Experts in the Industry

Orthodontic practice management consulting is professional advisory work focused on the business and human systems of an orthodontic practice rather than clinical treatment. It typically covers scheduling and capacity design, financial performance metrics, new patient and treatment coordinator systems, team roles and leadership structure, and transitions such as adding an associate or merging practices. Hummingbird Associates has provided this work to orthodontic practices internationally since 1978.

Frequently Asked Questions

What does an orthodontic practice management consultant actually do?

An orthodontic practice management consultant works on the business and human side of the practice rather than the clinical side. That includes designing the schedule, defining roles and job descriptions, building new patient and treatment coordinator systems, setting and tracking key performance indicators, training the team, and supporting transitions such as adding an associate or merging practices. At Hummingbird Associates we describe it as helping a practice replace improvisation with clarity.

How do we know if our practice needs a consultant?

The usual sign is that growth has outpaced structure. Decisions live in people instead of systems, accountability has become emotional, the schedule feels improvised, and the owner is carrying more than they should. Practices that are growing yet feel harder to run every year are the typical candidates. Practices that are simply having a slow quarter usually are not.

How long does an engagement take?

Longer than one visit. Systems have to be built, taught, and then practiced until they hold without anyone reminding the team. What separates Hummingbird from a one-time assessment is that we stay linked to the practice through implementation rather than handing over recommendations and leaving. Over two-thirds of our business is repeat clients.

Will the team resist this?

Some resistance is normal and usually means people are worried about being blamed. Our work is deliberately built so that accountability supports people rather than exhausting them. Teams typically come around once the schedule stops fighting them and they can see who is responsible for what.

Do you work remotely or do you come to the practice?

Both. Engagements combine on-site work with remote sessions between visits, which is how we support practices across North America, Europe and beyond from our base on Bainbridge Island, Washington.

Orthodontic Practice Consulting Services

Scheduling for Growth

• Financial Goal Setting

• Buck Slip (types and classes) creation/enhancement, new schedule templates, 

• Status Revision

• Set-up and review of practice analysis tools to optimize practice systems and management 

• Smile Assurance

• Practice Performance Analysis Benchmarking & Metrics 

• Practice Performance and Metrics

Treatment Plans

• Development of Treatment Plans

• Evaluation of Treatment Efficiency and Fees

• Integration of Treatment Plans for Each Patient

New Patient Systems

• New Patient protocols and systems for new patient team (TC, TC Assist, New Patient Coordinator)

• New patient call and preparedness before the exam, exam flow, closing strategies, TC follow-up protocols, virtual exam protocols, growth guidance/observation protocols, digital signing of forms, and payment.

• Online scheduling, Concierge, custom letter templates and questionnaires, email and SMS templates.

Management/Leadership

• Definition of leadership team, roles, and team organizational structure.

• Job descriptions, 

• Interview and hiring protocols, 

• Employee development, 

• Meeting structure, 

• Practice workflow oversight

• Culture building