 Hello, everybody. Good morning. Andrew Mayesky here with dental tutoring. Let's talk about how I do my own Bookkeeping for my own dental hygiene and mobile practice. Okay. This is something again When I first started my mobile practice even when I was thinking about it You want to ask other hygienists? You want to ask other mobile practice owners? How do they do their own bookkeeping? Do they hire somebody? Do they purchase that ten thousand twenty thousand dollar? Software like what's the best thing to do and what is worth spending the money on and what might not be? So let me first say that I am actually a lot busier than I thought I would be Starting it out because a dental hygiene mobile practice, you know, I thought okay. Yes It's a great thing, but it takes time to get the word out there I thought okay, maybe I'll see one patient a day Maybe one patient every other day, but I tend to see two to three patients every day When I kind of feel like I need a break because mobile is Hard because you have to lug everything in the car out of the car in the house But I love it, you know as silly as that sounds, but I don't want to hurt myself either when I feel I need a break I do take time off So I'm kind of Staggering my patients a little bit so that I'm not seeing like five patients every single day if I'm seeing more than one patient in a household That's excellent, but something that So I just kind of wanted to mention that too. So you know that yes I'm busy and it would be great to buy one of those dental softwares out there. There's Maxident there's you know tons right tons as you guys know, but $10,000 $20,000 I'm just not willing to spend yet because I feel like I'm not that busy So in my opinion starting out it is okay to do your own bookkeeping So I'm actually going to show you guys What I do and what I've learned along the way that has helped me keep organized now This might not be the best way of doing things But I do consider myself an organized person So I wanted to share with everybody how I get organized So first things first you guys and I'll leave the link for you guys on the bottom I wonder if I can put up quickly my cell phones over there one second. I Did not buy this initially the quick books software I probably bought it six months later, but this has saved my life I literally pay $10 maybe even a little bit more per month But it's the most amazing thing ever because quick books and I'm just kind of finding it on my phone quick books You can actually download the app So they have a quick books app that And sorry, I was trying to show you guys the app But when I'm showing you guys it brings up patients names that I don't want you guys to see So let me just kind of show you guys the app here And I do have other apps too, but check this out you guys. So the quick books app. Where are you right here? I will leave the link for you guys on the bottom. You need the quick books app That's the only thing that you do from everything that I tell you guys That's the best thing because what I am starting to do is let's say I see a patient and I just did this now So I fill out the claim form here again. This is obviously not Done up because I don't want to give you any patients names But this is the claim form that I print out from the ODHA website the ODHA fee guide I believe this is at the back of it You just print it out and then you fill everything in as a dental hygienist at least where I'm living right now We cannot send claims electronically. It does have to be by mail and paper form Some insurance companies are now allowing us to do this But again, you have to have the Software to do that and I just don't want that if that expense. So yes, you guys it takes time obviously But this works for me. So I fill everything out. Let's say the treatment came to 200 dollars What I do is I go to my quick books app. Um, I wonder if I can show you guys Let me see if I can show you something online one moment Hold that thought Let's see. How can I pause recording? Okay? Here we go guys. Just one second. Okay guys, sorry about that So let me just share my screen just so I can show you what quick books is all about It's not that expensive and it is considered a business expense. So trust me you guys you need this It will make your life so much easier. This has saved me hours at the end of the video I'll tell you guys kind of what I did at the beginning and how I literally had to go back and Redo everything because things just were adding up. But quick books does it all for you? So what I do so after I fill out the patient form here, I I What am I trying to say? I I create okay, I create the invoice in quick books So I create the invoice now I probably can't can't show you how to do that here and I don't want to log into my Account because then you'll see all of the patient's names, right? So I apologize I can't really show you that but I can help you guys with this if you do sign up and you need help But it's pretty easy like literally I go on the app. I click Create invoice that's it. So what I do is I create the invoice for the actual patient Okay, so let's say the treatment came to $200 and I knew from before That they have 80% coverage. So then I would have them paid pay the difference of That that appointment to me at the appointment time. Okay, so you do have to do some math I have another app actually that I will give you guys what you guys can probably do math in your head I cannot and I don't really trust myself. I kind of trust technology more But I have an app. I'm just checking what it's called It's called the percentage Calculator, let me stop sharing my screen so I can show you what this looks like. So see this you guys so the Percentage calculator I can leave the link for you guys on the bottom too, but let's say their original amount was $200 They have 80% coverage. So I plug that into my my app So see how the original amount is $200 the percentage is is 80% So they will only owe at that appointment $40 so what I do is I create the invoice in the app and Then for $200. So that is the invoice But then I do apply a payment onto that invoice So it's literally just opening up the app and clicking invoice payments like they make it so easy Click that and let's say they paid the $40 at that appointment. I would input that done Easy and I will have it set a reminder to me in 30 days because usually In insurance takes 30 days to actually pay me It's been two weeks sometimes which is awesome, but it's usually 30 days. So I set the reminder to Check in 30 days and then insurance sends me a check for hopefully the full amount that was Not paid at the time of that appointment and then when I get that check in the mail Then I will apply that Check amount to their invoice if I was short a couple dollars Then I just let the patient know oh your insurance company didn't pay three dollars You would just only three dollars at the next appointment or how would you like to pay for that? Don't write things off you guys you might be thinking oh, it's only two dollars I want to make the patient happy No, because two dollars every single patient. Let's just say adds up right don't write things off I'm telling you I know you want to you want to make patients happy You want to get patients, but don't write things off, but that's another story for another day But quick books helped me okay so much what I was doing before was I was just literally keeping like a notebook Like this and just writing things down and and then putting in my calendar when I would expect to get that check from insurance But then if I got the check I would have to go back and say oh, yeah How much did that patient owe again? It was just a big mess and I should have no matter But I didn't I didn't want to spend ten dollars a month on quick books, but it's the best thing trust me You need that so that's what I do with my paper claims now How do I write charts you might around how do I keep charts you might be wondering you can't just buy charts online if you can Please tell me I can't find them and I don't need 800 You know blank charts either so if you guys can find something let me know But what I'm doing is and I can leave the link for these two as I bought Like a thing of a hundred file folders off of Amazon. Yes They're not a very exciting color, but if you get exciting colors, that's like $20 more again Not a big deal, but I don't need that and I create labels Right here, so I do create a label and I just kind of stick it on Like this there's no name obviously you guys but you can see that right like I would just stick it on and then I put It in my handy dandy Which I think will need a larger one file folder here, and it is organized by Sorry guys, I don't want to show you guys names here It is it is organized by letters. Obviously last name and then first name So I put everything in here. So what goes in the chart? Do you ask I put in their medical Identical history and their new patient forms which I did have for you guys. I wanted to show you I did make my own patient forms and I did upload them online too So for those people who are more technical and they just want to let click things online It took me time, but I did do that. So here is just an example of the new patient forms where I just ask the same questions that any Dental office would ask If you guys are inside my mobile rdh Academy course where I teach you guys how I literally thought about starting my own practice to actually doing it to The pros cons what I did wrong what I did right what I learned all of that This is actually inside that full course Just so you guys can kind of have a little sample So have a look if you're not part of the course yet and you want to start your own Dental hygiene business you need to be inside that course. We are all amazing We have a Facebook group as well I think there's about 80 members of us and and we just asked questions We had asked some insurance questions the other day like oh It's been a month since I had this insurance payment has anybody else had any problems with this insurance company So we do talk about all of that which is so helpful, right? Because when you're starting a business you need the help obviously and you don't know who to turn to so we can all help Help each other. So we are awesome. So I literally just put that inside their chart here with their name And I printed out and these actually came inside the Facebook group because I was looking for Charts that I could print and then just kind of use that way because I don't have a computer Charting system either. That's too much money for me to spend right now. So what I did you guys was I Printed out. Sorry. I'm just kind of looking for my different ones here. I printed out These blank sheets, so I have this one and if you need these two they are inside our core So you guys will have everything you need Here you go. Plus I did up my like dental hygiene office policies manuals all of that I do have samples of that inside the course too so that you guys can kind of know where to start, right? I thought I had like a probing sheet, but I bet I just used them up and I need to print them more So my apologies. I do have like one that I use for probing. Oh, here it is So if I'm probing a patient I use this one When I'm charting the Odontogram if it's an adult I use this one and if it's a child I use this one. So put these nice easy simple I'm tempted to put them on like a different color piece of paper so they stick out more But then it might be hard to do the charting So I'm not really sure yet, but I put those inside the chart as well And then I just put them inside the file folder done easy if they fill out the medical dental history online Then I do print that so that I can have it inside their chart too because when I see patients I like to bring my charts with me Because sometimes it does happen where I might be on the road and I get a patient saying oh Are you in town? Could you come by to clean my sister's teeth? She's in town today only and if I have time then I will go to her house You know and then she might want a cleaning too if I didn't have her chart with me Then I wouldn't have it and I might be like, oh, yeah Can you talk about the medical dental history that you have again because I didn't bring your chart, you know That's just unprofessional. So I like to bring them all with me And I will give you guys the link too with this label maker The funny thing is I I've actually had this for like five years. Seriously We'll know maybe four years My husband actually bought this because there was a sale on like amazon crime and at the time I'm like I don't need a label maker, but I kept it just because I might need it one day and now it's perfect So I will leave the link for you guys on the bottom there Um, what else can I say? So yeah, you guys I can't talk enough about quickbooks I'll leave the link for you guys on the bottom. I know if you use my link I think you get more of a discount, which is perfect. I signed up for quickbooks online So you can have the desktop Quickbooks and you can have one that's the desktop or sorry the internet and the app But there's also like a desktop for your computer I like the one online because I like to do things as I go. So if I Let's say I bought um Some business supplies like I went to staples and bought a laptop like just as an example I like to be able to input that that expense right away because I probably won't think about it later on Right. So with quickbooks you can also input Expenses so I could say add expense. I can take a picture of The receipt and input the expense of the laptop and then there you go Plus I do update the quickbooks every night because anything that I use with my business credit card It goes like online right away. So I don't have to think. Oh, yeah, I did that That expense like a week ago, but what was that again? I have the worst memory ever So I need to do it every single day But having the quickbooks online and on the app helps me do that. So there are different types you can get Um, it doesn't have to be online. It doesn't have to be on the app. You don't pay anything extra for that So that just makes sense to me, but you do pay per month. I don't believe you can pay per year um, let me have a look actually Or, you know, I don't believe you can pay just like one Payment like it would be every month. I believe But I could be wrong. It's just that's easier for me because that's a business expense anyway And I'm not paying like hundreds of dollars right away because businesses cost money. Let me tell you So I hope this helped you guys, but I'll leave the link for you guys for quickbooks on the bottom. Have a look I have the essentials plan. I didn't feel like I needed The plus plan I have the essentials plan Self-employed you might think that that sounds awesome. You might think that that's all you need, but trust me you need more um, it's just not good enough the Either easy start or the essentials plan is what you need Um, I like the essentials plan because if I send this to my accountant, they can have a look at it too So that's why I like that Plus I keep track of my tutoring business and my mobile hygiene business also And I sell um, I sell epicure on the side. So I keep track of that too Epicure is something totally different. Um I just sell that on the side because I buy epicure all the time because that's what we eat at at home So it just kind of made sense to sign up for the company, but I actually train other people That's what I like to do obviously So I train other people how to start their own business with epicure But I I have to keep track of all of that too. So quickbooks allows me to do those three Different ones and keep them separate and keep them organized The easy start would probably be fine if you didn't have to do all of that but it's not that much more a month and um I don't even think I've looked at the easy start. So have a look though That might be good for you. Um, and you do have a free trial for 30 days. So that's pretty cool, right? Um, what else? Oh another thing that I wanted to mention Since you are a mobile hygiene owner you need to keep keep track of when you're going to everybody's house, right? So how I keep track of that actually is with my excel Spreadsheet on my ipad so not computer but on my ipad so that I can just input it As I go along and I was just going to show you guys, but there's actually names here too So I can't show you guys, um, but I do have a blank chart for you inside the mobile rdh academy Have a look you need to keep track of all of that because that is a business expense If you don't keep track of it at the end of the year and you're trying to come up with all of these numbers Because you need to know The amount of kilometers you use for your business and the amount of kilometers you you use for personal Because obviously your car isn't just for business, right? So you need to be able to know the different kinds and if you kind of aim higher You can get audited very very easily and that's the last thing that you want to do So I do help you guys with all of that too inside the mobile rdh course So I did it again. I was talking too long. I apologize Hopefully you you were able to read the whole or sorry listen to the whole thing But if you have questions, let me know and I will see you guys soon I'm going to post all of those links for you guys in the bottom of the video If this helped you, please click like so that I know people are watching. Okay Thank you guys so much for listening and I'll talk to you very very soon