Smarter Week

How to automate it

How to automate “follow up with patients who have not booked their treatment”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, a few times a week
70%
of the time can be automated
Easy
to set up

Fix 1 of 2

AutomationBest fix

Run automatic follow-ups on unscheduled treatment

Patients with accepted but unbooked treatment get a friendly text sequence with the plan, the cost and a booking link. Staff call only the larger cases.

Typically saves about 55% of the time2 h to set up
  1. 1Run the unscheduled treatment report from your practice system.
  2. 2Set up an automated campaign in your patient communication tool (Weave, NexHealth, RevenueWell, Lighthouse 360 or Solutionreach) for treatment older than 2 weeks.
  3. 3Include the plan, financing link and booking link; stop when they book.
  4. 4Give the treatment coordinator a weekly call list of the biggest cases only.

Tools: Weave, NexHealth, RevenueWell, Lighthouse 360 or Solutionreach · Your practice management system (Dentrix, Eaglesoft, Open Dental, Curve, Denticon, CareStack or similar)

Fix 2 of 2

Software feature

Present treatment from one screen with costs, financing and e-signature

Build phased treatment options with insurance estimates in the practice system, show them on a screen or send them by text, and let patients apply for financing and sign on their phone. Fewer printouts, fewer "let me think about it".

Typically saves about 30% of the time2 h to set up
  1. 1Make sure fee schedules and insurance estimates are set up correctly in your system.
  2. 2Build good, better and phased options for bigger cases.
  3. 3Present on the operatory screen with the X-ray and photos, then text the plan with a link to sign.
  4. 4Offer a financing link (CareCredit, Cherry or Sunbit) in the same message.
  5. 5Book the first appointment before the patient leaves.

Tools: Your practice management system (Dentrix, Eaglesoft, Open Dental, Curve, Denticon, CareStack or similar) · CareCredit, Cherry or Sunbit · Weave, NexHealth, RevenueWell, Lighthouse 360 or Solutionreach

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Dental office manager / treatment coordinator

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Other common tasks for Dental office managers / treatment coordinators