When a pediatric or orthodontic practice joins a partnership organization, there’s often one big question on everyone’s mind: What happens next?
For many doctor-owners, the idea of “integration” sounds like disruption — a flood of new systems, unfamiliar faces, and potential culture loss. But at Vitana, we see those first 90 days differently. They’re not a period of upheaval; they’re the foundation for long-term trust, stability, and growth.
Our HR team specializes in turning what could be a stressful transition into a smooth, people-centered process — one that strengthens teams, safeguards what makes each practice special, and positions everyone for success.
The Challenge: Maintaining Stability Through Change
Partnerships can trigger uncertainty. Teams wonder:
- Will our culture change?
- Who do we go to for HR or payroll help?
- What happens to our benefits or traditions?
Those questions are valid. The first 90 days are where most partnerships either earn trust or lose it. That’s why our approach focuses on solving the most significant HR challenges early and thoughtfully.
Days 1–30: Building Trust and Protecting What Works
Change starts with people, not paperwork. During the first month, our HR and operations partners spend time onsite, learning how your practice runs and meeting every member of the team.
We make sure:
- People feel secure. Payroll and benefits run seamlessly. Everyone knows their role and where to go for help.
- The heart of the practice stays intact. Your culture, your patient care style, your way of connecting with families — those aren’t replaced; they’re respected.
- Communication stays open. Coffee chats, Q&As, and honest conversations replace assumptions with clarity.
When one partner office worried that joining Vitana might erase their “family feel,” our team took weeks to listen and learn before suggesting any changes. The result? Relief turned into excitement — and the team quickly saw how much support was now available to them.
Days 31–60: Creating Systems That Work for Everyone
Once trust is established, we start building consistency. This phase is about simplifying — not adding complexity.
Here’s what we tackle next:
- Payroll & HR systems. We roll out Paylocity for payroll, onboarding, and performance, giving teams more automation and fewer headaches.
- Policies with purpose. Handbooks align to Vitana’s standards but leave room for local personality.
- Empowered leadership. Office managers get early coaching and direct HR support — because when they succeed, the whole practice thrives.
In one practice, the office manager described it best: “For the first time, I feel like I can breathe again.”
Days 61–90: Turning Integration into Growth
By the third month, we shift from stabilizing to optimizing. The goal is to ensure every team member feels invested in the future.
We do that through:
- Employee engagement surveys that give staff an authentic voice — and visible follow-up on feedback.
- Leadership development for office managers, lead hygienists, and treatment coordinators.
- Recruiting and growth planning to prepare for the next stage of success.
- Celebrating progress to keep energy high and recognize effort.
At one pediatric office, what started as skepticism became celebration — literally. The team created a “fun committee” to plan events and share wins. When people feel heard, they lead change rather than resist it.
The Outcome: Confidence, Retention, and Growth
After 90 days, something remarkable happens: stability returns, energy lifts, and teams start to believe in what’s possible again.
The formula works because it’s simple:
- People come first.
- Communication stays constant.
- Every practice keeps its identity.
For doctor-owners, that means integration doesn’t have to mean compromise. With the right HR partner, those first 90 days can strengthen your culture, elevate your team, and set your practice on a clear path for long-term growth.
Because when people feel valued, they don’t just adapt — they thrive. 💙
