These FAQs cover PracTrac, the Mini-Audit, on-site implementation across Perth WA, service fees and guarantees, software compatibility, confidentiality, staff training, and expected timelines.
FAQ: About Us
What is the PracTrac system by Elite Dental Management?
The PracTrac system is our proprietary, hands-on framework designed specifically to boost revenue, streamline daily operations, and improve staff retention for dental clinics.
Unlike standard consulting that leaves you with a binder of unread advice, PracTrac involves active, on-site implementation alongside your team in your Perth clinic.
We focus on optimizing your patient journey, maximizing your appointment books, and creating robust systems that work independently of the practice owner.
It works by:
- Assessing your current needs (PracTrac Audit)
- Designing new systems and modifying current practice systems to address those needs.
- Training staff to implement those systems in a competent, confident, and consistent manner.
- Monitoring the training and usage of the systems so that they become natural and second nature for the practice.
- This is how your practice becomes, essentially, autonomous.
Why does Elite Dental Management specialise in consulting for independent dental practices in Perth?
We passionately believe that independent dental practices are the heartbeat of quality patient care in Western Australia.
However, local practice owners are facing unprecedented pressure from corporate dental groups and health fund-owned clinics that attempt to monopolize market share.
Elite Dental Management exclusively supports independent dentists to level the playing field, giving you the operational blueprints and business strategies needed to thrive without compromising your clinical autonomy.
Tina Kay, our founder, has spent a large portion of her career working in local dental practices and believes the value they bring to a community is intangible but substantial. They are part of the fabric of a healthy suburb.
In our view, local dental practices should remain a trusted pillar serving the community, and not treat the community as an exploitable commodity.
Is the initial PracTrac system & dental management consultation with Elite Dental Management free?
Yes, your first discovery session with our Perth-based consultants is completely free.
We view this initial consultation as a mutual discovery session to determine if the PracTrac system is the right fit for your clinic's specific challenges.
You are welcome to bring up any issues—from staff retention to stagnant revenue—and we will do our best to address them without any high-pressure sales tactics, as we find our best clients are those who learn to trust us and our methods.
If we determine that PracTrac isn't suitable for your Western Australian practice, we will still provide you with actionable ideas to improve your situation.
--------------------------
You are invited to try our FREE PracTrac Mini-Audit, which is conducted by phone with you for 30 minutes.
This gives you a chance to try our PracTrac system for yourself. We are sure you'll walk away with at least one 'ah ha!' moment (likely several) which you can implement immediately in your practice. You can apply here.
Why do standard dental practice training programs often fail compared to PracTrac's on-site implementation?
Most off-site seminars or online training modules create a temporary spike in motivation that quickly fades once staff return to the reality of a busy clinic.
When the phone is ringing and the waiting room is full, team members inevitably revert to their old, inefficient habits just to survive the day.
None of this is anyone's fault inside the practice. It is the style of training on offer that is to blame.
This is why we use on-site training that is supported and reinforced until it becomes second nature in your practice.
Elite Dental Management's on-site implementation trains your team in real-time, side-by-side during actual patient hours, ensuring that new protocols are permanently hardwired into your practice culture.
This is why PracTrac gets superior, permanent results for our clients.
This is what finally "moves the needle" for your practice growth and success.
How does the PracTrac implementation process affect existing dental practice staff?
Change can often trigger anxiety or pushback among your front office and clinical teams, which is a common fear for practice owners looking to improve operations.
We counter this by integrating seamlessly into your daily environment, positioning ourselves as supportive mentors rather than disruptive dictators.
By showing your staff how the PracTrac system directly reduces their daily stress and eliminates chaotic scheduling, while improving the overall work culture, we rapidly gain their buy-in and transform them into champions of the new processes.
We work compassionately, collaboratively and patiently with all staff members of all our client practices. We find there is no advantage forcing change. But we do gently encourage it by negotiation and gentle, persistent reminders.
Does Elite Dental Management provide recruitment and hiring support for Perth dental clinics?
Yes, we do.
Helping our clients navigate the current staffing crisis in the Western Australian dental sector is a core component of our consulting services.
We handle the heavy lifting of the recruitment process, from drafting compelling job advertisements that attract top-tier talent to conducting initial screenings and structured interviews.
Further, we implement robust onboarding and retention strategies to ensure your new hires integrate smoothly and stay with your practice long-term.
During the hiring process, it is important to identify and employ people who fit in with the culture of your practice, as this is one of the keys to employee performance and productivity.
Employees who identify more with their workplace, are happier, experience greater job satisfaction, are more committed, perform better and are more likely to stay long term with their employer.
Are there specific types of dental practices in Perth that Elite Dental Management does not work with?
While our consulting framework can assist a wide range of clinics, we typically do not work with corporate-owned or health fund-owned dental practices, as our passion lies in protecting the autonomy of independent dentists.
Additionally, we prefer to partner with practices that have been operating for five years or more, have three active chairs or more (or aspire to at least three chairs), and are actively marketing.
Established clinics have historical patient records, an existing team culture, and baseline operating systems, which allows our PracTrac system to accelerate revenue growth much faster.
Practices with fewer than three active chairs are often not sufficiently growth focused to benefit optimally from our services. (However, we are happy to work with smaller clinics as long as an ambition to grow is evident).
While we can assist startup dental clinics, building from zero takes longer to achieve the rapid profitability traction our established clients enjoy.
How does Elite Dental Management ensure the confidentiality of patient and practice data during the PracTrac Audit?
We understand that granting access to your practice management software (such as Exact or Dental4Windows "D4W" or Oasis) and patient records requires immense trust.
Our founder, Tina, brings over 19 years of combined experience as a Practice Manager and dental consultant, making careful data handling a deeply ingrained core value.
We have successfully audited numerous Perth dental practices without a single breach of confidentiality.
If you have specific privacy concerns, we encourage you to discuss them directly with Tina, who will ensure we structure our audit to meet your exact comfort level.
We take data security and privacy as seriously as you do and would never wish to exceed your comfort level.
FAQ: PracTrac Mini-Audit
Why does Elite Dental Management offer a free PracTrac Mini-Audit to Western Australian dental clinics?
The free Mini-Audit is designed to deliver immediate, concrete value so you can experience our consulting expertise before committing financially.
Often, practice owners are too close to their own daily operations—the classic "can't see the forest for the trees" scenario—and struggle to identify hidden bottlenecks.
During this 30-minute phone session, we provide at least one, if not several, actionable fixes you can immediately apply to your appointment or patient recall systems, your hiring or retention concerns, or your general practice culture and systems adoption issues.
There is absolutely no obligation to continue working with us after this session.
Is there an obligation to purchase the full PracTrac Audit after completing the free Mini-Audit?
Absolutely not.
The full PracTrac Audit is a highly detailed assessment that requires a practice to be ready for substantial operational growth, and frankly, it isn't suitable for every clinic.
The full PracTrac Audit is a comprehensive 'nuts-and-bolts' assessment of your practice, your patient and revenue retention systems, your scripts and processes, your staff and practice culture, and, ultimately, provides you with a detailed roadmap to greatly improving all your existing revenue/profits expansion opportunities.
The full PracTrac Audit maps out how your clinic can become a "self-driving" business, allowing you to step back from day-to-day management to focus on clinical production and high-level strategy.
We only invite practices to proceed to the full audit if we mutually agree that your team is prepared to embrace the necessary cultural and systematic shifts.
What is the PracTrac system by Elite Dental Management?
The PracTrac system is our proprietary, hands-on framework designed specifically to boost revenue, streamline daily operations, and improve staff retention for dental clinics.
Unlike standard consulting that leaves you with a binder of unread advice, PracTrac involves active, on-site implementation alongside your team in your Perth clinic.
We focus on optimizing your patient journey, maximizing your appointment books, and creating robust systems that work independently of the practice owner.
It works by:
- Assessing your current needs (PracTrac Audit)
- Designing new systems and modifying current practice systems to address those needs.
- Training staff to implement those systems in a competent, confident, and consistent manner.
- Monitoring the training and usage of the systems so that they become natural and second nature for the practice.
- This is how your practice becomes, essentially, autonomous.
What does the full PracTrac Audit include, and how does it identify lost revenue in a dental clinic?
The full PracTrac Audit is an exhaustive, top-to-bottom snapshot of your business systems, staff competencies, and patient satisfaction levels designed to pinpoint exactly where your clinic is losing money.
Our audits reveal that the average independent practice loses up to 24% of its potential annual revenue due to systemic inefficiencies.
For instance, we recently demonstrated to a Perth practice how they lost $1.5 million AUD over three years simply because staff weren't trained to tick a specific box in their scheduling software!
Once we identify these critical revenue leaks, we provide a comprehensive plan to fix them.
Are there specific types of dental practices in Perth that Elite Dental Management does not work with?
While our consulting framework can assist a wide range of clinics, we typically do not work with corporate-owned or health fund-owned dental practices, as our passion lies in protecting the autonomy of independent dentists.
Additionally, we prefer to partner with practices that have been operating for five years or more, have three active chairs or more (or aspire to at least three chairs), and are actively marketing.
Established clinics have historical patient records, an existing team culture, and baseline operating systems, which allows our PracTrac system to accelerate revenue growth much faster.
Practices with fewer than three active chairs are often not sufficiently growth focused to benefit optimally from our services. (However, we are happy to work with smaller clinics as long as an ambition to grow is evident).
While we can assist startup dental clinics, building from zero takes longer to achieve the rapid profitability traction our established clients enjoy.
FAQ: The PracTrac System
Filter by topic:
- All Topics
- Audit
- Confidentiality
- Fees
- Implementation
- Philosophy
- PracTrac
- Results
- Staff-&-Hiring
- Training
What is the PracTrac system by Elite Dental Management?
The PracTrac system is our proprietary, hands-on framework designed specifically to boost revenue, streamline daily operations, and improve staff retention for dental clinics.
Unlike standard consulting that leaves you with a binder of unread advice, PracTrac involves active, on-site implementation alongside your team in your Perth clinic.
We focus on optimizing your patient journey, maximizing your appointment books, and creating robust systems that work independently of the practice owner.
It works by:
- Assessing your current needs (PracTrac Audit)
- Designing new systems and modifying current practice systems to address those needs.
- Training staff to implement those systems in a competent, confident, and consistent manner.
- Monitoring the training and usage of the systems so that they become natural and second nature for the practice.
- This is how your practice becomes, essentially, autonomous.
What does the full PracTrac Audit include, and how does it identify lost revenue in a dental clinic?
The full PracTrac Audit is an exhaustive, top-to-bottom snapshot of your business systems, staff competencies, and patient satisfaction levels designed to pinpoint exactly where your clinic is losing money.
Our audits reveal that the average independent practice loses up to 24% of its potential annual revenue due to systemic inefficiencies.
For instance, we recently demonstrated to a Perth practice how they lost $1.5 million AUD over three years simply because staff weren't trained to tick a specific box in their scheduling software!
Once we identify these critical revenue leaks, we provide a comprehensive plan to fix them.
What is the difference between the free PracTrac Mini-Audit and the full comprehensive PracTrac Audit?
The free Mini-Audit is a quick, high-value 30-minute phone consultation designed to give you a sample of our expertise by providing immediate, implementable action items to save you time and money today.
In contrast, the full PracTrac Audit is an intensive, on-site investigation at your Perth clinic over several sessions.
We meticulously review all aspects of your operations, from your front desk scripts to your clinical workflows.
The result of the full audit is a detailed, step-by-step roadmap to fix leaky systems, bridge training gaps, and permanently elevate your practice's profitability.
How quickly can a dental practice expect to see profitability improvements with Elite Dental Management?
Most dental practices experience tangible operational and financial improvements within the first 30-90 days of deploying the PracTrac system.
We begin by targeting the "low-hanging fruit," such as filling immediate gaps in the appointment book, reactivating dormant patients, and stopping costly scheduling leaks.
This rapid injection of cash flow and efficiency builds momentum, paving the way for the deeper, long-term cultural shifts that drive sustainable profitability.
Does implementing the PracTrac system require dental practices to purchase new management software?
No, you will not need to undergo the costly and frustrating process of migrating to new practice management software.
The PracTrac system is designed to integrate perfectly with the systems you already use in your clinic, whether that is Exact by SOE, Dental4Windows "D4W", PracticeWorks, or a cloud-based alternative.
We uncover the hidden efficiencies and underutilized features within your existing software, ensuring you get maximum return on the technology you are already utilizing.
(The only exceptions: If your practice management software is hopelessly out of date. Or if you are still running your practice with paper appointment books - less and less likely, these days!)
How does the PracTrac implementation process affect existing dental practice staff?
Change can often trigger anxiety or pushback among your front office and clinical teams, which is a common fear for practice owners looking to improve operations.
We counter this by integrating seamlessly into your daily environment, positioning ourselves as supportive mentors rather than disruptive dictators.
By showing your staff how the PracTrac system directly reduces their daily stress and eliminates chaotic scheduling, while improving the overall work culture, we rapidly gain their buy-in and transform them into champions of the new processes.
We work compassionately, collaboratively and patiently with all staff members of all our client practices. We find there is no advantage forcing change. But we do gently encourage it by negotiation and gentle, persistent reminders.
Why does Elite Dental Management require on-site implementation at my Perth dental practice?
Achieving lasting operational change requires battling three major obstacles:
- natural resistance to change (often due to mental overload)
- the tendency to shortcut new workflows (requiring on-site vigilance to counter)
- and the intense time pressure of a busy clinic.
While we could offer remote coaching like other dental consultants, remote support fails to address the real-time chaos of a full waiting room.
By working on-site, directly alongside your team, we ensure that new systems are installed correctly and monitored continually until they become second nature.
This hands-on approach is the most cost-effective way to guarantee that our strategies permanently transform your practice culture.
What is the average return on investment (ROI) and revenue growth for dental practices using PracTrac?
While individual results vary based on clinic size and baseline efficiency, our primary goal is to make our consulting services completely self-funding through the immediate revenue we help you uncover.
Many of our Perth clients see thousands of AUD in previously lost production recovered within the first few weeks of optimizing their recall systems and treatment presentation protocols.
We operate on transparent pricing structures—such as a flat monthly retainer or project-based fee—ensuring you always know your exact investment upfront.
As a "safe" number, and without assessing your particular circumstance, we are able to estimate approximately 20% gross revenue growth within 60 - 180 days as a common result many of our clients enjoy, though this may be higher for you depending on your particular circumstance.
Naturally, net profit is harder to pin down, sight unseen, but since our systems largely focus on improving the efficiency of your current resources, a large portion of new gross revenue generated would likely be profit.
Is the initial PracTrac system & dental management consultation with Elite Dental Management free?
Yes, your first discovery session with our Perth-based consultants is completely free.
We view this initial consultation as a mutual discovery session to determine if the PracTrac system is the right fit for your clinic's specific challenges.
You are welcome to bring up any issues—from staff retention to stagnant revenue—and we will do our best to address them without any high-pressure sales tactics, as we find our best clients are those who learn to trust us and our methods.
If we determine that PracTrac isn't suitable for your Western Australian practice, we will still provide you with actionable ideas to improve your situation.
--------------------------
You are invited to try our FREE PracTrac Mini-Audit, which is conducted by phone with you for 30 minutes.
This gives you a chance to try our PracTrac system for yourself. We are sure you'll walk away with at least one 'ah ha!' moment (likely several) which you can implement immediately in your practice. You can apply here.
Are there specific types of dental practices in Perth that Elite Dental Management does not work with?
While our consulting framework can assist a wide range of clinics, we typically do not work with corporate-owned or health fund-owned dental practices, as our passion lies in protecting the autonomy of independent dentists.
Additionally, we prefer to partner with practices that have been operating for five years or more, have three active chairs or more (or aspire to at least three chairs), and are actively marketing.
Established clinics have historical patient records, an existing team culture, and baseline operating systems, which allows our PracTrac system to accelerate revenue growth much faster.
Practices with fewer than three active chairs are often not sufficiently growth focused to benefit optimally from our services. (However, we are happy to work with smaller clinics as long as an ambition to grow is evident).
While we can assist startup dental clinics, building from zero takes longer to achieve the rapid profitability traction our established clients enjoy.
Why do standard dental practice training programs often fail compared to on-site implementation?
Most off-site seminars or online training modules create a temporary spike in motivation that quickly fades once staff return to the reality of a busy clinic.
When the phone is ringing and the waiting room is full, team members inevitably revert to their old, inefficient habits just to survive the day.
None of this is anyone's fault inside the practice. It is the style of training on offer that is to blame.
This is why we use on-site training that is supported and reinforced until it becomes second nature in your practice.
Elite Dental Management's on-site implementation trains your team in real-time, side-by-side during actual patient hours, ensuring that new protocols are permanently hardwired into your practice culture.
This is why PracTrac gets superior, permanent results for our clients.
This is what finally "moves the needle" for your practice growth and success.
Can a dental practice owner implement the findings of the full PracTrac Audit without ongoing consulting?
Yes, you absolutely can.
The full PracTrac Audit report is a comprehensive roadmap that you can execute independently.
However, many Perth practice owners choose to engage our implementation services because they simply lack the time, or their existing management team is already overwhelmed with daily operations.
Having fresh eyes guide the change management process helps overcome deep-rooted habits and ensures the execution matches your vision without adding more stress to your plate.
Does Elite Dental Management offer a trial period or guarantee for their dental consulting services?
Because we selectively partner with a small number of independent dental practices each year, absolute trust and alignment are vital.
To ensure our working styles are compatible, we offer a 30-day trial period for our ongoing implementation services, during which we will not invoice you.
If either party decides the partnership isn't a perfect fit before the 30 days are up, we part ways amicably at no ongoing cost to you.
However, please note that the initial full PracTrac Audit, which provides your customized growth blueprint, is invoiced upfront and is non-refundable.
Does Elite Dental Management provide recruitment and hiring support for Perth dental clinics?
Yes, we do.
Helping our clients navigate the current staffing crisis in the Western Australian dental sector is a core component of our consulting services.
We handle the heavy lifting of the recruitment process, from drafting compelling job advertisements that attract top-tier talent to conducting initial screenings and structured interviews.
Further, we implement robust onboarding and retention strategies to ensure your new hires integrate smoothly and stay with your practice long-term.
During the hiring process, it is important to identify and employ people who fit in with the culture of your practice, as this is one of the keys to employee performance and productivity.
Employees who identify more with their workplace, are happier, experience greater job satisfaction, are more committed, perform better and are more likely to stay long term with their employer.
How does Elite Dental Management ensure the confidentiality of patient and practice data during the PracTrac Audit?
We understand that granting access to your practice management software (such as Exact or Dental4Windows "D4W" or Oasis) and patient records requires immense trust.
Our founder, Tina, brings over 19 years of combined experience as a Practice Manager and dental consultant, making careful data handling a deeply ingrained core value.
We have successfully audited numerous Perth dental practices without a single breach of confidentiality.
If you have specific privacy concerns, we encourage you to discuss them directly with Tina, who will ensure we structure our audit to meet your exact comfort level.
We take data security and privacy as seriously as you do and would never wish to exceed your comfort level.
How quickly can Elite Dental Management begin consulting with my Western Australian dental practice?
As a boutique consultancy dedicated to hands-on implementation, our availability fluctuates based on our current client roster.
The simplest way to determine our timeline is to contact us directly.
In the best-case scenario, we can begin immediately; at worst, there may be a waitlist of several weeks before we can commence on-site work.
However, even if there is a short wait, we can immediately begin the initial onboarding and data collection processes to ensure we hit the ground running when your official implementation starts.
What does “on-site implementation” look like in a working dental clinic?
On-site implementation means we work alongside your team in your real clinic environment, not in theory.
We observe workflows, identify where systems break down under pressure, and help install practical processes your team can follow consistently—especially around reception, scheduling, recalls, and handovers.
We are especially careful about how the patient experience is affected by staff attitude and training. Your front desk is the front line of your practice, and so it is especially important that your reception staff are good at building rapport and connection with patients. To facilitate this, we make sure to observe and review, with the relevant staff members, any interactions which may not promote an optimal patient experience.
The goal is not more “training”; it’s making the new systems and appropriate attitudes 'stick' in the middle of a busy day.
Who will you work with: the owner, the practice manager, or the whole team?
We work directly with the owner and the team members responsible for day-to-day operations—which often includes the practice manager and reception staff.
Sustainable change happens when the owner sets direction and the team has the systems, training, and accountability to maintain standards without constant owner intervention.
And if you don’t currently have a strong practice management structure, we can help you build one.
How much does PracTrac cost (Mini-Audit, Full PracTrac Audit, and Implementation)?
Pricing depends on the size of your dental practice, the complexity of your systems, and whether you want an audit only or hands-on implementation. After the free PracTrac Mini-Audit, we’ll recommend the most suitable next step and provide clear fees and deliverables before you commit to anything.
We focus on ensuring the work is commercially sensible—meaning the improvements in efficiency, production, and team performance should justify the investment.
---------------------
You are invited to try our FREE PracTrac Mini-Audit, which is conducted by phone with you for 30 minutes.
This gives you a chance to try our PracTrac system for yourself. We are sure you'll walk away with at least one 'ah ha!' moment (likely several) which you can implement immediately in your practice. You can apply here.
Do you help with cancellations, no-shows, and filling appointment book gaps?
Yes. Many practices don’t have a demand problem—they have an appointment book control problem.
PracTrac focuses on tightening confirmation processes, waitlist systems, booking rules, and team habits that reduce last-minute gaps and protect production.
This is often one of the fastest areas to see measurable improvement.
Do you help with recalls and reactivations (including hygiene/periodontal maintenance)?
Yes.
Recall and reactivation systems are one of the most common sources of hidden lost production and inconsistent appointment flow.
We help you implement a recall process that is assigned to specific roles, measured consistently, and followed daily—so it becomes a system, not a report that gets ignored.
This supports both patient care and predictable practice revenue.
What KPIs do you track during PracTrac implementation?
We track a focused set of KPIs that reflect real operational health—such as block bookings for high-production, cancellations/no-shows, recall effectiveness, reappointment rate, and conversion of treatment plans for patients already in the practice system.
We keep the reporting practical and action-based, so your team knows exactly what to improve week to week.
The aim is clarity and accountability without drowning you in numbers.
Do you help with the patient experience and Google reviews (without being pushy)?
Yes.
Patient experience is usually a systems issue: communication, waiting times, clarity of next steps, and consistent follow-ups.
We help improve the systems that naturally increase patient satisfaction and make it easier for happy patients to leave reviews—without awkward scripts or pressure.
This supports both retention and new patient flow in competitive Perth suburbs.
If we support the patient in the right way, they patient experience will be high-quality and the reviews will flow from there.
Do you work with specialist practices or only general dentists?
Yes, we work with both specialist dental practices and independent general dental practices.
We work primarily with independent general dental practices, and we can also support some specialist practices where operational systems, scheduling, team structure, and patient communication are key constraints.
The first step is a Mini-Audit so we can confirm fit and priorities.
---------------------
You are invited to try our FREE PracTrac Mini-Audit, which is conducted by phone with you for 30 minutes.
This gives you a chance to try our PracTrac system for yourself. We are sure you'll walk away with at least one 'ah ha!' moment (likely several) which you can implement immediately in your practice. You can apply here.
Elite Dental Management FAQs
Filter by topic:
- All Topics
- Audit
- Confidentiality
- Fees
- Implementation
- Philosophy
- PracTrac
- Results
- Staff-&-Hiring
- Training
What is the PracTrac system by Elite Dental Management?
The PracTrac system is our proprietary, hands-on framework designed specifically to boost revenue, streamline daily operations, and improve staff retention for dental clinics.
Unlike standard consulting that leaves you with a binder of unread advice, PracTrac involves active, on-site implementation alongside your team in your Perth clinic.
We focus on optimizing your patient journey, maximizing your appointment books, and creating robust systems that work independently of the practice owner.
It works by:
- Assessing your current needs (PracTrac Audit)
- Designing new systems and modifying current practice systems to address those needs.
- Training staff to implement those systems in a competent, confident, and consistent manner.
- Monitoring the training and usage of the systems so that they become natural and second nature for the practice.
- This is how your practice becomes, essentially, autonomous.
Why does Elite Dental Management offer a free PracTrac Mini-Audit to Western Australian dental clinics?
The free Mini-Audit is designed to deliver immediate, concrete value so you can experience our consulting expertise before committing financially.
Often, practice owners are too close to their own daily operations—the classic "can't see the forest for the trees" scenario—and struggle to identify hidden bottlenecks.
During this 30-minute phone session, we provide at least one, if not several, actionable fixes you can immediately apply to your appointment or patient recall systems, your hiring or retention concerns, or your general practice culture and systems adoption issues.
There is absolutely no obligation to continue working with us after this session.
What is the difference between the free PracTrac Mini-Audit and the full comprehensive PracTrac Audit?
The free Mini-Audit is a quick, high-value 30-minute phone consultation designed to give you a sample of our expertise by providing immediate, implementable action items to save you time and money today.
In contrast, the full PracTrac Audit is an intensive, on-site investigation at your Perth clinic over several sessions.
We meticulously review all aspects of your operations, from your front desk scripts to your clinical workflows.
The result of the full audit is a detailed, step-by-step roadmap to fix leaky systems, bridge training gaps, and permanently elevate your practice's profitability.
Is there an obligation to purchase the full PracTrac Audit after completing the free Mini-Audit?
Absolutely not.
The full PracTrac Audit is a highly detailed assessment that requires a practice to be ready for substantial operational growth, and frankly, it isn't suitable for every clinic.
The full PracTrac Audit is a comprehensive 'nuts-and-bolts' assessment of your practice, your patient and revenue retention systems, your scripts and processes, your staff and practice culture, and, ultimately, provides you with a detailed roadmap to greatly improving all your existing revenue/profits expansion opportunities.
The full PracTrac Audit maps out how your clinic can become a "self-driving" business, allowing you to step back from day-to-day management to focus on clinical production and high-level strategy.
We only invite practices to proceed to the full audit if we mutually agree that your team is prepared to embrace the necessary cultural and systematic shifts.
What does the full PracTrac Audit include, and how does it identify lost revenue in a dental clinic?
The full PracTrac Audit is an exhaustive, top-to-bottom snapshot of your business systems, staff competencies, and patient satisfaction levels designed to pinpoint exactly where your clinic is losing money.
Our audits reveal that the average independent practice loses up to 24% of its potential annual revenue due to systemic inefficiencies.
For instance, we recently demonstrated to a Perth practice how they lost $1.5 million AUD over three years simply because staff weren't trained to tick a specific box in their scheduling software!
Once we identify these critical revenue leaks, we provide a comprehensive plan to fix them.
How quickly can a dental practice expect to see profitability improvements with Elite Dental Management?
Most dental practices experience tangible operational and financial improvements within the first 30-90 days of deploying the PracTrac system.
We begin by targeting the "low-hanging fruit," such as filling immediate gaps in the appointment book, reactivating dormant patients, and stopping costly scheduling leaks.
This rapid injection of cash flow and efficiency builds momentum, paving the way for the deeper, long-term cultural shifts that drive sustainable profitability.
What is the average return on investment (ROI) and revenue growth for dental practices using PracTrac?
While individual results vary based on clinic size and baseline efficiency, our primary goal is to make our consulting services completely self-funding through the immediate revenue we help you uncover.
Many of our Perth clients see thousands of AUD in previously lost production recovered within the first few weeks of optimizing their recall systems and treatment presentation protocols.
We operate on transparent pricing structures—such as a flat monthly retainer or project-based fee—ensuring you always know your exact investment upfront.
As a "safe" number, and without assessing your particular circumstance, we are able to estimate approximately 20% gross revenue growth within 60 - 180 days as a common result many of our clients enjoy, though this may be higher for you depending on your particular circumstance.
Naturally, net profit is harder to pin down, sight unseen, but since our systems largely focus on improving the efficiency of your current resources, a large portion of new gross revenue generated would likely be profit.
Can a dental practice owner implement the findings of the full PracTrac Audit without ongoing consulting?
Yes, you absolutely can.
The full PracTrac Audit report is a comprehensive roadmap that you can execute independently.
However, many Perth practice owners choose to engage our implementation services because they simply lack the time, or their existing management team is already overwhelmed with daily operations.
Having fresh eyes guide the change management process helps overcome deep-rooted habits and ensures the execution matches your vision without adding more stress to your plate.
Does implementing the PracTrac system require dental practices to purchase new management software?
No, you will not need to undergo the costly and frustrating process of migrating to new practice management software.
The PracTrac system is designed to integrate perfectly with the systems you already use in your clinic, whether that is Exact by SOE, Dental4Windows "D4W", PracticeWorks, or a cloud-based alternative.
We uncover the hidden efficiencies and underutilized features within your existing software, ensuring you get maximum return on the technology you are already utilizing.
(The only exceptions: If your practice management software is hopelessly out of date. Or if you are still running your practice with paper appointment books - less and less likely, these days!)
Does Elite Dental Management provide recruitment and hiring support for Perth dental clinics?
Yes, we do.
Helping our clients navigate the current staffing crisis in the Western Australian dental sector is a core component of our consulting services.
We handle the heavy lifting of the recruitment process, from drafting compelling job advertisements that attract top-tier talent to conducting initial screenings and structured interviews.
Further, we implement robust onboarding and retention strategies to ensure your new hires integrate smoothly and stay with your practice long-term.
During the hiring process, it is important to identify and employ people who fit in with the culture of your practice, as this is one of the keys to employee performance and productivity.
Employees who identify more with their workplace, are happier, experience greater job satisfaction, are more committed, perform better and are more likely to stay long term with their employer.
Why do standard dental practice training programs often fail compared to Elite Dental Management's on-site implementation?
Most off-site seminars or online training modules create a temporary spike in motivation that quickly fades once staff return to the reality of a busy clinic.
When the phone is ringing and the waiting room is full, team members inevitably revert to their old, inefficient habits just to survive the day.
None of this is anyone's fault inside the practice. It is the style of training on offer that is to blame.
This is why we use on-site training that is supported and reinforced until it becomes second nature in your practice.
Elite Dental Management's on-site implementation trains your team in real-time, side-by-side during actual patient hours, ensuring that new protocols are permanently hardwired into your practice culture.
This is why PracTrac gets superior, permanent results for our clients.
This is what finally "moves the needle" for your practice growth and success.
Why does Elite Dental Management require on-site implementation at my Perth dental practice?
Achieving lasting operational change requires battling three major obstacles:
- natural resistance to change (often due to mental overload)
- the tendency to shortcut new workflows (requiring on-site vigilance to counter)
- and the intense time pressure of a busy clinic.
While we could offer remote coaching like other dental consultants, remote support fails to address the real-time chaos of a full waiting room.
By working on-site, directly alongside your team, we ensure that new systems are installed correctly and monitored continually until they become second nature.
This hands-on approach is the most cost-effective way to guarantee that our strategies permanently transform your practice culture.
What does “on-site implementation” look like in a working dental clinic?
On-site implementation means we work alongside your team in your real clinic environment, not in theory.
We observe workflows, identify where systems break down under pressure, and help install practical processes your team can follow consistently—especially around reception, scheduling, recalls, and handovers.
We are especially careful about how the patient experience is affected by staff attitude and training. Your front desk is the front line of your practice, and so it is especially important that your reception staff are good at building rapport and connection with patients. To facilitate this, we make sure to observe and review, with the relevant staff members, any interactions which may not promote an optimal patient experience.
The goal is not more “training”; it’s making the new systems and appropriate attitudes 'stick' in the middle of a busy day.
How does the PracTrac implementation process affect existing dental practice staff?
Change can often trigger anxiety or pushback among your front office and clinical teams, which is a common fear for practice owners looking to improve operations.
We counter this by integrating seamlessly into your daily environment, positioning ourselves as supportive mentors rather than disruptive dictators.
By showing your staff how the PracTrac system directly reduces their daily stress and eliminates chaotic scheduling, while improving the overall work culture, we rapidly gain their buy-in and transform them into champions of the new processes.
We work compassionately, collaboratively and patiently with all staff members of all our client practices. We find there is no advantage forcing change. But we do gently encourage it by negotiation and gentle, persistent reminders.
Who will you work with: the owner, the practice manager, or the whole team?
We work directly with the owner and the team members responsible for day-to-day operations—which often includes the practice manager and reception staff.
Sustainable change happens when the owner sets direction and the team has the systems, training, and accountability to maintain standards without constant owner intervention.
And if you don’t currently have a strong practice management structure, we can help you build one.
Why does Elite Dental Management specialise in consulting for independent dental practices in Perth?
We passionately believe that independent dental practices are the heartbeat of quality patient care in Western Australia.
However, local practice owners are facing unprecedented pressure from corporate dental groups and health fund-owned clinics that attempt to monopolize market share.
Elite Dental Management exclusively supports independent dentists to level the playing field, giving you the operational blueprints and business strategies needed to thrive without compromising your clinical autonomy.
Tina Kay, our founder, has spent a large portion of her career working in local dental practices and believes the value they bring to a community is intangible but substantial. They are part of the fabric of a healthy suburb.
In our view, local dental practices should remain a trusted pillar serving the community, and not treat the community as an exploitable commodity.
How does Elite Dental Management ensure the confidentiality of patient and practice data during the PracTrac Audit?
We understand that granting access to your practice management software (such as Exact or Dental4Windows "D4W" or Oasis) and patient records requires immense trust.
Our founder, Tina, brings over 19 years of combined experience as a Practice Manager and dental consultant, making careful data handling a deeply ingrained core value.
We have successfully audited numerous Perth dental practices without a single breach of confidentiality.
If you have specific privacy concerns, we encourage you to discuss them directly with Tina, who will ensure we structure our audit to meet your exact comfort level.
We take data security and privacy as seriously as you do and would never wish to exceed your comfort level.
Is the initial PracTrac system & dental management consultation with Elite Dental Management free?
Yes, your first discovery session with our Perth-based consultants is completely free.
We view this initial consultation as a mutual discovery session to determine if the PracTrac system is the right fit for your clinic's specific challenges.
You are welcome to bring up any issues—from staff retention to stagnant revenue—and we will do our best to address them without any high-pressure sales tactics, as we find our best clients are those who learn to trust us and our methods.
If we determine that PracTrac isn't suitable for your Western Australian practice, we will still provide you with actionable ideas to improve your situation.
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You are invited to try our FREE PracTrac Mini-Audit, which is conducted by phone with you for 30 minutes.
This gives you a chance to try our PracTrac system for yourself. We are sure you'll walk away with at least one 'ah ha!' moment (likely several) which you can implement immediately in your practice. You can apply here.
Does Elite Dental Management offer a trial period or guarantee for their dental consulting services?
Because we selectively partner with a small number of independent dental practices each year, absolute trust and alignment are vital.
To ensure our working styles are compatible, we offer a 30-day trial period for our ongoing implementation services, during which we will not invoice you.
If either party decides the partnership isn't a perfect fit before the 30 days are up, we part ways amicably at no ongoing cost to you.
However, please note that the initial full PracTrac Audit, which provides your customized growth blueprint, is invoiced upfront and is non-refundable.
How much does PracTrac cost (Mini-Audit, Full PracTrac Audit, and Implementation)?
Pricing depends on the size of your dental practice, the complexity of your systems, and whether you want an audit only or hands-on implementation. After the free PracTrac Mini-Audit, we’ll recommend the most suitable next step and provide clear fees and deliverables before you commit to anything.
We focus on ensuring the work is commercially sensible—meaning the improvements in efficiency, production, and team performance should justify the investment.
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You are invited to try our FREE PracTrac Mini-Audit, which is conducted by phone with you for 30 minutes.
This gives you a chance to try our PracTrac system for yourself. We are sure you'll walk away with at least one 'ah ha!' moment (likely several) which you can implement immediately in your practice. You can apply here.
Do you help with cancellations, no-shows, and filling appointment book gaps?
Yes. Many practices don’t have a demand problem—they have an appointment book control problem.
PracTrac focuses on tightening confirmation processes, waitlist systems, booking rules, and team habits that reduce last-minute gaps and protect production.
This is often one of the fastest areas to see measurable improvement.
Do you help with recalls and reactivations (including hygiene/periodontal maintenance)?
Yes.
Recall and reactivation systems are one of the most common sources of hidden lost production and inconsistent appointment flow.
We help you implement a recall process that is assigned to specific roles, measured consistently, and followed daily—so it becomes a system, not a report that gets ignored.
This supports both patient care and predictable practice revenue.
What KPIs do you track during PracTrac implementation?
We track a focused set of KPIs that reflect real operational health—such as block bookings for high-production, cancellations/no-shows, recall effectiveness, reappointment rate, and conversion of treatment plans for patients already in the practice system.
We keep the reporting practical and action-based, so your team knows exactly what to improve week to week.
The aim is clarity and accountability without drowning you in numbers.
Do you help with the patient experience and Google reviews (without being pushy)?
Yes.
Patient experience is usually a systems issue: communication, waiting times, clarity of next steps, and consistent follow-ups.
We help improve the systems that naturally increase patient satisfaction and make it easier for happy patients to leave reviews—without awkward scripts or pressure.
This supports both retention and new patient flow in competitive Perth suburbs.
If we support the patient in the right way, they patient experience will be high-quality and the reviews will flow from there.
Do you work with specialist practices or only general dentists?
Yes, we work with both specialist dental practices and independent general dental practices.
We work primarily with independent general dental practices, and we can also support some specialist practices where operational systems, scheduling, team structure, and patient communication are key constraints.
The first step is a Mini-Audit so we can confirm fit and priorities.
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You are invited to try our FREE PracTrac Mini-Audit, which is conducted by phone with you for 30 minutes.
This gives you a chance to try our PracTrac system for yourself. We are sure you'll walk away with at least one 'ah ha!' moment (likely several) which you can implement immediately in your practice. You can apply here.
Are there specific types of dental practices in Perth that Elite Dental Management does not work with?
While our consulting framework can assist a wide range of clinics, we typically do not work with corporate-owned or health fund-owned dental practices, as our passion lies in protecting the autonomy of independent dentists.
Additionally, we prefer to partner with practices that have been operating for five years or more, have three active chairs or more (or aspire to at least three chairs), and are actively marketing.
Established clinics have historical patient records, an existing team culture, and baseline operating systems, which allows our PracTrac system to accelerate revenue growth much faster.
Practices with fewer than three active chairs are often not sufficiently growth focused to benefit optimally from our services. (However, we are happy to work with smaller clinics as long as an ambition to grow is evident).
While we can assist startup dental clinics, building from zero takes longer to achieve the rapid profitability traction our established clients enjoy.
How quickly can Elite Dental Management begin consulting with my Western Australian dental practice?
As a boutique consultancy dedicated to hands-on implementation, our availability fluctuates based on our current client roster.
The simplest way to determine our timeline is to contact us directly.
In the best-case scenario, we can begin immediately; at worst, there may be a waitlist of several weeks before we can commence on-site work.
However, even if there is a short wait, we can immediately begin the initial onboarding and data collection processes to ensure we hit the ground running when your official implementation starts.
