How One Dental Office Scaled Without Hiring More Staff

When staff turnover strikes, most healthcare practices instinctively reach for the same solution: hire more people. But Beaches Dental in Virginia discovered that the right technology can transform struggling employees into productivity powerhouses while cutting costs and improving patient satisfaction.

While hiring more staff may seem like a straightforward solution to scale, it is crucial for healthcare practices to explore every option before expanding headcount.

The Breaking Point

When Beaches Dental's longtime insurance coordinator retired, Practice Administrator Lisa Barton hired Paula, an experienced specialist, to verify coverage for 60-100 patients daily across three dentists and five hygienists.

Despite her background, Paula was overwhelmed by the scale. "She came from a small practice with a much smaller caseload and this was a totally different ball game for her," Barton explains.

Paula frequently went home in tears, frustrated and struggling with her role. Barton desperately sought solutions without adding more staff.

The Technology Transformation

When another practice mentioned Weave's Insurance Verification tool, Barton decided to try it.

The results were immediate and dramatic.

"Once we got Weave it clicked - it totally turned her position around," Barton recalls. "Whereas before our coordinator could not get a full day's worth of people verified beforehand, now she is able to get 2 or so days verified in one day."

The automated system didn't just save time, it gave Paula the confidence and tools she needed to excel in her role.

Beyond Insurance: Multiplying Efficiency Everywhere

Beaches Dental quickly discovered Weave could streamline operations far beyond insurance verification.

Digital Forms Revolution Previously, new patients arrived early to complete paperwork by hand, creating delays and frustration. Now patients complete forms at home before appointments.

"Weave populates that information in our system so we don't have to enter it manually," Barton explains. "It's all done before the patient gets here."

Automated Communication With 80% of patients preferring text communication, the practice implemented automated appointment reminders and payment notifications.

"[My team] isn't spending time confirming appointments as it is done automatically with text," Barton notes. "They are not spending as much time on the phone with patients, texting simplifies it all."

The Triple Win: Happier Everything

The results delivered improvements across three critical areas:

Staff Satisfaction "My staff comes to me all the time and thanks me for switching to Weave," Barton shares. Technology became a force multiplier, allowing existing staff to handle increased workloads without stress and overwhelm.

Patient Experience Patients experienced immediate improvements: no early arrivals for paperwork, faster check-ins, preferred communication methods, and more responsive service.

Cost Savings Perhaps most surprising was the financial impact. Beaches Dental previously paid $750 monthly to Verizon for phones and internet, plus costs for their separate texting system. After implementing Weave, their Verizon bill dropped to $50 for internet only.

Result: $300 monthly savings, totaling $3,500 annually in hard costs alone, while receiving significantly more functionality.

Technology as Workforce Multiplier

Beaches Dental's experience illustrates a fundamental shift in addressing staffing challenges. Instead of reflexively adding headcount, successful practices are discovering that the right technology platform can multiply existing team effectiveness.

"For any employee to succeed in their job you need to give them the necessary tools," Barton emphasizes. "Weave is a tool that has absolutely done wonders for all of my administrative staff."

This approach delivers compound benefits: reduced recruitment costs, faster onboarding, improved employee retention, and maintained service quality during staffing transitions.

The Strategic Takeaway

The healthcare industry faces an ongoing staffing crisis with qualified professionals in high demand and recruitment costs rising. Beaches Dental's success demonstrates that practices don't need to choose between growth and manageable workloads.

By implementing comprehensive platforms like Weave, practices can handle increased patient volumes, improve service quality, and create more satisfying work environments, all while reducing costs.

For practice leaders evaluating staffing strategies, the lesson is clear: sometimes the best hire you can make is technology that makes your existing team more effective, happier, and capable of delivering exceptional patient care without burning out.

For practices interested in exploring Weave's capabilities, the company is currently offering an Amazon $50 gift card to practices that complete a demo by November 30th. This limited-time promotion provides an additional incentive for practices considering the transition to digital communication while evaluating how Weave could transform their patient engagement approach.