• 1111: Metric Mondays: Insurance Aging — How Long Are Claims Sitting Unpaid? - Carlie Einarson
    Oct 12 2026
    Insurance aging tells you how much money insurance companies owe your practice and how long those dollars have been outstanding. But when claims start sitting beyond 30, 60, or even 90 days, cash flow can quickly suffer. In this episode, Kirk Behrendt is joined by coach Carlie Einarson to explain how to read your insurance aging report, recognize when claims are becoming a problem, and create a consistent system for getting outstanding balances resolved. Learn what healthy insurance AR should look like, why clear ownership matters, and what your team can start doing today to improve collections. Listen to Episode 1111 of The Best Practices Show!Main Takeaways:Insurance aging shows how much money insurance companies owe your practice and how long those balances have been outstanding.The majority of healthy insurance AR should remain in the zero-to-30-day bucket.Growing balances in the 60-, 90-, and 90-plus-day buckets indicate that claims need more attention.Claims need a consistent follow-up process and a clearly designated team member responsible for resolving them.Clean claims with complete X-rays, notes, and required information can help prevent unnecessary payment delays.Insurance aging balances should decline over time rather than steadily increase from month to month.Start by identifying how much money is sitting in each aging bucket, then build systems to resolve the outstanding claims.Episode Chapters:00:00 Introduction to Metric Mondays01:00 What insurance aging means03:52 Signs your insurance AR is going in the wrong direction05:12 Finding where insurance money is getting stuck07:14 What healthy insurance aging looks like08:57 Assigning ownership and creating a follow-up system11:00 How to evaluate your insurance aging report12:42 Using reporting systems to improve insurance AR13:00 Wrap upGuest Bio:Carlie Einarson is a lead practice coach who has a passion for helping others succeed in the dental field. She loves helping to create a stable foundation for practices so both professionals and patients have a great experience every time they walk in the door!Carlie graduated from Utah College of Dental Hygiene. She has ten years of experience in the dental field, including clinical dental hygiene, front office, and leading teams.In her free time, she enjoys spending quality time with loved ones, traveling, skiing, playing volleyball, and golfing.Episode Resources:Check out our practice reporting guide:https://hub.smilesource.com/c/resources/practice-reporting-guide More Helpful Links for a Better Practice & a Better Life:Contact Gina to learn more about ACT: gina@actdental.comThe Best Practices Show: https://www.actdental.com/podcast/Smile Source Community Hub: https://www.actdental.com/community-hubUpcoming Events & Workshops: https://www.actdental.com/events/Smile Source: https://www.smilesource.com/Subscribe on Apple Podcasts: https://podcasts.apple.comSubscribe on Spotify: https://open.spotify.com
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    14 mins
  • 1112: The Patients Your Marketing Report Can't See: How AI Is Quietly Changing Dental Patient Flow - Eric Hubbard
    Oct 14 2026
    AI is changing how patients search for and choose dental practices, but traditional marketing reports may not show where those patients actually came from. In this episode, Kirk Behrendt speaks with Eric Hubbard of Pain-Free Dental Marketing about how AI tools like ChatGPT and Gemini are changing dental patient flow, making traditional attribution more difficult, and increasing the importance of understanding what patients actually searched for. You will learn how to improve referral tracking, why multi-channel attribution matters, where marketing dollars may be better spent, and how original content and clear trust signals can help your practice remain visible as AI search grows. Listen to Episode 1112 of The Best Practices Show!Main Takeaways:AI has quickly become a meaningful source of new patient flow, but practices may underestimate its impact because traditional tracking methods cannot always identify AI-driven referrals.Dental teams should go beyond asking patients how they heard about the practice and ask what they searched for, what mattered to them, and what information influenced their decision.Multi-channel attribution provides a more complete picture because referrals are often supported by additional research through Google, social media, websites, videos, and other channels.Patients are using AI to search for dentists based on highly specific criteria such as gentleness, insurance participation, practice values, ownership structure, and treatment philosophy.Strong SEO fundamentals, original content, good reviews, clear websites, and authentic information about a practice can also help practices perform well in AI-driven search.Marketing analysis should combine patient conversations, practice management data, and digital traffic information rather than relying on a single attribution source.Practices can strengthen trust by consistently communicating who they are, what they care about, how they treat patients, and how they serve their communities.Episode Chapters:00:00 Intro02:53 Why AI is becoming important in dental marketing.04:55 How digital breadcrumbs have traditionally tracked patient behavior.08:31 Understanding multi-channel attribution.12:07 What patients are actually asking AI when searching for dentists.15:14 Where dental practices should consider investing their marketing dollars.20:11 Building trust as AI-generated content increases.22:55 Combining phone calls, practice data, and digital tracking.25:27 Two actions dentists can take now.26:38 Marketing by consistently talking about what you care about.28:00 Why narrowing your message can attract the right patients.30:32 How to learn more from Eric and Pain-Free Dental Marketing.Guest Bio:Eric Hubbard is a dental marketing professional with Pain-Free Dental Marketing. His marketing background includes experience with Procter & Gamble and GameStop, where he developed an approach centered on clearly identifying and communicating with an ideal customer. Today, he applies that discipline to dental practices, helping them improve their digital presence, attract the right prospective patients, and focus on sustainable practice growth.Episode Resources:Bite-Sized Dental Marketing podcast:https://podcasts.apple.com/us/podcast/bite-sized-dental-marketing/id1688425885Pain-Free Dental Marketing: https://www.painfreedentalmarketing.com/More Helpful Links for a Better Practice & a Better Life:Contact Gina to learn more about ACT: gina@actdental.comThe Best Practices Show: https://www.actdental.com/podcast/Smile Source Community Hub: https://www.actdental.com/community-hubUpcoming Events & Workshops: https://www.actdental.com/events/Smile Source: https://www.smilesource.com/Subscribe on Apple Podcasts: https://podcasts.apple.comSubscribe on Spotify: https://open.spotify.com
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    33 mins
  • 1113: There Has Never Been a Better Time To Get Ahead as A Dentist - Dr. Uche Odiatu
    Oct 16 2026
    Technology and AI are making information faster and easier to access, but speed alone will not make you a better dentist. As patients gain more information online while spending less time reading deeply, dentists have an opportunity to stand out through curiosity, knowledge, trust, and genuine human connection. In this episode, Kirk Behrendt talks with Dr. Uche Odiatu, dentist and speaker, about why there has never been a better time to get ahead in dentistry. You will learn why depth of knowledge still matters, how high-touch care complements high-tech dentistry, why slowing down can become a competitive advantage, and how lifelong learning can strengthen patient relationships. To learn how to differentiate yourself in an increasingly fast and technology-driven world, listen to Episode 1113 of The Best Practices Show!Main Takeaways:Most people have easy access to information but often lack the depth of understanding that comes from sustained reading and learning.Dentists should acknowledge patients who research their health rather than dismissing their questions or concerns.Technology can improve dentistry, but compassion, empathy, eye contact, confidence, and personal attention are what make patients feel cared for.Reading and listening to books can help dentists develop the knowledge, curiosity, and communication skills that build trust chairside.Dentists have an unusual amount of time with patients compared with many other healthcare providers, creating opportunities to become trusted sources of guidance.Greater efficiency and speed do not automatically create greater fulfillment, making intentional connection and time with patients increasingly valuable.Curiosity, continuous learning, wisdom, and human connection remain important differentiators as AI and technology become more common in dentistry.Episode Chapters:00:00 Intro02:37 Why there has never been an easier time to get ahead.03:14 The difference between access to information and depth of knowledge.04:05 How dentists should respond when patients bring in online research.06:05 High tech versus high touch in dentistry.07:32 Why dentists should study human connection and relationship skills.11:10 Getting lost in a book and stepping away from digital anxiety.15:07 Being intentional about the information and media you consume.16:48 Navigating AI-generated information and uncertain online sources.19:22 Finding time to learn through audiobooks and listening.22:00 Curiosity, learning, and human connection as advantages for dentists.24:16 Why slowing down may become a competitive advantage.27:04 The value of in-person learning and connection.28:49 How to learn more about Dr. Uche Odiatu.Guest Bio:Dr. Uche Odiatu has a DMD (Doctor of Dental Medicine). He is a professional member of the ACSM (American College of Sports Medicine), a Certified Personal Trainer NSCA (National Strength & Conditioning Association), and the Canadian Association of Fitness Professionals (canfitpro). He is the co-author of The Miracle of Health and has lectured in Canada, the USA, the Caribbean, the UK, and Europe. He is an invited guest on over 400 TV and radio shows, from ABC 20/20, Canada CTV AM, Breakfast TV, to Magic Sunday Drum FM in Texas. This high-energy healthcare professional has done over 450 lectures in seven countries over the last 15 years.Episode Resources:How to Win Friends and Influence People by Dale CarnegieMore Helpful Links for a Better Practice & a Better Life:Contact Gina to learn more about ACT: gina@actdental.comThe Best Practices Show: https://www.actdental.com/podcast/Smile Source Community Hub: https://www.actdental.com/community-hubUpcoming Events & Workshops: https://www.actdental.com/events/Smile Source: https://www.smilesource.com/Subscribe on Apple Podcasts: https://podcasts.apple.comSubscribe on Spotify: https://open.spotify.com
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    30 mins
  • 1104: What's Really Being Said In the Operatory When You Are Not There! - Debra Engelhardt - Nash (Replay of 1028)
    Sep 25 2026

    As a dentist, you can present the best treatment plan—and still lose case acceptance if your team “translates” it differently after you leave the room. In this episode, Kirk Behrendt sits down with Debra Engelhardt-Nash, educator and founder of the Nash Institute for Dental Learning, to unpack what’s really being said in the operatory when you’re not there.

    You’ll learn how belief systems and “wallet biopsies” derail care, how to position assistants as clinical endorsers (not counterpoints), and how to train communication so patients hear one consistent message. Listen to Episode 1028 of The Best Practices Show!

    Main Takeaways:

    • Team members can unintentionally undermine treatment when they assume patients can’t afford or won’t value ideal care.
    • A simple reset is asking the assistant, “If this were your mouth, what would you rather have?” and aligning the recommendation accordingly.
    • The assistant’s role is to create a “perception of quality” even when the doctor is not present.
    • Standing physically with (not across from) the doctor signals unity and increases patient confidence in the plan.
    • Too many treatment options create confusion, and a confused mind often defaults to “no.”
    • Doctors should delegate parts of the explanation intentionally so assistants can reinforce the why, answer questions, and help the patient process fees.
    • Communication must be trained and rehearsed; it won’t improve by osmosis after a course, study club, or podcast.

    Episode Chapters:

    00:00 Intro

    01:11 Meet Debra Nash

    02:10 Rural Practice Dilemma

    04:41 If It Were Your Mouth

    06:24 Wallet Biopsies

    06:32 Dermatology Delegation Story

    10:09 Moment of Truth After Doctor Leaves

    10:36 Standing With The Doctor

    12:03 Jargon And Too Many Choices

    15:53 Training Without Scripts

    17:43 Team as Patient Advocates

    18:10 Veneers Parade of Shades

    18:46 Investing in Staff Smiles

    20:08 Retention and Loyalty Boost

    20:41 Empathy vs Sympathy

    23:57 Stop Apologizing for Care

    25:37 Recall Value and Exams

    26:23 Quality Without Doctor

    27:53 Train Communication Skills

    28:55 Programs and Contact Info

    30:47 Final Takeaways and Wrap

    Guest Bio/Guest Resources:

    Debra Engelhardt-Nash has been in dentistry since 1985 as a consultant, trainer, author and speaker. She has presented workshops nationally and internationally for numerous associations and study clubs. She is a repeat presenter for organizations including Chicago Dental Society Midwinter Meeting, the Yankee Dental Meeting, The Swedish Academy of Cosmetic Dentistry, and the Greater New York Dental Meeting. Debra has also appeared on several podcasts and webinars and authored several articles for dental publications.

    Debra served three terms as the President of the Academy of Dental Management Consultants who presented her their Lifetime Achievement Award as well as the Charles Kidd Meritorious Service Award. She is the Immediate Past President of the Academy for Private Practice Dentistry. She has been repeatedly recognized as a Leader in Consulting and Education by Dentistry Today and has been listed as top 25 Women in Dentistry. Debra is also the recipient of the Gordon Christensen Lecturer Recognition Award.

    Together with her husband, Dr. Ross Nash, Debra is the co-founder of the Nash Institute for Dental Learning – a post graduate training center in cosmetic and esthetic techniques and dental business administration training.

    Guest resources mentioned:

    • Nash Institute for Dental Learning: https://www.thenashinstitute.com/
    • Debra Engelhardt-Nash: https://debraengelhardtnash.com/
    • Text Debra: 704-904-3459

    More Helpful Links for a Better Practice & a Better Life:

    • The Best Practices Show: https://www.actdental.com/podcast/
    • Best Practices Association: https://www.actdental.com/bpa
    • Upcoming Events & Workshops: https://www.actdental.com/events/
    • Smile Source: https://www.smilesource.com/
    • Subscribe on Apple Podcasts: https://podcasts.apple.com
    • Subscribe on Spotify: https://open.spotify.com

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    31 mins
  • 1105: Gross Collection Rate vs Net Collection Rate — Which One Actually Matters? - Carlie Einerson
    Sep 28 2026
    Are you collecting everything your practice produces, and do you know how much dentistry you are writing off before those dollars ever become collectible? In this episode, Kirk Behrendt talks with Carlie Einarson, an ACT Dental coach, about the difference between gross collection rate and net collection rate and what each metric reveals about your practice. You’ll learn how to calculate both rates, identify gaps in your collection systems and business model, accurately track write-offs and adjustments, and use your production and collection reports to establish a clear financial baseline. To understand which collection metrics matter and what your numbers are telling you, listen to Episode 1105 of The Best Practices Show!Main Takeaways:Gross collection rate measures collections divided by gross production and reflects how much of total production ultimately becomes cash.Net collection rate measures collections divided by net production and shows how effectively the practice collects the dollars it expects to receive after adjustments and write-offs.A low net collection rate can point to gaps involving patient balances, insurance accounts receivable, financial arrangements, same-day collections, or inconsistent collection processes.A strong net collection rate paired with a low gross collection rate can indicate significant write-offs from PPO adjustments, discounts, redo dentistry, membership plans, or other adjustments.Practices should bill their full fees and accurately categorize write-offs and adjustments to understand the financial impact of their business model.A practice should aim to collect 100% of its net production because net production represents the collectible dollars owed to the practice.Reviewing gross production, net production, and collections over the previous six to 12 months provides a baseline for identifying problems with write-offs, adjustments, collections, and accounts receivable.Episode Chapters:00:00 Metric Monday intro02:02 Defining gross and net collection rates.04:13 What a low net collection rate indicates.05:17 What a low gross collection rate indicates.06:00 Using the numbers to understand your practice.06:54 What strong collection performance looks like.08:11 Accurate fee schedules and write-off tracking.10:13 Calculating gross and net collection rates.12:13 Why practices should collect 100% of net production.13:25 Final tips and wrap upGuest Bio/Guest Resources:Carlie Einarson is a lead practice coach who has a passion for helping others succeed in the dental field. She loves helping to create a stable foundation for practices so both professionals and patients have a great experience every time they walk in the door!Carlie graduated from Utah College of Dental Hygiene. She has ten years of experience in the dental field, including clinical dental hygiene, front office, and leading teams.In her free time, she enjoys spending quality time with loved ones, traveling, skiing, playing volleyball, and golfing.More Helpful Links for a Better Practice & a Better Life:Contact Gina to learn more about ACT: gina@actdental.comThe Best Practices Show: https://www.actdental.com/podcast/Smile Source Community Hub: https://www.actdental.com/community-hubUpcoming Events & Workshops: https://www.actdental.com/events/Smile Source: https://www.smilesource.com/Subscribe on Apple Podcasts: https://podcasts.apple.comSubscribe on Spotify: https://open.spotify.com
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    15 mins
  • 1106: Great Onboarding — Secret to Long-Term Retention - Jenni Poulos
    Sep 30 2026
    Great onboarding does more than teach a new team member how to do a job. It creates clarity, connection, and a path toward long-term success in the practice. In this episode, Kirk Behrendt talks with Jenni Poulos, ACT Dental coach, about why retention begins before a team member’s first day and how a structured onboarding process can help new hires become confident, independent contributors. You’ll learn the essential elements of effective onboarding, how to create a support system for new hires, and how to use the 333 framework to guide development through the first three days, three weeks, and three months.For a practical roadmap to improve onboarding and team retention, listen to Episode 1106 of The Best Practices Show!Main Takeaways:Retention begins during onboarding, when new team members start deciding whether the practice matches what they were promised during the hiring process.New hires need clarity around their responsibilities, measures of success, decision-making authority, and where to go for help.Belonging is created through intentional preparation, including having systems, logins, trainers, and team members ready before the new hire arrives.Shadowing alone is not a complete training process because new hires need a structured development plan rather than learning only from what happens during the day.A small committee of leaders, trainers, and culture-focused team members can provide different types of support and feedback throughout onboarding.The 333 framework establishes milestones for a new hire’s first three days, three weeks, and three months, with increasing levels of competency and independence.Consistent feedback throughout the first 90 days ensures that expectations are clear and prevents the formal review from being the first time a new team member hears about a concern.Episode Chapters:00:00 Why great onboarding supports long-term retention02:11 Onboarding should be an intentional experience04:07 The questions new team members are asking08:12 Defining roles, responsibilities, and measures of success12:59 Why shadowing alone is not training14:03 Creating a committee of success and normalizing feedback16:00 Introducing the 333 onboarding framework20:39 What success should look like after three weeks28:00 Final thoughts and the 333 Onboarding GuideGuest Bio:Jenni brings to dental teams a literal lifetime of experience in dentistry. As the daughter and sister of periodontists and a dental hygienist, she has been working in many facets of the dental world since she first held a summer job turning rooms and pouring models at the age of 12. Now, with over 10 years of experience in managing and leading a large periodontal practice, she has a firm grasp on what it takes to run a thriving business. Her passion for organizational health and culture has been a driving force behind her coaching career. She has witnessed firsthand how creating an aligned and engaged team will take a practice to levels of success that they never believed possible!Episode Resources:333 Onboarding Guide: https://hub.smilesource.com/c/resources/3-3-3-onboarding-modelMore Helpful Links for a Better Practice & a Better Life:Contact Gina to learn more about ACT: gina@actdental.comThe Best Practices Show: https://www.actdental.com/podcast/Smile Source Community Hub: https://www.actdental.com/community-hubUpcoming Events & Workshops: https://www.actdental.com/events/Smile Source: https://www.smilesource.com/Subscribe on Apple Podcasts: https://podcasts.apple.comSubscribe on Spotify: https://open.spotify.com
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    30 mins
  • 1107: Dentistry Is Changing - How to Write Your Own Ticket Without Losing Yourself - Dr. Mitch Hopkins
    Oct 2 2026
    Dentistry is changing, and with more pressure, comparison, and noise in the profession, it can be easy for dentists to lose sight of what they actually want from their careers. In this episode, Kirk Behrendt talks with Dr. Mitch Hopkins, a Kansas City dentist and mentor, about building a practice around your own definition of success. They discuss finding fulfillment in everyday dentistry, creating a schedule that supports your life, building the right team and culture, connecting with the right patients, and developing the skills and confidence needed for a long career. If you want to create a practice that reflects who you are without getting caught up in what everyone else is doing, listen to Episode 1107 of The Best Practices Show!Main Takeaways:Dentists need to define the kind of practice, schedule, dentistry, and lifestyle they want instead of allowing outside expectations to define success for them.Becoming highly skilled at everyday dentistry can build confidence, increase professional satisfaction, and create a foundation for more complex treatment.A practice schedule can be designed around personal priorities when the dentist is willing to establish boundaries and operate efficiently.A strong practice culture depends on hiring people who fit the desired environment and developing a team that understands and supports the dentist’s philosophy of care.Marketing should communicate the practice’s expertise, personality, patient relationships, and ability to provide meaningful solutions rather than focusing primarily on technology.Dentists should continually reevaluate their priorities as their careers and lives change, including how they approach health, stress, time, and professional longevity.Younger dentists can benefit from slowing down, improving their clinical skills, learning to communicate effectively with patients, and allowing their careers to develop over time.Episode Chapters:00:00 Dentistry is changing and writing your own ticket01:17 Introducing Dr. Mitch Hopkins02:47 Finding fulfillment and confidence in dentistry05:47 Defining the practice and lifestyle you actually want09:01 Building a schedule around your priorities11:39 Reassessing goals and creating career longevity14:00 Keeping the team small and protecting practice culture18:40 Differentiating your practice through better marketing23:24 Building a new practice space and entering the next chapter25:35 Advice for frustrated and uncertain younger dentists28:28 Final thoughts and how to connect with Dr. HopkinsGuest Bio:Dr. Mitchell R. Hopkins earned his DDS from the University of Missouri–Kansas City in 2008 after completing his bachelor’s degree in biological science at Kansas State University. He has owned private practices in Colorado and Kansas City and is a Fellow of the American College of Dentists.Committed to advanced restorative, esthetic, and implant dentistry, Dr. Hopkins invests extensively in continuing education and collaboration with leading clinicians. He also serves as resident faculty with Clinical Mastery in Dallas, where he teaches and mentors dentists in cosmetic and comprehensive restorative dentistry.Dr. Hopkins lives in the Kansas City area with his wife, Hillary, and their three children. Outside the office, he enjoys staying active and anything that gets him moving.Episode Resources:Instagram: https://www.instagram.com/mhopkinsddshttps://www.hopkinsdentalhealth.com/More Helpful Links for a Better Practice & a Better Life:Contact Gina to learn more about ACT: gina@actdental.comThe Best Practices Show: https://www.actdental.com/podcast/Smile Source Community Hub: https://www.actdental.com/community-hubUpcoming Events & Workshops: https://www.actdental.com/events/Smile Source: https://www.smilesource.com/Subscribe on Apple Podcasts: https://podcasts.apple.comSubscribe on Spotify: https://open.spotify.com
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    32 mins
  • 1108: Metric Mondays: Leading vs Lagging Indicators, What You Need to Know - Miranda Beeson (Replay of 1009)
    Oct 5 2026

    Many dental practices feel surprised by their numbers at the end of the month, even when they review reports regularly. In this episode, Kirk Behrendt sits down with Miranda Beeson, leadership coach at ACT Dental, to explain the difference between leading and lagging indicators and why relying too heavily on historical data creates stress, reactivity, and missed opportunities. They break down how leading indicators connect daily behaviors to long-term results, how to spot problems earlier, and how to use data to lead calmly instead of reactively.

    If you want to understand which numbers actually help you influence outcomes before it’s too late, listen to Episode 1009 of The Best Practices Show!

    Main Takeaways

    1. Lagging indicators show what has already happened in a practice and cannot be changed once reported.
    2. Leading indicators help predict future outcomes and guide daily and weekly behavior.
    3. Practices that focus only on lagging indicators often feel blindsided and become reactive under pressure.
    4. Tracking leading indicators weekly allows leaders to correct course before the end of the month.
    5. Hygiene reappointment, diagnostic percentage, and case acceptance are examples of leading indicators that influence production.
    6. Teams engage more effectively when they understand which daily actions influence practice results.

    Episode Chapters:

    • 00:52 Leading indicators versus lagging indicators and why both matter.
    • 02:28 Why lagging indicators create reactive leadership and team stress.
    • 03:50 Using hygiene metrics to predict future production.
    • 06:11 Planning ahead for known schedule disruptions like holidays.
    • 07:38 What it looks like when practices rely only on lagging indicators.
    • 09:42 How leadership changes when leading indicators are used correctly.
    • 11:39 Tracking diagnostic percentage and case acceptance week over week.
    • 14:47 A simple first step to start using leading indicators today.

    Guest Bio/Guest Resources

    Miranda Beeson has over 25 years of clinical dental hygiene, front office, practice administration, and speaking experience. She is enthusiastic about communication and loves helping others find the power that words can bring to their patient interactions and practice dynamics. As a Lead Practice Coach, she is driven to create opportunities to find value in experiences and cultivate new approaches.

    Miranda graduated from Old Dominion University and enjoys spending time with her husband, Chuck, and her children, Trent, Mallory, and Cassidy. Family time is the best time, and is often spent on a golf course, a volleyball court, or spending the day boating at the beach.

    More Helpful Links for a Better Practice & a Better Life:

    • The Best Practices Show: https://www.actdental.com/podcast/
    • Best Practices Association: https://www.actdental.com/bpa
    • Upcoming Events & Workshops: https://www.actdental.com/events/
    • Smile Source: https://www.smilesource.com/
    • Subscribe on Apple Podcasts: https://podcasts.apple.com
    • Subscribe on Spotify: https://open.spotify.com

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    20 mins