The Office Manager–Led Local Dental Managers Club
A Step-by-Step Playbook for Building Rock-Solid Referral Relationships
Owner: Orthodontic Office Manager
Doctor’s Role: Approve budget and pay the bill
Purpose: Build genuine relationships that naturally lead to long-term loyalty
Step 1: Identify High-Quality, High-Productivity Dental Offices
This group only works if the right people are invited.
Office Manager’s Task
Create a short list of 8–15 dental offices that meet the following criteria:
Well-run and organized
High patient flow
Stable, experienced office manager
Good reputation in town
Professional, respectful teams
How to Find Them
Think about offices your patients already come from
Observe which practices are always busy
Notice offices with consistent branding and long-term staff
Ask trusted reps (labs, supply reps) quietly who runs a tight ship
Avoid:
Chronically chaotic offices
High-drama managers
Practices with constant staff turnover
This is a peer group, not a rescue mission.
Step 2: Personally Invite Office Managers (Not Doctors)
This is manager-to-manager, peer-to-peer.
Office Manager’s Task
Reach out directly to each office manager using:
A personal email
A short phone call
Or a friendly text if you already know them
Do not CC doctors.
Do not involve the orthodontist in outreach.
How to Position the Invite
This is:
Social
Supportive
Non-educational
Non-sales
Sample Invitation Language
“I’m putting together a small, invite-only group of local dental office managers to connect socially and support each other.
No CE, no selling—just a space to build relationships with people who understand the job.
We’re planning to meet once a month somewhere fun. I’d love to include you.”
Do not mention referrals.
Do not mention the orthodontist beyond logistics if asked.
Step 3: Set the Purpose of the Group Clearly
At the first gathering—or even before—be clear about why this exists.
Office Manager’s Task
Communicate these group goals:
Management support
Office management is isolating. This group fixes that.Real relationships
Not networking. Not industry talk. Actual connection.Day-to-day decision support
A safe place to say, “What would you do?”Monthly social time
Relaxed. Enjoyable. Not another obligation.
What This Group Is NOT
Not CE
Not a study club
Not vendor-driven
Not formal
Not work-heavy
If it ever starts to feel like work, you’ve gone off track.
Step 4: Plan and Host Monthly Social Meetups
You are the organizer—not the doctor.
Office Manager’s Task
Choose a consistent monthly cadence
Select a fun, relaxed venue
Handle reservations and communication
Venue Guidelines
Pick places that encourage conversation:
Wine bars
Casual restaurants with private rooms
Cocktail lounges
Taprooms with quieter seating
Avoid:
Office spaces
Conference rooms
Anything clinical
Budget & Payment
Let attendees know appetizers are covered
The orthodontist quietly pays the tab
Do not overexplain who is paying or why
The generosity should feel natural—not promotional.
Step 5: Keep the Group Connected Weekly via Text
This is where trust is built.
Office Manager’s Task
Create a small group text thread and send one light message per week.
No pressure. No expectations.
Examples
“Quick check-in—how’s everyone’s week going?”
“Anyone else feeling slammed today?”
“What’s one win from this week?”
“Random question: favorite local coffee spot?”
Over time:
Members begin replying to each other
Side conversations form
Real friendships develop
That’s the goal.
Step 6: Be Intentional About Who You Add Next
Growth should feel natural, not forced.
Office Manager’s Task
When expanding:
Ask current members for suggestions
Look for people with shared traits:
Similar experience level
Nearby location
Comparable practice size
Similar personalities
Ideal Group Size
8–12 total members
Big enough for variety
Small enough for intimacy
If someone doesn’t fit the vibe, don’t invite them.
What Happens Naturally Over Time
Without anyone asking for referrals:
Trust deepens
Loyalty forms
Your practice becomes the default orthodontic recommendation
Competing offices slowly disappear from conversations
Why?
Because office managers refer to:
People they trust
People they like
People they feel connected to
This isn’t marketing.
This is relationship equity.
Final Rule: Stay Out of the Spotlight
For this to work:
The orthodontist stays hands-off
No speeches
No presentations
No “thank you for referring” language
The office manager leads.
The doctor pays the bill.
The relationships do the rest.
Office Manager–Led Dental Managers Club
7–10 Days Before the Meetup
☐ Confirm the Date
Pick a consistent week each month (e.g., 2nd Thursday)
Keep the time predictable (after work hours works best)
Avoid holidays and major local events
Consistency reduces drop-off.
☐ Confirm or Choose the Venue
Call or book the venue
Confirm:
Reservation time
Seating arrangement
Appetizer options
Estimated headcount range
Best venues:
Wine bars
Casual upscale restaurants
Private rooms or quiet sections
Avoid loud, crowded spaces where conversation is hard.
☐ Set a Soft Headcount
Send a casual message:
“Hey! Just checking who’s planning to come this month 😊”
No RSVPs required—this is social, not formal.
3–5 Days Before the Meetup
☐ Send a Friendly Reminder Text
Keep it short and relaxed:
“Quick reminder—looking forward to seeing everyone Thursday! 🍷”
No pressure. No guilt.
☐ Reconfirm Reservation
Call or check online
Update estimated group size
Confirm any minimum spend requirements
☐ Check Budget Approval (Quietly)
Confirm the orthodontist will cover appetizers
No need to discuss amounts with the group
Keep this behind the scenes
The group should feel hosted—not sold to.
Day Of the Meetup
☐ Arrive 10–15 Minutes Early
Greet the staff
Confirm table or room
Ask where appetizers will be placed
Relax—this isn’t a performance
☐ Set the Tone Immediately
Greet each person personally
Introduce anyone new casually
No formal “round-robin” intros after the first meeting
Let conversation flow naturally.
☐ Keep Conversation Social
If needed, use light prompts:
“How’s everyone’s week been?”
“Anyone traveling soon?”
“What’s been unexpectedly busy lately?”
Avoid:
Work complaints spirals
Practice gossip
Anything that feels heavy or formal
☐ Handle the Bill Quietly
Coordinate with the server ahead of time
Appetizers go on the house tab
Drinks can be optional or included—either is fine
No announcements about who paid
Gratitude should feel natural, not required.
1–2 Days After the Meetup
☐ Send a Simple Thank-You Text
Example:
“Thanks for coming out—so good to see everyone ❤️”
That’s it. No recap. No follow-up ask.
Weekly Between-Meetings Touchpoint
☐ Send One Light Group Text
Rotate messages like:
“Hope everyone’s having a good week!”
“Quick check-in—any small wins lately?”
“Anyone else feel like this month flew by?”
This keeps the group alive between meetups.
Monthly Reflection (5 Minutes Max)
☐ Quick Self-Check
Ask yourself:
Did this feel easy and enjoyable?
Did people engage naturally?
Did it feel social—not strategic?
If yes → you’re doing it right.
Optional (As the Group Matures)
☐ Thoughtful Additions (Only If It Feels Natural)
Celebrate a birthday
Welcome a new manager
Try a new venue occasionally
Invite a plus-one once a year
Never over-structure.
Final Reminder for the Office Manager
You are not:
Selling
Educating
Pitching
Managing outcomes
You are simply:
Creating space
Showing consistency
Building trust
That’s how loyalty is formed.