Did you know that on average about 30-35% of the calls to dental offices go unanswered nationwide? Also, a recent
survey by dentistryIQ revealed that 20% of the new patient calls go unanswered.
Of the 80% that are answered, less than half are converted to a first appointment. The top 10% of practices answer
95% of calls and convert at a rate of 75%.
As an owner dentist, you are busy treating patients. Even the best front desk staff cannot handle checking in and
checking out patients, verifying their insurance, answering phones, and any other tasks that they need to do with
100% accuracy and timeliness.
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.
Capture Demographics: Helps understand the characteristics and diversity of the patients.
Capture referral information: Tracks the source of the appointment or patient.
Insurance Information Gathering: Helps facilitate billing and verification of coverage.
Confirmation calls: Confirms appointments and reduces scheduling conflicts.
Acceptance of rescheduling: Enables adjustments for patient flexibility.
Prescription Management: Helps organize medication info to ensure proper dosage and adherence.
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 – Reach your local community through Digital Front Door
For solo dentists and small dental clinics, embarking on your journey into the dynamic digital landscape as a solo dentist can be daunting. Marketing your dental practice effectively, reaching your target audience, and establishing a strong online presence present unique challenges.
Unlock the potential to showcase your exceptional dental services, provide vital information, and establish unwavering credibility. With a well-designed online platform, you’ll captivate your audience and forge strong connections within your community, solidifying your position as a trusted dental expert.
Create a professional offline presence with our logo creation, visiting cards, referral pads, signage, and banners service. Make a lasting impression with a captivating logo, memorable visiting cards, and streamlined referral pads. Establish your brand presence with attention-grabbing signage and banners, setting yourself apart in the local community.
Enhance your website with integrated services including Online Appointment system, Reputation Management, Patient Management system, Marketing analytics, Chatbot integration, and Messenger integration for improved scheduling, reputation building, efficient operations, data-driven strategies, customer support, and easy communication.
Make your launch party a success with our comprehensive assistance, handling venue selection, decorations, catering, and entertainment. Create a memorable and professional event that introduces your dental practice to the world.
Regional Group – Improve consistency across your group practices
For regional dental clinics, effectively marketing your dental practice, reaching your target audience, and establishing a strong online presence come with their own set of challenges.
Ignite your online presence and supercharge your lead generation capabilities with a professionally designed website tailored to the needs of your regional dental firm. Seamlessly blend aesthetics with optimized conversion elements to create a captivating user experience. This powerful combination will empower you to reach new heights, attracting and converting potential clients while establishing your firm as a formidable presence in the dental industry.
Boost your regional dental firm’s offline presence through our comprehensive service. We’ll design a distinctive logo, professional visiting cards, and custom referral pads for seamless patient referrals. Grab attention with striking signage and banners, projecting a cohesive and professional brand image.
Enhance your website with integrated services like Online Appointment system, Reputation Management, Patient Management system, Marketing analytics, Chatbot integration, and Messenger integration. Streamline scheduling, enhance reputation, improve operations, gain insights, boost customer engagement, and enable seamless communication.
Impress guests with our launch party assistance, managing every aspect of the event, including venue, theme, catering, and entertainment. Establish your firm as a prominent player in the dental industry.
National Group – Propel your practice to every corner of the nation
As a national group, you face the complexities of decision-making, growth strategies, and operational efficiencies across multiple locations.
At Todays Dental Partners, we understand the specific needs and aspirations of national dental groups. Our strategic consulting services are tailored to support you in making informed business decisions, expanding your presence, and achieving sustained growth and success on a national scale.
With our expertise in mergers and acquisitions, we can guide you through the process of evaluating potential partnerships, acquisitions, or affiliations. We offer comprehensive support, from identifying strategic opportunities to negotiating and executing successful deals, ensuring seamless integration and alignment with your overall growth strategy.
Evaluation of key performance metrics is crucial for national dental groups to gauge performance across various locations. Our consultants specialize in analyzing metrics such as operational efficiency, financial performance, patient satisfaction, and market share. By gaining valuable insights into these metrics, we offer strategic recommendations to optimize performance, streamline operations, and drive growth across your national group.
Our growth strategies consultation is designed to help you unlock the full potential of your national dental group. We work closely with your leadership team to understand your goals and develop customized growth strategies that align with your unique market dynamics and expansion objectives.
Whether it’s expanding into new regions, diversifying service offerings, optimizing operational efficiencies, or implementing innovative marketing approaches, we provide tailored insights and actionable plans to drive sustainable growth and maximize your national reach.
Service
Description
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 new patient intake.
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.
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.
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.
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.
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.
Currently your in-office staff gets annoyed with rescheduling calls and often sends them to the 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.
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.
Currently patients’ queries are left unanswered on google chats and mails. We provide prompt replies to the google chats and mails in order to reduce the inconvenience faced by the patients. This ensures effective communication with patients.
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.
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
Day 1
Our Team will provide you with a zip code based analysis before starting your setup.
Day 15
We will help you out with branding services and offline setup while assisting you create a unique identity.
Day 30
We will set up a 20-page aesthetic and interactive website which will be your digital front door.
Day 45
Website services integration with the required integrations coded into your website.
Day 60
You will have an integrated offline and online setup to establish yourself in the market and enhance your presence.
Testimonials
Dr. Lisa Anderson
Sparking Smiles Dental, California
“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!”
Dr. Mark Robers
Happy Teeth Family Dentistry
“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.”
Dr. Sarah Thompson
Perfect Smile Dental Clinic, New York
“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)
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.
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.
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.
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.
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.
