Tito’s Pearls of Wisdom: Dental Practice Management Tips
by Kelly Larson
Dental Management Tips from AADOM’s 2024 Office Manager of the Year – Multi-Location Practice
As the Regional Manager and driving force behind Dr. Ammar Mousa & Associates, a multi-location practice in Wildwood, FL, Alnardo “Tito” Albino, MAADOM, has steered his team toward success and helped their office grow and prosper. His leadership philosophy, centered on fostering individual growth and cultivating a cohesive team, has not only elevated the practice’s performance but also earned him the admiration of his peers.
AADOM has recognized Tito as this year’s 2024 Office Manager of the Year – Multi-Location Practice, and we’ve invited him to share his dental practice management tips for office efficiencies and team engagement.
1) Lead by Example, Not by Title
Leading by example is one of the most powerful things you can do as a manager. Your team is always observing how you handle challenges, interact with patients, and navigate daily tasks. Showing them that you’re not above rolling up your sleeves, whether answering phones during a busy day or helping clean up after a procedure, sets the tone for a collaborative and respectful work environment.
Leadership isn’t about barking orders from an office chair; it’s about actively participating in your team’s success. When you lead by example, you’re earning respect and reinforcing the behaviors you want your team to adopt.
This approach also humanizes you as a leader. The title of “Manager” or “Regional Manager” can sometimes create a perceived barrier between you and the team. You break down those walls by being approachable and relatable and demonstrating that you’re willing to share in their workload.
Team members will feel more comfortable coming to you with problems or suggestions, which improves communication and fosters a stronger sense of teamwork. It’s important to remind your team that although you manage the office, you’re still a part of it.
Actionable takeaway: Don’t wait for a crisis to step in and help. Make it a regular practice to participate in day-to-day tasks alongside your team. This not only builds camaraderie but also allows you to stay in touch with the office’s pulse, which will help you make more informed decisions.
2) Create Systems, but Stay Flexible
As a manager overseeing one or multiple dental practices, having efficient systems in place is crucial for smooth operations. From scheduling protocols to patient communication workflows, consistency ensures that all offices are running effectively and meeting practice goals.
However, it’s equally important to remain flexible. No two offices are exactly the same, and sometimes systems need to be adapted to fit the unique culture or needs of a particular team.
Flexibility allows you to fine-tune processes based on feedback or changes in technology, ensuring that your systems continue to serve the team, rather than stifle creativity or efficiency.
The key is to strike a balance between maintaining the structure and allowing room for adjustments. I’ve learned that the best systems are those that can evolve over time. Listen to your team members—they are the ones using these systems daily, and they often have valuable insights on how things can be improved.
For example, a standardized patient check-in system may work for most offices, but one practice might benefit from a digital update to reduce wait times. Instead of forcing every office into the same mold, find a happy medium that allows consistency without rigidity.
Actionable takeaway: Review your systems regularly and ask for feedback from your team. Be open to making adjustments when necessary and remember that flexibility doesn’t mean a lack of structure—it means adapting to optimize results.
3) Show Up for Your Team
One of the best ways to strengthen your leadership is to simply show up—physically and emotionally.
As a regional manager, it can be easy to become disconnected from individual offices if you’re overseeing multiple locations. However, making the effort to visit each office regularly shows your team that you are engaged, invested, and supportive. Even if it’s just a quick visit to say hello, bring some treats, and check in with the team, these interactions make a huge difference in morale and trust.
People want to feel appreciated, and your presence in the office reminds them that you’re there to support them.
It’s not just about showing up when there’s a problem to fix; it’s about being present during the good times, too. Celebrating wins, whether it’s an individual team member’s achievement or a team effort that contributed to the practice’s success, helps build a positive culture.
These personal connections go a long way in fostering loyalty and creating an environment where people feel valued. When your team knows you care, they are more likely to go the extra mile for the practice and the patients.
Actionable takeaway: Make office visits a regular part of your routine. Don’t wait for a crisis to engage with your team—show up to show appreciation, celebrate success, and strengthen relationships. Small gestures, like bringing treats or handwritten thank-you notes, go a long way in building morale.
4) Inspire Accountability Through Trust
Accountability is a critical component of any successful team, but it must be built on a foundation of trust. Micromanaging can often stifle creativity and motivation, whereas empowering your team to take ownership of their roles encourages a culture of accountability.
When team members feel trusted, they are more likely to take responsibility for their work, make thoughtful decisions, and contribute to the overall success of the practice.
This doesn’t mean you should have a hands-off approach, but rather that you should create an environment where your team feels supported, trusted, and capable.
To foster this culture of accountability, set clear expectations from the beginning. Make sure everyone knows what their roles and responsibilities are and offer the tools they need to succeed. Regular feedback, both positive and constructive, keeps everyone on the same page.
Most importantly, as a leader, you need to demonstrate accountability yourself. Own up to your mistakes, be transparent in your decision-making, and show your team that accountability starts at the top.
Actionable takeaway: Create a culture of trust by giving your team the autonomy to own their roles. Set clear expectations, provide ongoing feedback, and lead by example in demonstrating accountability.
5) Put People First: Your Team and Your Patients
At the core of every successful dental practice are the people—both the team that runs it and the patients who rely on it for care. As a manager, it’s your job to ensure that both groups feel valued.
Investing in your team’s professional and personal growth leads to a happier, more motivated team, which in turn creates a better patient experience.
Simple gestures like recognizing achievements, providing opportunities for training and development, or offering flexible schedules, when possible, go a long way in boosting morale and job satisfaction.
When your team is happy, that energy is contagious and directly impacts patient care. Patients can sense when they are entering a positive and cohesive environment, which increases their trust and loyalty to the practice. Putting people first doesn’t mean compromising on business goals; in fact, it’s quite the opposite.
When you prioritize your team’s well-being and create an environment where they feel supported and appreciated, they are more likely to go above and beyond for both the practice and the patients.
Actionable takeaway: Make people your priority—invest in your team’s development and well-being and ensure that patient-centered care remains the heart of your practice. A positive, people-first culture leads to stronger patient relationships and better business outcomes.
6) Prioritize Self-Care and Family
As a regional manager, it’s easy to feel like you’re on call 24/7. While dedication to your role is important, it’s equally essential to set boundaries and prioritize self-care. Taking time to recharge, whether through hobbies, exercise, or quality time with family, is crucial for maintaining your mental and physical health.
Burnout is real, and when you’re constantly in work mode, it not only affects your own well-being but also your ability to lead effectively. By taking care of yourself, you’re setting an example for your team to do the same.
Work-life balance doesn’t mean you’re any less committed to your role; it means you’re ensuring sustainability in your career. For me, spending time with my family and engaging in hobbies like plant therapy helps me reset and return to work with fresh energy and perspective.
It’s important to remember that our personal lives fuel our professional success. When we’re rested, fulfilled, and happy outside of work, it reflects in our leadership, decision-making, and interactions with our team.
Actionable takeaway: Don’t forget to prioritize your own well-being. Set boundaries, take time for yourself, and remember that enjoying life outside of work is key to maintaining long-term success in your role as a leader.
Is Your Dental Office Manager Our Next Practice Administrator of the Year?
Each year, AADOM recognizes two members as Office Managers of the Year (single-location practice and multi-location practice) who exemplify leadership, actively pursue professional development, education, and community service, and have demonstrated the ability to increase practice efficiency and profitability through the implementation of systems, technology, and marketing strategies. Does this sound like you or the office manager of your dental practice?
Nominations for 2025 will open soon! Your candidate could be recognized at the 2025 AADOM Conference this September.
