In the aftermath of the Covid-19 pandemic, there were changes in dental office construction that have altered how dentists practice. While the initial responses and recommendations to the pandemic included the installation of negative pressure systems, as seen in hospital operating rooms, it is our belief that these recommendations are extreme, unfounded, and cost-prohibitive. Below we discuss some design changes that we have seen and implemented on recent projects. We will complete this review with three steps to ensure a successful construction project.
Smart Glass provides privacy at the flip of a switch
Since Covid-19, Beylin Builders is seeing a shift from the traditional “open bay” arrangement seen in pediatric dental and orthodontic offices, to a modified “open bay,” or separate private operatories. With modified open bays, we have seen knee walls with decorative glass panels above, meant to provide a more private and separated feel, or Smart Glass (a switchable glass that provides privacy at the flip of a switch).
Beyond privacy and separation in treatment areas, we have experienced a heightened demand for HVAC systems utilizing greater filtration, with both in system UV filters, as well as Air Exchangers. Both systems have a common goal of reducing harmful airborne pathogens. With UV, this is accomplished through the destruction of bacterial and viral pathogens within the circulating air. Air Exchangers accomplish a similar goal by exchanging air within the office, with fresh air outside of the building envelope, reducing the pathogen load.
Lastly, recent designs have been showcasing the sterilization area. Often considered a necessity to the function of the dental office and not the centerpiece, sterilization areas are now beginning to share in the spotlight of the overall design, showcasing the sterility protocols of the practice. It seems that this concept has made its way from high-end dining, where the chef is proud of his/ her kitchen and crew. Now, dental designers and architects are proudly displaying the sterilization area as a sign to patients that the practice goes above and beyond to ensure patient safety.
Bright and clean sterilization areas are now being showcased
As you begin to embark on the exciting goal of opening your first dental practice, adding to an existing location, or adding locations to your growing practice, there are several measures you can take to ensure a successful construction project.
1.Never has “teamwork makes the dream work” been truer than when taking on the construction of a new office. Having a team that is well versed in dental office construction will save you the time and expense of costly redoes along the way. Your team should include the following.
- CPA- you should work with a CPA well versed in dental practices, as well as the debt associated with office construction as well as the expectations of growth in the first five years. Your CPA will assist in several aspects prior to opening your office. From determining your ability to financially undertake the project, to assisting with your business plan projections, your CPA will be involved far greater than year-end tax planning.
- Attorney- you will have lease negotiations, loan documents, as well as employment law questions that are best handled by a legal team experienced in dental practices.
- Lender- while local lenders provide a great personal feel, many times their understanding of the debt load of a new graduate becomes overwhelming for their underwriting teams. A dental-specific lender or a national bank with dental lending teams is often best suited to understand the needs of a startup practice.
- Architect/ Design team- many times a location is chosen prior to having a design team in place. This can lead to additional costs in working around the limitations of a specific space. We find that having an architect involved in determining a specific space’s suitability is paramount in saving construction costs and achieving the design of your dreams. We have had the pleasure of working with Joe Architect on many of our builds and find the services provided are above and beyond what is to be expected. We have worked with Joe Architect for prepurchase consultation through construction management, design, and architecture. Find yourself a dental-specific design firm you are comfortable with and try to keep all aspects of architecture and design with one firm. The costs associated with working with a dental-specific architectural and design firm are far outweighed by the time and cost savings experienced when working with seasoned professionals.
- Equipment Supplier- your equipment supplier will work hand in hand with your architect, designers, and contractors. It is important that you choose a supplier and representative with who you are comfortable and who understands your practice goals. The supplier should be there to guide you through equipment selection that best suits your needs and budget.
- IT Vendor- newly constructed offices are reliant on IT. Any disruption with your IT system will handicap your practice. A professionally designed IT system will include redundancies that ensure your practice is never brought to a halt due to IT issues. While there are plenty of amazing IT companies, dental-specific IT vendors understand downtime is not an option.
- Contractor- your contractor is the chef that assembles the magnificent dish created by the team above. The construction firm will have detailed architectural and design plans, equipment plans, and IT schematics. Add a few subcontractors, some construction materials and equipment, 16-20 weeks, and voila! You have a beautifully designed and constructed office. Here again, look for a contractor who has built dental offices, and understands the needs of you as a doctor.
Beylin Builders was nearing completion on this pediatric dental office just prior to Covid-19. A midcourse modification included adding walls between the open bay chairs.
2. Do not overlook marketing. A beautiful new office without patients is more difficult to justify than the cost of a properly executed marketing campaign. The process of marketing begins during the planning of your new office. From branding to website and SEO, all aspects should be planned six months prior to your practice opening. Many business plans show that a practice should experience several months in the red upon opening, as marketing seems to be addressed only after the practice opens its doors. With focused marketing beginning during the design phase, you can ensure patients are scheduled for opening day. Keep your initial schedule light during the first week as you train your staff and learn the flow of your new office. Beyond this one-week period, there is no reason a well-marketed office should experience any time in the red.
3. Consultants can be the uncle office owner that you never had. Many aspects of running a dental office were not taught in dental school. Many feel that hiring an experienced office manager will solve these shortcomings. This could not be further from the truth! In each aspect where you feel your knowledge may be lacking, there is a consultant that can fill that void. i.e., Unlock the PPO has been instrumental in my practices, as well as our client’s practices. Unlock the PPO can assist in negotiating rates with PPO providers, and ensure you are in-network with plans that you feel will best suit your practice. There are consultants in every aspect, from OSHA compliance to ensuring your office has the most effective flow. Most of these consultants cover their associated costs in less than a month after rendering their services (i.e, Unlock the PPO), or provide insurance that more than covers their costs (OSHA consultants). While we are always conscious of budgets when opening a new practice, many consultants are worth their weight in gold.
Beylin Builders added an additional operatory to this practice to allow greater time to sanitize between patients. The doctor asked for the island cabinet to be fabricated to seal to the ceiling.
The construction of your new office will have a mixture of emotions! From the freedom of beginning your legacy to reviewing cabinet submittals, there will be days where you wonder what you got yourself into. Keep the end in mind and realize that all the aspects of this new role in your life will come together, and you will ultimately succeed. Your patients will love what you built, and your staff will enjoy the atmosphere in which they work. There will be times of stress, though having the proper team on your side will ensure this stress is minimized. Your goal of a new office is within reach, and the rewards will last a lifetime.
I wish you a smooth journey during your practice planning and construction, and more success than you imagined in your new practice. Feel free to contact Simon Beylin at simon@beylinbuilders.com with any questions on your next project.
-Simon Beylin, DDS, MMSc
