Lab Coat CPA | Accounting and Tax Blog

Archives for July 2026

Back to School Season May Mean Back to the Dentist

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Happy, child and consultation with dentist in office for dental checkup, show cavity and extraction. Smile, kid and paediatric hygienist for oral health, teeth whitening and assessment for cleaning

For many patients, there are two times during the year that trigger them to think about their oral health.

The first is New Year’s, which makes sense because many people are trying to follow through on their resolutions.

The second is more surprising: back-to-school time.

As families trade flip-flops and family vacations for carpools, school lunches, and packed calendars, they begin settling back into regular routines, including taking care of their teeth.

Late summer and early fall are therefore a great time to launch an easy-to-implement marketing campaign for patients who have missed a recall appointment or are still deciding whether to accept a treatment plan.

Many of my clients have had success with this type of campaign. The work can be delegated to your front desk team, costs little, and can produce a strong return on the time invested.

Step 1: Build Your List

Search your practice management or scheduling software for inactive patients, usually defined as patients who have not been seen in the past 12 to 18 months.

You can also add patients who have not accepted recommended treatment plans to the list.

Step 2: Reach Out

Send a letter, email, or text encouraging each patient to schedule an appointment. Keep the communication encouraging and authentic and include a clear call to action. For example: “Call today to reserve your appointment before our fall schedule fills up.”

Step 3: Clean Up the List

Ask your front desk team to remove patients who have moved, transferred to another practice, or no longer need services. Keeping the list current will make future marketing campaigns easier and more effective.

The Goal

The goal is to add cases to your September and October schedules and turn a good autumn into a great one.

Many practices already have a significant opportunity within their existing patient database. Because these patients already know and trust the practice, they may be more likely to schedule an appointment and accept recommended treatment than someone who is hearing about the practice for the first time.

Regular Reviews of Your Business’s Operating Health Are Essential

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Small business owners who conduct regular reviews of their business’s operating health are more likely to detect potential issues before they develop into major problems. Certain areas — cash flow, gross profit margin, receivables, among several — should be monitored regularly since they hold the greatest potential for harming a company’s long-term financial health. Here’s what to look for:

Cash Flow Issues
It’s a red flag if your cash flow isn’t enough to cover expenses because payments for goods or services are slow in coming. And you should be concerned if your cash reserves accumulate rather than being put to work. Excess funds may be parked in short-term investment accounts, but ideally, they should be put to work growing the business.

Gross Profit Margin
If your gross profit margin shrinks over several quarters, then your production costs may be rising at a faster pace than your prices. Or it could be due to the fact that you are charging less than in the past. Either way, declining gross profit margins threaten your business’s financial health.

Receivables
If your receivables are growing faster than your sales, then it’s clear that your customers are not paying what they owe you in a timely manner. Look for ways to improve your collection procedures. For example, be proactive and consistent about issuing invoices and providing any necessary supporting documentation. Set up a system in which you contact customers as soon as you detect any delays in payment. Be persistent in contacting customers whose accounts are past due.

Debt
Debt is generally not a problem as long as it is kept under control. However, excessive debt can erode your cash, cut into your profits, and reduce the return you’re getting on your investment in the company.

Assets
If your business carries inventory, you need to carefully measure your turnover rates. Your cash flow will suffer if your inventory turns over slowly. One smart approach may be to determine how many days’ worth of product you would ideally like to have on hand and adapt your purchasing to meet that goal. In addition, pay attention to fixed assets. If you have equipment that’s not being fully utilized, you may be able to repurpose it. If not, it may be time to sell or donate it.

Professional Input Can Be Valuable
Business owners should evaluate a broad range of financial information when making decisions. The input of a financial professional can be helpful in the assessment of a business’s overall financial health.