations, train your team, boost profitability, or just take back control of your time, we’re ready to help.
Email practicecoaching@benco.com to schedule your free discovery call with one of our Practice Solutions Consultants.
Together, let’s build a practice that performs at its highest level—no matter what the economy looks like.
LOADING FORM...