7 Strategies to Address Unscheduled Treatment in Your Practice

 

As a dental office manager, you’re acutely aware that successful practice management isn’t just about keeping the day-to-day operations smooth—it also involves maximizing the potential of every patient visit.

A significant challenge that many practices face is the high volume of unscheduled treatments.

According to the ADA, the average practice has between $500,000 to $1 million sitting idle in patient charts. This represents not only a substantial loss in potential revenue but also a missed opportunity to provide comprehensive patient care.

Here are several strategies designed to address this issue and increase treatment scheduling.

Enhancing Patient Education and Communication

1. Educate Effectively During Patient Interactions

The consultation room is where the groundwork for future treatments is laid. Ensure that your dental team is equipped to communicate treatment recommendations clearly.

Using visual aids and intraoral images can make these discussions more impactful.

Designate a trained Treatment Coordinator who is skilled at presenting treatment plans with confidence and thoroughness. After the appointment, follow-up with educational materials that reinforce the message delivered during the visit can keep the importance of proposed treatments top of mind for patients.

2. Implement a Structured Follow-Up Process

Develop a systematic approach for following up on treatment recommendations. This can include personalized reminders via email, SMS, or phone calls, emphasizing the specific health benefits of scheduled treatments.

As an office manager, you can utilize patient communication systems to automate and track these communications, ensuring no patient slips through the cracks.

Scheduling and Financial Facilitation

3. Offer Flexible and Convenient Scheduling

Recognize the busy lives of your patients by providing flexible scheduling options.

Early morning, late evening, and weekend appointments can make it easier for patients to find a suitable time.

Implement an easy-to-use online booking system, which can reduce administrative burden and allow patients to book their appointments without hassle.

4. Provide Clear Financial Options and Support

Financial concerns often deter patients from scheduling recommended treatments. Transparency in treatment costs and available payment options can alleviate these worries.

Introducing third-party financing solutions like Sunbit* can break down the cost barrier by enabling patients to pay over time rather than all upfront. Ensure that your front desk staff are trained to discuss these options sympathetically and knowledgeably, helping patients understand how these solutions can be tailored to fit their financial circumstances.

The key is to offer patient financing early and often, especially alongside your treatment plan recommendations, not making an assumption as to what someone can afford.

5. Leverage Membership Programs to Encourage Regular Visits

For patients without dental insurance or those with limited coverage, dental membership programs can be a viable solution. These programs often include routine check-ups and discounts on other treatments for a yearly fee.

They not only make dental care more accessible but also encourage patient loyalty and regular visits, which can lead to increased scheduling of recommended treatments.

Leveraging Technology and Culture

6. Utilize Advanced Technology for Detection and Demonstrations

Invest in technology that can help detect issues and visualize treatment outcomes for patients. Digital simulations, artificial intelligence, and treatment planning tools can be particularly effective in illustrating the benefits and end results of proposed treatments, encouraging patients to proceed with scheduling.

7. Cultivate a Patient-Centric Practice Culture

As the office manager, you play a crucial role in shaping the practice’s culture. Encourage a patient-centric approach where every staff member is empathetic and committed to patient care.

Training your team to provide exceptional service, warm smiles, and to communicate effectively with patients can greatly enhance trust and treatment acceptance—this includes making sure the same robust training is employed with every new employee.

Also think of other enhancements, such as offering everyone water upon arrival, keeping wait times to a minimum, and ensuring the waiting room is clean and comfortable.

For dental teams, tackling the challenge of unscheduled treatments is key to boosting practice profitability and improving patient outcomes. By focusing on effective patient education, streamlined follow-up processes, flexible scheduling, clear financial communication, and the strategic use of technology, you can convert pending treatment plans into scheduled appointments.

Each strategy not only enhances operational efficiency but also deepens relationships with patients, ensuring your practice not only meets but exceeds both health and business goals.

About the Author

Esti Marvisi

Esti Marvisi is a senior marketing manager at Sunbit, focused on expanding the company’s presence in dental practices. Esti is responsible for generating awareness of Sunbit among independent dentists, DSOs and industry influencers. She has been successful in establishing Sunbit as a financing tool used by more than 10,000 practices with more than 500 joining Sunbit’s merchant network every month.

Esti’s deep knowledge of the dental market has been invaluable in building Sunbit’s dental marketing strategy, including conference and event planning, media buys, continuing education events, thought leadership webinars, and content generation.

To learn why more than 10,000 dental office managers love Sunbit, visit dental.sunbit.com/aadom.

*Loans are made by Transportation Alliance Bank, Inc., dba TAB Bank, which determines qualifications for and terms of credit.