They knock before they enter, but barely. You have one hand on the phone, the other hovering over your keyboard, and someone at the door asking about a missing lab case. It’s not even 9:30 a.m.
Managing a dental office isn’t just a job, it’s the center of every moving part. You’re the scheduler, the insurance expert, the staff therapist, and the patient problem-solver. It’s no wonder you feel stretched thin. And burnout? It creeps in slowly, disguised as being "just busy" until you're completely drained.
Brooke Bird.
You’re not alone. Most of us have been there or are still in the trenches. I remember being grateful for an office door so I could cry, then looking in the mirror, fixing my makeup, putting on a smile, and walking out confidently. I went home exhausted, worked countless hours, and still felt like I hadn’t accomplished anything.
Recently, it hit home as I watched my good friend (who’s also an office manager) work a full day at her office. She moved nonstop, answering one question after another like a multitasking machine. She’s one of the best office managers I’ve ever seen, but watching her from the sidelines, I saw the early signs of burnout I know all too well. It brought back so many memories.
Years ago, I lived that same pace. I poured everything I had into keeping the office afloat, and even when I gave 110%, it never felt like enough. Eventually, I realized that pushing harder wasn’t the answer … working smarter was.
The good news? You don’t have to wait until you are burned out to make a change. There are small shifts that can make a big impact. If you’re running on fumes too, the following three tips might help.
Set boundaries (like, seriously)
Being available 24/7 doesn’t make you a better leader. It makes you the go-to for everything and the dumping ground for every little crisis.
When you’re always available, your team stops trying to problem-solve without you. You train them to expect instant access instead of independence. It leads to burnout.
Your time is valuable, so block off sacred time each week to focus on important tasks without interruptions. Turn your phone on do not disturb, put a note on the door, and/or even assign a gatekeeper. Do whatever you need to do to protect that sacred time.
You wouldn’t interrupt a patient’s root canal. Don’t let others interrupt your deep work.
Start this week: Block off one hour for focused, no-interruptions work.
Next: Make it a weekly habit and expand to two or three blocks. Consider assigning a team lead to protect that time.
You’re not a superhero (so stop acting like one)
I definitely thought I was. (The cape was invisible, obviously.)
You don’t have to do everything to be effective. Focus on two or three high-impact tasks each week. Those tasks could be reviewing monthly production numbers to guide goal-setting, creating clear systems for front-desk workflows, or finally updating that outdated training manual that causes confusion every time someone new is hired.
The fires will still pop up, but you’ll make actual progress, and your team will grow more capable too. Taking the time to do this could give you the space to create systems that work for you and help mediate that mile-long task list.
Leadership isn’t about doing it all. It’s about doing what matters.
Start this week: Delegate one recurring task to a team member.
Next: Document the process and build a mini-playbook for others to follow.
Outsource what drains you
Your time and energy should be spent where it matters most: on production, patient care, and team development. If your day is consumed by time-sucking tasks that pull you away from leadership and progress, it's time to delegate.
Outsourcing doesn't have to mean giving up control. It means gaining efficiency. Whether it’s scheduling, virtual assistance, supply ordering, or even full-scale revenue cycle management, there are support systems available to lighten your load and refocus your priorities.
Birdseye Billing is one of those solutions. Trust me, I didn’t ever think I’d be on board with the outsourcing thing either. But now that I’m on the other side of it, I’ve seen firsthand what a game changer it is.
Revenue flows in regardless of staff turnover, summertime vacations, unexpected life chaos, or last-minute callouts. And, honestly, it’s been such a relief to quietly support practices, being one less thing the office manager must worry about. Our team can handle the billing and denials so you can stay focused on what matters most.
Start this week: Write down three tasks that are draining your time.
Next: Take the first step toward outsourcing one of them, starting with a discovery call or resource search.
Trying to do it all might be exactly what’s holding you back. A calm, capable leader sets the tone for a calm, capable team. Take a breath. Start small. Give yourself permission to lead without carrying the whole world on your shoulders. I’ve been where you are, and I promise, clarity is possible.
Brooke Bird is the founder and CEO of Birdseye Billing, a dental and mental health billing company. With more than 15 years of experience in dental practice management, she brings a deep understanding of the revenue cycle and the impact it has on practice growth. An active member of the Dental Revenue Network and the American Association of Dental Office Management, Bird stays current on billing, coding, and compliance through ongoing education.
The comments and observations expressed herein do not necessarily reflect the opinions of DrBicuspid.com, nor should they be construed as an endorsement or admonishment of any particular idea, vendor, or organization.
