Patient Coordination

Our patient coordination service eliminates most of these problems by providing trained and dedicated remote patient coordinators, whose sole job is to answer the phones  and provide the following services: 

• Scheduling an appointment: Ensure efficient and timely allocation of resources and time. 
• Providing location details: Sharing accurate location information ensures smooth navigation and helps patients reach the designated venue. 
• Capture Demographics: Collecting demographic information helps understand the characteristics and diversity of the patients.
• Capture referral information: Gathering referral details aids in tracking the source or origin of the appointment or patient, providing valuable context for healthcare or business purposes. 
• Insurance Information Gathering: Gathering insurance details helps facilitate billing, claim processing, and verification of coverage for medical services or other related transactions. 
• Confirmation calls: Conducting confirmation calls ensures that appointments are confirmed and reduces the likelihood of no-shows or scheduling conflicts. 
• Acceptance of rescheduling: Allowing rescheduling options provides flexibility for patients and enables adjustments to appointments when needed. 
• Prescription Management: Managing prescriptions involve monitoring, refilling, and organizing medication information to ensure proper dosage, availability, and adherence. 
• Answer Google chats and emails: Providing prompt replies to the Google chats and emails sent by patients.
• Answer chatbot manually: Manually handling the chatbot system to take over and provide personalized and accurate responses to patients’ queries when needed.
• Reply to Google reviews on time: Monitoring and responding to Google reviews promptly

Pricing

Schedule a Meeting with our Patient Coordination Team

Brochure 

Case Study 

e-book  

White Paper 

This white paper explores the role of remote dental service providers in offering patient coordination services to dental clinics. It highlights the importance of efficient clinic management, appointment scheduling, prescription management, insurance verification, and patient communication.

Solo Dentist – Increase your call acceptance rate

For Solo dentists and small dental clinics, the operational procedures involve providing comprehensive patient details through a single link that includes confirmation texts and relevant links for new patient forms, insurance, and location…

Appointment scheduling is facilitated through patient calls, online self-scheduling via Google platform, email requests, and messaging platforms like Facebook Messenger, tawk.to, Vonage text, and website texts. Demographic information, including age and location, is captured for marketing purposes, along with referral information to track the source of patient recommendations. Insurance verification is conducted before appointments to streamline patient waiting time and understand insurance coverage. Confirmation calls, texts, and emails are made 24-48 hours in advance, allowing for rescheduling if needed and optimizing appointment utilization. Prescription management includes coordinating with pharmacies to ensure patients are aware of locations and timely collection of prescribed medications. These processes aim to enhance efficiency, patient communication, and overall practice productivity. 

Regional Group – Improve consistency across your group practices

For regional dental clinics, their operational procedures involve providing location details and referring patients to the nearest clinic in the region…

Appointment scheduling is facilitated through patient calls, online self-scheduling via Google platform, email requests, and messaging platforms like Facebook Messenger, tawk.to, Vonage text, and website texts. Demographic information such as age and location details are captured for marketing purposes, while referral information helps track the source of patient recommendations. Insurance verification is conducted to streamline waiting times and understand insurance coverage. Confirmation calls, texts, and emails are made 24-48 hours in advance, ensuring patients are informed about their appointments and allowing for efficient rescheduling if needed. Additionally, prescription management involves coordinating with pharmacies to ensure patients are aware of the pharmacy location and collect prescribed medications in a timely manner. These processes aim to enhance patient communication, optimize appointment utilization, and ensure smooth operations for regional dental clinics. 

National Group – Get intelligence to monitor and streamline calls across Nation

For nationwide dental clinics, their operational procedures involve providing location details and referring patients to the nearest dental clinic across different states. They ensure familiarity with the locations in each state…

Appointment scheduling is facilitated through patient calls, online self-scheduling via the Google platform, email requests, and messaging platforms such as Facebook Messenger, tawk.to, vonage text, and website texts. Demographic information, including age and location details, is captured for marketing purposes, while referral information helps track the source of patient recommendations. Insurance verification is conducted to streamline waiting times and understand insurance coverage. Confirmation calls, texts, and emails are made 24-48 hours in advance to ensure patients are informed about their appointments.
If a patient cancels, the slot can be given to another needy patient. Prescription management involves following up with pharmacies to ensure patients are aware of the pharmacy location and collect prescribed medications in a timely manner. These processes aim to enhance patient communication, optimize appointment utilization, and ensure smooth operations for nationwide dental clinics serving patients across different states.

Services Offered by Todays Dental Partners

	Scheduling an appointment: Difficulty in efficiently scheduling appointments due to long hold times and no differentiation between new patient calls and other soliciting, prescription, and general enquiries. We will identify New Patient Scheduling calls separately from all other calls and routes to the best people that are able to convince patients to schedule an appointment. Hence, this increases in new patient intake.
	Providing location details: : Patients usually call to find out Public Transportation Access, Proximity to major Highways, Parking and Landmark Information. Your in-office staff does not have to answer these calls because we will handle it hereafter. Patients will now be able to come to your office without any friction or issues caused by lacking location details.
	Capture Demographics: : Due to lack of time in handling calls currently only basic information is captured by your in-office team. With our help, you will now be able to Capture Patient Demographics details during appointment scheduling itself. This allows accuracy in capturing patient demographics for accurate records and personalized communication.
	Capture referral information: Currently you have no idea where your patients are coming from and hence you don’t know where to spend your marketing dollars leading to missed opportunities for patient growth and retention. We will implement a referral management system that captures and tracks referral information to give proper feedback to your marketing team. Marketing team can with high degree of confidence increase its marketing efforts.
	Insurance Information Gathering: Currently your team does not have the bandwidth to capture Insurance Information, while scheduling the appointment. We will capture the Insurance Information prior to the appointment, whenever possible so that the Insurance team can verify the information ahead of the time. This will avoid long wait times during the patients visit to verify the information on the spot, ensuring quick and accurate processing of insurance claims and reimbursements.
	Confirmation calls: Your office may be experiencing high rates of no-shows and last-minute cancellations throwing your schedule off and hence wasted staff hours, resulting in a major financial loss position. Mismatch between the schedule and the staff is the single most reason for a dental office to fail financially. We use a combination of text, email and phone call-based confirmation providing them with reminders of their appointments 24 and 48 hours in advance, reducing no-show rates. Hence, there will be very low percentage of no-shows and last-minute cancellations.
	Acceptance of rescheduling: Currently your in-office staff gets annoyed with rescheduling calls and often send them to unscheduled list. We enable patients and dental clinics to easily make changes or reschedule appointments through a user-friendly interface, allowing for convenient adjustments while minimizing disruptions. There will be flexibility in accepting changes or rescheduling appointments to accommodate patients’ needs and minimize inconvenience increases patient satisfaction and directly impacts your bottom line.
	Prescription Management: Patients call for their prescriptions several times as they are in pain. This usually annoys the front office staff. We offer a digital prescription management system that simplifies the process of ordering, tracking, and delivering prescriptions to patients, ensuring accuracy and timely fulfillment. Effective prescription management system that facilitates easy ordering, tracking, and delivery of prescriptions to patients.
	Answer Google chats and emails: Currently patients’ queries are left unanswered on google chats and mails. We provide prompt replies to the google chats and mails in order reduce the inconvenience faced by the patients. This ensures effective communication with patients.
	Answer chatbot manually: Patients feel the need of personalized messages. We manually handle the chatbot system, allowing human operators to take over and provide personalized and accurate responses to patients’ queries when needed. This ensures personalized and accurate responses.
	Reply to google reviews on time: Currently most of the dental clinics are facing negative impact on their online reputation and patient’s perception about them. We monitor and respond to Google reviews promptly, addressing both positive and negative feedback professionally and promptly. This helps maintain a positive online reputation.

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Our Timeline

Testimonials

Dr.Lisa Anderson	Dr.Mark Robers	Dr. Sarah Thompson
Sparking Smiles Dental,California	Happy Teeth Family Dentistry	Perfect Smile Dental Clinic, New York
“Partnering with Todays Dental Partners has been a game-changer for our dental clinic. Their patient coordination service has streamlined our operations and improved our patient experience. We are grateful for their prompt and professional support. Highly recommended!”	“Todays Dental Partners has been instrumental in managing our patient appointments and communication. Their remote service has reduced our administrative burden and allowed us to focus on delivering top-notch dental care. We couldn’t be happier with their exceptional service.”	“Our partnership with Todays Dental Partners has significantly improved our clinic’s efficiency. Their remote patient coordination service ensures smooth scheduling, timely reminders, and excellent patient communication. We highly recommend their services to any dental clinic looking to enhance their operations.”

FAQs (Frequently Asked Questions)

Q. How does the remote patient coordination service work?

The remote dental service provider typically assigns a dedicated team to handle patient coordination tasks for dental clinics. They communicate with patients via secure channels, schedule appointments, assist with insurance verification, and provide administrative support remotely, streamlining the clinic’s operations.

Q. How do you ensure the security and privacy of patient information?

We prioritize patient data security and privacy. We employ strict security measures, such as encrypted communication platforms, secure storage systems, and adherence to HIPAA guidelines. These measures help protect patient information from unauthorized access or breaches. 

Q. Can you handle insurance-related tasks for dental clinics? 

Yes, we offer insurance-related services. We can verify patient insurance coverage, submit claims on behalf of the dental clinic, and assist with billing and payment processing. This helps streamline the insurance workflow and reduces the administrative burden on dental clinics.

Q. How are appointments scheduled and managed by you?

We use specialized software or scheduling systems to manage appointments. We liaise with patients to find suitable appointment times, handle rescheduling requests, and send reminders to patients. This efficient appointment management helps minimize no-shows and optimizes the clinic’s schedule.

Q. What level of training and support do you offer to dental clinic staff?

We typically provide comprehensive training and support to dental clinic staff. This includes onboarding sessions to familiarize the staff with the coordination processes, ongoing training for new features or updates, and a dedicated support team to address any questions or issues that may arise during the collaboration.