Practice Management — Leading with Confidence
As a new Oral and Maxillofacial Surgeon, stepping into private practice means more than mastering clinical care — it means learning to lead a team, manage operations, and create a practice culture that supports growth and exceptional patient experiences. Even the most clinically skilled surgeons can struggle if they’re unprepared for the realities of managing a practice day-to-day.
In this second installment of The Business of OMS series, we’ll walk through the core pillars of practice management that every new surgeon should understand, from scheduling and staffing to compliance and culture. The goal? Helping you lead confidently from day one.
Creating an Efficient Scheduling System
A well-structured schedule is the backbone of a productive and profitable OMS practice. Efficient scheduling minimizes downtime, balances provider workload, and improves the patient experience.
Scheduling Best Practices:
- Use flexible block scheduling: Structure your day around common procedure types (e.g., more complex cases in between more routine cases to account for time variance, third molars in sequence up to the point where room turnover time becomes the constraint), but allow room between surgeries for consults, follow-ups, or same-day add-ons. This improves flow while maintaining flexibility, all while keeping patient satisfaction and referral management top of mind.
- Maximize chair utilization: No matter how many rooms your practice has, optimize scheduling based on your available space and team capacity. Look for ways to stagger appointments, reduce room turnover time, and keep operatories consistently in use. Do you have enough sterilizers to keep up with your busy pace? What about other equipment? Identify your rate limiting step to open up new growth opportunities.
- Use data to guide adjustments: Track no-show rates, procedure times, and case mix using your practice management software to identify bottlenecks and opportunities to improve.
An optimized schedule not only boosts efficiency — it reduces burnout for both surgeons and staff.
Hiring and Leading the Right Team
Your team is the face of your practice. From the front desk to surgical assistants, every team member contributes to patient satisfaction, clinical efficiency, and your overall happiness.
Strategies for Building a Strong Team:
- Hire for attitude, train for skill: You can teach technical tasks, but empathy, work ethic, and adaptability are harder to instill.
- Define roles clearly: Ambiguity in responsibilities can lead to conflict, inefficiency, and errors. Clear job descriptions help maintain accountability. Delegation can be the surgeon’s best friend.
- Set clear expectations – and enforce them consistently: High-performing team members thrive in environments with structure and fairness. Avoid bending rules for certain individuals, as it undermines morale and discourages accountability across the board.
- Invest in people: Ongoing training, regular check-ins, and meaningful recognition foster loyalty and high performance.
Strong leadership means not just delegating tasks — but modeling fairness, clarity, and follow-through.
Navigating Compliance and Risk Management
Regulatory compliance isn’t optional — and falling short can have serious financial and legal consequences. New surgeons need to understand the key areas of compliance that impact daily operations.
Key Compliance Areas to Monitor:
- OSHA and infection control: Ensure staff are trained and protocols are regularly updated. Stay on top of documentation and regular audits.
- HIPAA and data security: Train staff on patient privacy rules, ensure proper handling of PHI, and work with your IT provider to implement secure systems.
- Credentialing and licensure: Maintain up-to-date provider credentials, DEA registrations, and state licenses. Delays in credentialing can affect billing and revenue.
Establishing good habits early can prevent costly issues down the line — and protect your patients, your practice, and your license.
Building a Positive, Patient-Centered Culture
Culture isn’t just a buzzword — it’s what staff and patients feel the moment they walk into your office. A strong, positive culture translates to better patient reviews, stronger word-of-mouth referrals, and a more resilient, cohesive team.
Ways to Strengthen Practice Culture:
- Lead by example: Your attitude sets the tone. Show respect, gratitude, and professionalism in every interaction.
- Communicate openly: Regular team meetings, transparent expectations, and shared wins help build alignment and trust.
- Celebrate wins and milestones: From hitting a production goal to recognizing a staff birthday, small gestures build morale and loyalty.
Remember: culture is cultivated daily. What you tolerate and what you reward will define the environment you create.
Final Thoughts: Practice Management Is Leadership in Action
Practice management isn’t just about operations — it’s about leadership. The surgeons who build successful, scalable, patient-centered practices are the ones who embrace their role as leaders, not just clinicians. As you grow in your career, your ability to manage teams, systems, and culture will be just as important as your surgical expertise.
Coming up next: The Business of OMS Part Three – Business Acumen: Thinking Like an Owner
In the next installment, we’ll dive into what it means to think like an entrepreneur — from equity and valuation to understanding the impact of private equity and MSO/DSO models in today’s landscape.