Winter 2016 Great ODEA's Newsletter
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Great ODEA's  Newsletter

                  Volume 18, Issue 3

  Oregon Dental Executives' Association

                                              3340 Commercial Street SE, Ste. 220, Salem OR 97302 
                                                                        Phone:  866-660-0348  

Welcome to the 2016 Winter issue
of the
ODEA E-Newsletter

Janette Douglas
ODEA President

 ODEA is 20 years old!  Started in 1996 as an organization to equip dental office administrators to orchestrate the business of dentistry, it is still as pertinent today as it was then. 

A member survey was sent out in December.  The responses to the question “Why is ODEA important to you” touched me.  It made me wish that we could be there for every single office in Oregon and Washington.  How do we do that?

It always surprises me that after 20 years, there are so many who have never heard of ODEA.  I challenge each of you to reach out to offices you deal with every day as well as offices that are in close proximity to yours and tell them about ODEA.  You can give the gift of education, support, resources and networking.  How wonderful to open that door for someone who may need it as they struggle with the everyday challenges of their jobs.  Let’s see how many new members we can bring into our community to receive the benefits of membership.  If you have a study club locally, invite someone to join you at a meeting.  Mention the ODEA speakers that will be at the Dental Conference in April, the awesome Lois Banta who will be our speaker at the Fall Forum this year and the lineup of study club speakers throughout the state. 

Personally, I want to thank the ladies who started this wonderful organization, as well as the ones who jumped on board throughout the years to keep ODEA true to its values of integrity and professionalism.  The mission statement has held true from the day of inception to 20 years later:

          ODEA is dedicated to excellence through the development of
          personal and professional management skills that ensure
          quality patient care, employer profitability and personal growth.

Let’s make this the best year ever.  Join us in what we do to make that happen.  Collaborating, planning and helping with projects can be fun, energizing and rewarding.  Please contact us and let us know if you want to be part of making it all happen.  We need you! <><><>


   Meet Tim Twigg, President -
                         Bent Ericksen & Associates, Eugene, OR

How long have you been in the dental industry? What position do you currently hold?
I have been working in the dental field for over 35 years. I am the President of Bent Ericksen & Associates…the dental industry’s “go-to” resource for Human Resources and Employment and Compliance.

What is your favorite part of working in your industry?
My favorite part is knowing what a positive difference we make for the practices we work with and the lives of the employees who work there…from reducing misunderstandings and stress to contributing to greater financial success for everyone…this is very rewarding.

How long have you been a member of ODEA? Why did you join?
I have been involved with ODEA as a resource and presenter from the time ODEA was started. We see and appreciate the valuable and vital role that ODEA members play. Through education and available resources, our objective is to support ODEA members being more effective, knowledgeable and successful in their careers.

What services does your company provide for dental front office professionals?
As Human Resources and Employment Compliance specialists, we provide materials, resources and education to support success with the three major HR components: 1) Foundational Elements (job descriptions, policy manuals, employee handbooks and personnel forms). 2) Recruitment/Hiring (job definition, recruiting, screening, interviewing, job-match assessments, skills assessments and reference/background checking), and 3) Retention and Teambuilding (performance management, bonus- incentive plans, communication and appreciation in the workplace). All with ongoing “hot line” support and updates.

What is your favorite activity outside of work? How do you spend your time?
I am passionate about health and well-being…whether that be in the form of a class, seminar, physical endeavors, or a good book. I also enjoy taking advantage of all of the outdoor activities that living Oregon provides.

Tell us something surprising about yourself!
Time and weather permitting I love riding my motorcycle. <><>

If you find yourself just going through the motions at work, clicking off tasks without caring much about them, you're, well, disengaged.
You may wish your work and your life would be better and more colorful, but you can do some things to promote that feeling by generating interest and enthusiasm for your work and deciding to enjoy doing it. After all, you spend a good many hours on the job.  Here are some ideas to increase your work engagement factor:  
  •  First, remember that your work is really important. You might not realize it, but others, including your boss, are depending on you to do it so they can get their own work done more effectively and on time.
  • Get motivated so everyone else can do well too. You'll be more satisfied if you care, really care, how well you do your job.
  • Consider your own future. When you are motivated with your work and concentrate on its importance, new opportunities can open up. You might not be aware of what the next step will be, but it could be closer than you think now.
  • Be engaging with others. You can encourage your co-workers by showing a certain degree of interest in them. Your attitude can be instrumental in making your whole work team more effective.
  • If someone does a favor for you or works with you on a project, be sure to say, "thank you." Show appreciation.
  • When you have time, have a one-on-one conversation with your boss. If your increased interest and enthusiasm for your present job shows progress, you could be put in line for a task or project that will increase your value  and make you likely to get more respect and maybe a promotion before long.
        So get a good night's sleep and stay healthy. Know that engagement, enthusiasm and motivation aren't just words,  they designate paths to a better and more satisfying life for you and your family. <><><>

Welcome New Members

 ODEA would like to welcome the following new members:

Regular Member:

Jenna Wiltfong, Practice Administrator

   Howerton, Hopkin & Kennedy - Salem, OR

Coffee’s on Us!

Find the ‘#’ hidden somewhere in this newsletter issue, be the first to email the location to: and win a $5 Starbucks gift card – on us!

Editor’s Note:  Each Quarter we publish “Pearls of Wisdom”.  Suggestions, solutions, or tidbits of inspiration that came out of the Study Club meetings.  I hope you will find this column interesting, informative, and helpful. 

Salem Study Club
Date:  01-20-16   
Location: Chemeketa Community College             
Facilitator:   Grace Powell                           
Topic:  “Front & Back Meet in the Middle”         
Speaker: Tina Clarke, RDH           
Topics discussed:  
  • What are you called?  (Job title)  Receptionist? Office Manager? Clinic Coordinator?  Titles can provide value.
  • Do you have a clear Job Description?  Do the other members of your team?
  • How does your office team handle disagreements/challenges?  Is there one person responsible for HR/personnel issues?    If so, is that person regularly giving feedback?                                   
  • Are expectations clearly stated for each team member?  If not, may be time for a   team meeting on how to create a task list and who is primary/secondary responsible for the tasks      
  • What is your greatest challenge in working with the front/back?  
  • What is your greatest success in working with the front/back?
  • Refer to teammates by the “correct” title. Don’t diminish each other                     
  • Have very clear job descriptions and expectations
  • If necessary, have difficult conversations as a team to achieve balance      
  • Specific challenges were discussed, with possible solutions.    

Portland Study Club
Date: January 20, 2016
Speaker: Elliott Tracy, CPA from Jones & Roth o. 503-648-0521
Topic: New Oregon Sick Leave Policy & Business Gift Giving Guidelines
Highlights of presentation:
Question:  Are employers required to implement a sick leave policy if they have less than 10 employees?
Response from Elliott Tracy:  Employers are required to pay sick leave if 10 or more in the state of Oregon and if 6 or more in the City of Portland.  For those with less employees, you are required to give unpaid sick time.  Sick time must accrue at a rate of at least one hour for every 30 hours worked.  Accrual starts with the 1st day of work but can’t be taken until the 91st day of employment.  To simplify the accrual process, the employer can choose to front load sick time.  Employers are advised to have an attorney assist with a written sick leave policy.  Make sure to include a policy regarding abuse of sick leave.
Question:  What makes a gift tax free?
Response from Elliott Tracy:  All gifts such as cash or gift cards that are treated as cash must be run through payroll.  You can “gross up” if you want the employee to get the full amount.  Gifts that do not have to go through payroll would be jewelry, food items, etc.  Bags or clothing are okay as long as they don’t have a company logo of any kind on them.  Safety achievement  or Length of service awards are not taxed as long as they don’t exceed $400 per occasion or up to $1600 per year per person.

Elliott gave attendees handouts that had invaluable, detailed information regarding these topics.  If you are a member and would like a copy, please contact Jan Douglas,


Eugene Study Club:
Date:  2-17-16
Speaker:  Jeffrey Wright,  Bio-Med Testing Services
Topic: Drugs in the Workplace
Highlights of the presentation: 
  • Review existing Office Policy on drugs in the workplace.
  • Be consistent, policies must apply to all employees equally.
  • Document changes and reasonable suspicions. Don’t wait to test. 
  • Random and Pre-employment testing can be a part of your drug free workplace policy.
  • The ‘New Oregon Marijuana Law’ does not “amend or affect in any way any state or federal law pertaining to employment matters”, meaning employers can prohibit possession or use of drugs and alcohol on the job.

Portland Study Club
Date: February 17, 2016
Speaker: Caryn Pringle, Physician’s Resource
o. 503-654-8788
 Topic: OSHA & HIPAA Updates
 Highlights of presentation:
Topics addressed:
- Safety Committee Meetings must be held monthly regardless of the number of employees.  Note who attended, what the topic was and have everyone sign.  This should be posted in the office.
- You must have a protocol regarding violence in the workplace.  Staff should have a “safe/code word” that lets others know to call 911.  Choose a word that won’t alert a dangerous person, such as a gunman.
- If OSHA visits your office, ask nicely, "why are you here?"  Tell them “have a seat and we’ll be with you shortly”.  If you have a company that handles OSHA in your office, call them.   Alert the doctor and then determine the best time to allow them access.  If the doctor is not in, ask them to come back another time.  Answer questions as minimally as possible, “yes”, “no” and “I don’t know” during an inspection.
- Spore testing needs to be done weekly even if you only see one patient.  <><><>

Looking for People Who Can Do It Well?
Deciding What Kind of Care You Need Now...
Smart Apps For Your Smartphone
Strategic Planning Retreat
Caring For Loved Ones

Procrastinators - Get Started and Keep Moving
Coffee's on Us!
Oregon Dental Conference

On The Calendar
March 14, 2016 - Board Meeting
March 16, 2016 - Study Clubs
April 7-9, 2016 - Oregon Dental Conference
May 9, 2016 - Board Meeting
May 18, 2016 - Study Clubs
Gold Sponsor

Silver Sponsor


Bronze Sponsors


The new quality sought in offices: followership.
In the workplace, we have plenty of people aspiring to be leaders. What we want now is people who can follow.
That doesn't mean looking for a person with no opinions, who is a doormat or a docile person. It means taking responsibility for sharing goals with the boss, being a self-starter, and being willing to tell leaders the awkward truth when they mess up.
But when consultants want to hold corporate-training sessions in followership, some employers ask them not to use that f-word. They want it called something else, like leadership support.
People who see themselves as leaders often have problems working with  others. A person who is adventurous and assertive by nature can be hard to work with ... if he's not the boss.
Consultants Mark and Samantha Hurwitz are authors of Leadership is Half the Story. When the adventurous and assertive man read their book, he realized that sometimes he needs to back off and let other people lead.  As a board member of a nonprofit organization where he volunteers as an instructor, he tried supporting more of his fellow board member's ideas. Board meetings went more smoothly after that. 
Following well doesn't mean giving up all, or supporting all of the boss's ideas.
Skilled followers are self-starters who think independently, notice and solve problems. <><><>
Deciding What Kind of Care You Need Now ...

Should you go to a clinic, urgent-care center, the ER, or back to bed?
When you feel awful and don't know what to do about it, you might wonder if you should go to the emergency room or just back to bed.  Here are some ways to decide:
Do I have a broken bone or do I need stitches? Go to an urgent-care facility or the ER immediately.
Do I have chest pains or abdominal  pain with vomiting?  Get to the emergency room as soon as possible. These can be signs of serious illness.
Is my breathing so bad that I can't walk? It is well over-time to get treatment. Go to the emergency room.
Fever over 104 degrees? Get to the emergency room.
Sudden loss of vision (even if it returns)? Go to an emergency room. This could indicate a stroke.
If none of these are true, ask yourself if you can wait for an appointment with your primary care physician.  If you can get an appointment quickly, it's the best place to go because they know your medical history.
Do I need treatment today because of my schedule? A quick -stop clinic might be the answer.  You'll find them popping up at your pharmacy, offering flu shots and more. At the CVS MinuteClinic, they say the clinic is a good choice for someone who can't get in to see their regular doctor and has a minor ailment like sore throat.
At the MinuteClinic, the nurse practitioner says sometimes people just want advice on what to do for themselves. Patients might feel bad, and want to know if their symptoms are serious.  If it's just a bad cold, they can quickly leave with an over-the-counter treatment and head back home to bed.
With less-expensive urgent-care facilities and store clinics available, it's worth considering in advance where you should go.
Cost is a growing concern for many families. Going to the emergency room can be very expensive, but many illnesses can be treated at a clinic for far less.
Clinics are convenient and can provide treatment today. <><><>
- Instant Heart Rate app ($1.98)  requires that you place your finger over the phone's camera sensor and flash. It tells your heart rate and keeps a record of it.
 -  Dot Measure will determine height and distance ($1.50 for Android, free for iPhone). It's handy for measuring a room, the size of your yard or whether your sofa will fit through the door.

USA Today's Edward C. Baig, the author of iPhone for Dummies, developed this list of apps and others:
  • Google Translate app for Android and iPhone is free and part of the Bing Translator app. Includes French, German, Italian, Portuguese, Russian and Spanish. It's handy for reading signs.
  • CamScanner allows you to take  a picture of any document, receipt or photo and instantly convert it to  high-quality PDF or JPG format. It's free for all three major phone systems. <><><>

Family often ends up providing the bulk of care to those who suffer from incapacitating illnesses and injuries, with the AARP’s Public Policy Institute estimating that one in five family caregivers is a spouse. These spousal caregivers provide assistance with things like medical and nursing care, wound care and medication management. For example, there are more than five million Americans living with Alzheimer’s disease. According to the Alzheimer’s Association, 15.5 million caregivers are providing 17.7 billion hours of unpaid care to someone with Alzheimer’s. The value of these unpaid hours of care exceeds $220 billion per year.
Additionally, another 795,000 people suffer a stroke each year, according to The Internet Stroke Center.
Strokes and Alzheimer’s are just two of many medical conditions that can leave a person unable to care for themselves. Unfortunately, because spousal caregivers and the spouse being cared for are often close in age, there is significant risk that the caregiver will become incapacitated or will pass away before the spouse being cared for. It is important to plan ahead in case this day occurs.

Preparing for Continuing Care and Medical Assistance
Ensuring that a disabled or incapacitated family member will continue to be cared for after the death of a spousal caregiver is a matter in which the entire family will likely play a role. An estate planning and elder law # attorney should also be consulted to provide advice and assistance with legal steps that need to be taken. For example:
  • A Special Needs Trust may be created in order to provide ongoing financial support to a disabled individual without disqualifying them from government benefits, such as Supplemental Security Income (SSI) and Medicaid. A Special Needs Trust can allow the assets to benefit the disabled person without jeopardizing their government benefits.
  • Medicaid Planning may help protect the assets of seniors in the event they need long-term care. However, effective planning must start far in advance. Any gifts made by the disabled individual within five years of needing Medicaid incur steep penalties.
These are just a few key things that you may wish to consider to ensure that a loved one with disabilities will be taken care of, even if a caregiver spouse has passed away or is no longer able to manage. Speak to an estate planning and elder law attorney about the specifics of your situation to learn more about options that are available for protecting your family’s future.  <><><>

Researchers say chronic procrastination is an emotional strategy for dealing with stress, but it can also lead to issues in relationships, jobs, finances and health. Here are five ways for procrastinators and others to get started:
        1. Break the project into specific, concrete sub-goals and designate the amount of time they should take.
        2. Just get started. Have a narrow focus. Choose a topic and do something on it now. A long list of tasks can be overwhelming.
        3. Remember that completing a project now helps you in the future. Putting it off won't make it more enjoyable.
        4. Set up "micro costs" that make stalling behavior harder. Have a separate log-in for computer games.
        5. Reward yourself for completing a sub-goal.

It's not anxiety that keeps  them from getting going. Anxiety, in fact, is the cue to get going for people low on impulsiveness. Highly impulsive people shut down when feeling anxiety and want to do something else to get rid of the bad feeling.

The mental-health effects of procrastination are well-documented, say experts quoted in The Wall Street Journal. Procrastinators have higher rates of depression and anxiety and poorer feelings of well-being.

Psychologists at the University of Sheffield, in England, are studying the effects of procrastination on serious health problems. So far, they have found that procrastinators with high blood pressure and heart disease were less likely to engage in active strategies for coping with their illnesses. <><><>

ODEA President
Janette Douglas

The ODEA strategic planning retreat took place January 22nd – 24th.  Danielle Bonebrake, with Mountain View Dental in Forest Grove was voted in as a new Board Member.  Her positive energy is a welcome addition. 

We collaborated on increasing and bringing value to membership, social media, sponsorship and business partners. 

Our educational events will benefit from a valued invitation to attend the Speaking Consulting Network Conference.   This is an opportunity to hear hundreds of speakers so we can bring the very best to ODEA. 

Thank you to the Board members for all your hard work, exchange of ideas, excitement and enthusiasm. <><><>

Following are the courses presented by ODEA at the ODC this year, April 7th-9th, 2016.  Be sure to register and attend the conference.

Thursday, April 7th, 2016 
Estate Planning in the 21st Century
Presented byRichard Schneider, JD
9am – 12pm    Course # 7123
This course will discuss the “hows” and “whys” of estate planning, including the advantages and disadvantages of wills and revocable living trusts. The course will cover planning for end of life, potential incapacity and health care decisions.
 At the conclusion of the course, attendees should have a better idea of how to plan their estate so it will be protected and their wishes followed, for their benefit and the benefit of their loved ones.
 Mr. Schneider is an attorney and co-author of A Will is Not Enough in Oregon.
An Integrative Approach to Successful Staff Management
Presented by Timothy Twigg
1:30 - 4:30 pm   Course # 7125
This fast paced presentation weaves together three key components that are necessary for successful staff management.
1st: the infrastructure of employment law compliance. This includes basic HR principles, job descriptions and policy manuals, to ensure a solid foundation from which to grow.
2nd: the recruitment process. This includes better recruiting and interviewing techniques, reference checking and background checks. We’ll also cover job matching/job selection processes to ensure hiring the right people the first time.
3rd: tools for more effective staff  management. This includes, for example, maximizing the potential and success of people to ensure long term retention and better job performance/satis- faction.
We’ll also cover how to improve communication, as well as performance reviews, teambuilding, problem solving, conflict resolution and bonus/incentive plans.
 Mr. Twigg is the president of Bent Ericksen & Associates. He brings over 30 years of practice management and business consulting experience and knowledge specifically in the healthcare field. Mr. Twigg is a published author and currently co-authors a regular column in Dental Economics: “Staff Issues.”
Friday, April 8th, 2016
They Didn’t Teach Us THAT in Dental School - Developing a Passionate, Motivated, and Efficient Team
Presented by Kelly Fox-Galvangi, CDA
Steven Katz, DMD, MAGD
9am - 12pm   Course # 7141
The success of any practice is dependent on clarity in deciding the future direction of the practice. Patience should be exercised in developing a team with a passion for core beliefs in line with the doctor’s.
During this course, attendees will learn how to develop a passionate, motivated and efficient team which can lead to practice growth, profitability and emotional fulfillment for everyone in the practice.
They Didn’t Teach Us THAT in Dental School - Strategies for Practice Growth and Treatment Acceptance
Presented by Kelly Fox-Galvangi, CDA
Steven Katz, DMD, MAGD
2 – 5pm
Course number 7141
 Dentistry and the people we care for are very different than they used to be. Patients now come to us because they understand that we can truly make a difference in their lives.
When patients have a higher perceived value of what we can do for them they are more receptive to considering cosmetic and comprehensive care. This session will review the total patient experience, beginning with the initial phone call and first visit. Practice growth and success is dependent on creating a relationship, developing understanding and creating a partnership with the patient in their care. When this occurs patients eagerly accept more of the care they need and
refer others to our offices.
 Ms. Fox-Galvagni is one of the most knowledgeable, articulate, and energetic dental auxiliaries that you will ever meet. She has been a clinical assistant since 1989, and a practice administrator for the past ten years.
Dr. Katz has lived every dentist’s nightmare of seeing a thriving practice decimated by a series of serious life setbacks, including two years of disability. Yet, by developing the same strategies he teaches and implementing solid systems, he has developed a thriving general practice, which tripled in size in just six years.
Saturday, April 9th, 2016
The New Platform - An Entirely New Way to Ignite Your Team’s Potential
Presented by Katherine Eitel
8am - 4pm   Course #7169
This course is sponsored, in part, by  CareCredit
 A new train—the one heading to the most productive and personally satisfying landscape—is now departing from a completely different platform
This course will focus on theory and basic concepts of identifying and re-framing limiting beliefs that drive communication as well as learning how to communicate
with clarity and inspiration.
Ms. Eitel is an international speaker, author, and coach known for her customized programs developing client communication skills, personal/professional greatness, and team leadership, as well as train-the-trainer and executive speaker’s programs.

See you there!  Don't forget to stop by the ODEA table accross from the registration desk.
Copyright © 2016 Oregon Dental Executives' Association, All rights reserved.

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