Work 1:1 With Heartwise Collective
Orthodontic Consulting Services for Practices Ready to Grow Wisely
The white-glove, all-in-one services you’ve been searching for
Where consulting and real-time implementation meet heart, wisdom, and smart systems to actualize your dream practice.
At Heartwise Collective, we go beyond advising on systems and strategies — We implement them in real time to help you actualize your dream practice. Whether it’s marketing, patient acquisition, staff training, or operational improvements, we work closely with you to learn your goals, values, and vision, and then craft a customized plan to help you reach your highest potential.
22+
Years of Industry Experience
100%
Of Our Clients See Growth
1,000%
Dedicated to your success
Your practice is ready for the Heartwise Collective transformation if…
You've achieved financial success but are frustrated by inefficiencies. You're ready for smart, sustainable systems that keep your practice running smoothly.
You value heart-centered leadership and believe that your team's well-being is as important as your bottom line.
You're seeking proven strategies to reduce turnover, create a positive, empowering work environment, and preserve institutional knowledge.
You're feeling overwhelmed by complex systems like Asana and need a consultant who can simplify and implement these tools effectively.
You're committed to growing as a leader and want to inspire your team to reach their full potential.
You appreciate a consultant who is real and speaks your language. You don't need someone to overcomplicate things with jargon and data; you need a partner who will meet you where you are and help you get where you want to be.
Choose Your Path from Good to Great
We know that no two orthodontic practices are the same - That’s why our approach is as unique as you are. From the moment we connect, our priority is to offer a seamless, enriching experience tailored to your specific challenges and goals.
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Our Signature Practice Audit
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Implement Wise, Sustainable Systems
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Nurture a Positive Work Environment
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Unlock Your Long-Term Growth Potential
Start with Our Signature Practice Audit
A great first step to consulting, the Heartwise Practice Audit provides a thorough evaluation of the various processes and systems within your orthodontic practice. This includes everything from patient scheduling, billing, and record-keeping to treatment planning and communication protocols. Our goal is to identify areas where your practice excels and pinpoint opportunities for improvement. This becomes a roadmap for you and allows us to strategize and prioritize the practice needs. Conducted via remote access without losing patient time.
You’ll walk away with…
Streamlined workflows to reduce bottlenecks and improve the overall productivity of your practice.
A smoother, more enjoyable patient experience through better scheduling, communication, and treatment processes.
Increased revenue through addressing inefficiencies.
An empowered team equipped with improved systems and clear protocols, leading to higher job satisfaction and better performance.
Implement Wise, Long-Lasting Systems That Grow Your Practice with Ease
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Efficient financial management is the cornerstone of a thriving orthodontic practice. Our Financial Systems & Insurance Optimization service is designed to streamline your financial operations, ensuring accuracy, transparency, and increased profitability. We provide expert guidance and hands-on training to optimize your financial and insurance processes, setting your practice up for long-term success.
What’s Included:Comprehensive Financial Systems Training: Master every aspect of your financial operations, from accurate billing to collections strategies, ensuring your practice runs smoothly and profitably.
Insurance Compliance & Optimization: Gain peace of mind with expert guidance on insurance regulations, claims management, and contract negotiation, maximizing your revenue while staying compliant.
Delinquency Protocols & Scripting: Implement effective protocols and communication strategies to manage delinquencies, keeping your accounts in check.
Asana Training Library: Access a digital library of training materials in Asana, allowing for seamless onboarding and continuous learning for your team.
Digital Roles & Responsibilities Checklist: Streamline your practice with clear, digital instructions for each task, ensuring efficient onboarding and cross-training.
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At Heartwise Collective, we know that a seamless and efficient new patient experience is crucial to the success of your orthodontic practice. We also recognize that an exceptional experience must be thoughtfully curated across all ten new patient touchpoints by every member of your team. Our innovative New Patient Systems are designed to elevate your patient intake processes, enhance satisfaction, improve overall practice efficiency, and significantly increase your conversion rates.
What’s Included:Streamlined Intake Process: Simplify and enhance your new patient intake process, making it smooth and welcoming from the first interaction.
New Patient Call Coaching: Equip your team with the skills to handle new patient calls confidently and effectively, setting the tone for a positive experience.
Digital Forms & Exam Flow: Create or refine digital forms and establish detailed exam flow protocols, ensuring accuracy and consistency in every patient interaction.
Fee Presentation & Closing Strategies: Empower your team with the tools to present fees confidently and close effectively, increasing patient commitment.
Relationship Building & Rapport Coaching: Learn techniques for building instant rapport and strong relationships with new patients, fostering trust and long-term loyalty.
Observation Protocols: Implement efficient observation protocols to ensure patients stay committed to their treatment plans, reducing drop-off rates.
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Efficient workflow management is crucial for the success of any orthodontic practice! That's why we offer specialized Asana implementation services tailored specifically for orthodontists and their teams. Asana, a leading project management tool, can revolutionize the way your practice operates by streamlining tasks, improving collaboration, and increasing overall productivity.
Why Choose Asana for Your Orthodontic Practice?
Simplify Task Management: Asana helps you organize all your tasks in one place. From administrative duties, hiring and onboarding protocols, to annual marketing calendars, everything can be easily tracked and managed.
Enhance Team Collaboration: With Asana, team members can communicate seamlessly, share files, and stay updated on project progress. This ensures that everyone is on the same page and working towards common goals.
Improve Efficiency: Automate routine tasks and set up workflows that save time and reduce errors. Asana’s powerful features help you focus on what matters most – providing excellent patient care.
Customizable to Your Needs: Every orthodontic practice is unique. Asana allows for customizable project templates and workflows, ensuring that the system works exactly how you need it to.
Our Asana Implementation Services
Initial Consultation: We begin with a comprehensive consultation to understand your practice’s specific needs and current workflow processes. This helps us tailor the Asana setup to fit your requirements perfectly.
Custom Setup: Our team will set up Asana for your practice, creating custom project templates, task lists, and workflows. We ensure that the platform is configured to enhance your practice’s efficiency and productivity.
Training and Support: We provide thorough training for your entire team, ensuring everyone knows how to use Asana effectively. Our support doesn’t end after implementation – we offer ongoing assistance to help you make the most of the platform.
Optimization and Review: We periodically review your Asana setup to identify areas for improvement. Our goal is to ensure that your practice continues to benefit from the latest features and best practices in workflow management.
Benefits of Partnering with Us
Expertise: Our team has extensive experience in both orthodontics and project management software, ensuring a seamless integration of Asana into your practice.
Customization: We tailor our services to meet the unique needs of your practice, providing solutions that align with your specific goals and challenges.
Ongoing Support: Our commitment to your success includes continuous support and optimization, ensuring that Asana remains a valuable tool for your practice.
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In the world of orthodontics, managing patient information and practice operations efficiently is key to delivering exceptional care and maintaining smooth daily operations. At Heartwise Collective, we specialize in Dolphin Management Optimization, leveraging our deep expertise with Dolphin software to enhance your practice’s efficiency and effectiveness, ensuring you get the most out of this powerful tool.
What’s Included:Comprehensive Dolphin Software Integration: We provide a seamless transition to Dolphin Management, from data review to software setup and staff training. Our goal is to ensure your team can confidently navigate and fully utilize Dolphin’s features, maximizing your practice’s efficiency.
Customizing Dolphin for Your Practice: We tailor Dolphin’s advanced features to fit your practice’s unique workflows, including customized reports, patient communication tools, and financial management modules, ensuring the software works perfectly for your needs.
Enhancing Patient Care and Communication: Leverage Dolphin’s robust patient management tools to improve communication, automate reminders, and track treatment progress. By optimizing these features, we help you elevate patient satisfaction and foster stronger relationships.
Analyzing Practice Performance: With Dolphin’s powerful reporting and analytics capabilities, we help you set up and interpret key performance metrics, allowing you to make informed, data-driven decisions to continuously improve your practice.
Ongoing Support and Training: Our commitment doesn’t end after setup. We provide ongoing support and training, keeping your team proficient in using Dolphin and ensuring you stay ahead with software updates and advanced features.
Optimizing Workflow Efficiency: We analyze and refine your practice’s workflows, streamlining operations and automating routine tasks, all while aligning Dolphin Management with your operational goals for maximum efficiency.
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At Heartwise Collective, we specialize in guiding orthodontic practices through the development and implementation of effective retainer programs. We understand that maintaining the results achieved through orthodontic treatment is critical for patient satisfaction and long-term success.
Our consulting services are designed to help practices create customized retainer programs that enhance patient care, streamline practice operations, and easily increase production.
Our 4-Hour Retainer Program Team Workshop includes everything you need to build and launch your high-converting Retainer Program! Our team will provide you with the system setup to easily track your retainer program patients, digital systems, team training, scripting, and marketing.
Custom Program Design: We work closely with orthodontic practices to design a retainer program tailored to their specific patient demographics and practice needs. This includes defining retention protocols, scheduling, and patient communication strategies.
Workflow Optimization: We help practices streamline their retainer program workflows, integrating new processes with existing systems to maximize efficiency and minimize disruptions.
Patient Communication: We assist in developing effective patient education materials, marketing, and communication strategies to ensure patients understand the importance of retainers and benefits of the program.
Performance Tracking: We help practices establish metrics and systems for tracking the success of their retainer program.
Create an Environment That Decreases Turnover and Increases Happiness
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At Heartwise Collective, we believe that the foundation of a thriving orthodontic practice is built on more than just exceptional clinical skills; it is also grounded in visionary leadership and effective management. Our Conscious Leadership and Management Services are designed to empower orthodontic professionals to cultivate a workplace environment that fosters growth, innovation, and exceptional patient care.
What is Conscious Leadership?
Conscious Leadership is a transformative approach that emphasizes self-awareness, emotional intelligence, and ethical decision-making. Our program focuses on developing leaders who are not only adept at guiding their teams but are also deeply connected to their core values and the mission of their practice. By integrating principles of mindfulness and empathetic communication, we help leaders create a positive and inclusive work culture where every team member can thrive.
Our Management Services Include:
Leadership Development Workshops: Tailored workshops that enhance leadership skills, promote self-awareness, and encourage a holistic approach to managing teams and patient relationships.
Strategic Planning Sessions: Expert guidance in setting clear, actionable goals and aligning your practice's strategy with its core values to achieve long-term success.
Team Dynamics and Conflict Resolution: Tools and techniques for improving team dynamics, resolving conflicts constructively, and fostering a collaborative work environment.
Performance Coaching: Personalized coaching for leaders and managers to enhance their effectiveness, boost morale, and drive performance.
Change Management: Support in navigating organizational changes smoothly and maintaining team cohesion during transitions.
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Step away from the daily grind of orthodontics and get to know eachother through the stars! (Trust us, your team will LOVE this!) Our Team Building Astrology Workshop is a fun, engaging half-day experience designed to bring your team closer together. This isn't just a break from the norm—it's an opportunity to deepen your understanding of each other, strengthen team dynamics, and create lasting memories.
What’s Included:
Astrology 101: We kick off the workshop with an introduction to astrology, breaking down the basics in a way that's easy to understand and relatable. Your team will learn about the zodiac signs, planets, and how these cosmic elements influence personalities and relationships.
Mini Birth Chart Readings: Each team member will receive a mini birth chart reading, offering insights into their individual traits, strengths, and tendencies. This personalized approach fosters self-awareness and helps team members appreciate the unique qualities each person brings to the table.
Interactive Team Exercises: The workshop includes interactive exercises that use astrological insights to explore team dynamics, communication styles, and collaboration potential. These activities are designed to be both fun and enlightening, encouraging open dialogue and stronger connections.
Building Team Spirit: By stepping outside of the usual work environment and exploring a new, intriguing subject together, your team will experience a renewed sense of camaraderie and trust. This shared experience can lead to improved teamwork and a more cohesive, supportive work atmosphere.
Personal Growth and Reflection: Beyond just team bonding, this workshop offers an opportunity for personal growth. Team members will gain valuable insights into themselves, which can translate into more mindful interactions and a deeper understanding of their roles within the team.
Unlock Your Practice’s Long-Term Growth Potential
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At Heartwise Collective, we’re dedicated to aligning with your current marketing efforts and helping you achieve your desired growth. Our marketing strategy approach is personalized to fit your practice's unique needs, ensuring that every strategy we implement supports your long-term success.
Services Include:
Branding: Refine your brand identity and craft compelling messaging that resonates with your target audience. Website Optimization: Basic website review and recommendations for improving user experience and conversion rates.
Local SEO Optimization: Enhance your online visibility in local search results to attract nearby patients (e.g., Google My Business optimization).
Social Media Marketing Kickstart: Set up your social media profiles across relevant platforms (Facebook, Instagram) and develop a content calendar.
Grassroots Marketing Toolkit: Customized resource kit with templates and strategies for implementing effective traditional marketing tactics (e.g., community outreach, referral programs).
Training & Marketing Coordinator Toolkit: A clear and detailed job description outlining responsibilities, skills, and experience required for success.
Content Marketing Strategy & Creation: Develop a content strategy and create high-quality, engaging content (blogs, social media posts) to attract and convert leads.
Marketing Automation Setup: Streamline your marketing workflows with email automation tools to nurture leads and engage patients.
Ongoing Support: Enjoy ongoing communication and support throughout the package duration. We're here to answer your questions and guide you towards success!
Meeting you where you are to get you where you need to be
Whether your practice is producing under $1M or over $7M, we have the experience and expertise to help you succeed!
Hear it from our clients
“We’re saving thousands of dollars, our team is excelling, we have fewer headaches, and we are better serving our patients.”
We donate 1% of our profits to causes important to our hearts & the orthodontic industry. Learn more here!
Hey, We’re Lindsay and Courtney!
Our approach to growing orthodontic practices has built a reputation for results.
With over 22 years of experience, a passion for professional & personal growth, and a commitment to excellence, we’re on a mission to revolutionize the way orthodontic practices and their teams operate. Our ultimate goal? To see your practice flourish, inside and out.
Frequently Asked Questions
Getting Started
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We offer a wide range of consulting services tailored to orthodontic practices, including financial systems, New Patient Systems, TC training & coaching, Conscious leadership & management, marketing, Practice Systems Assessments, Asana Training & Implementation, and operational efficiency improvements.
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Our consulting services can help you improve patient satisfaction, increase efficiency, enhance marketing efforts, and ultimately sustainably grow your practice. We provide customized solutions to meet your specific needs and goals.
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Yes, we offer both in-person and virtual consulting options to accommodate your preferences and schedule.
Services Details
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We provide a variety of marketing strategies including digital marketing, social media strategies, SEO optimization, annual marketing calendars, and patient referral programs to help you attract and retain patients.
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We analyze your current operations, identify bottlenecks, and implement streamlined processes to enhance efficiency. This includes team training, workflow optimization, Asana implementation, and technology integration.
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Yes, we offer comprehensive team training programs designed to improve patient care, enhance customer service, and increase overall productivity.
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Yes, we provide specialized consulting services for new and established orthodontic practices. We have solutions to meet all needs.
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We have a high success rate with past clients, helping them achieve significant improvements in patient satisfaction, practice growth, and operational efficiency. Check out our testimonials page to hear from our satisfied clients.
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General Questions
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To get started, you can schedule a discovery call with us through our website. During this consultation, we will discuss your practice’s needs and develop a customized plan.
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The cost of our consulting services varies depending on the scope and nature of the project. We offer customized packages to fit different budgets. Contact us for a detailed quote.
Scheduling and Availability
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You can schedule your Discovery Call here.
