Slow estimate and treatment plan follow-up
Find patients with open treatment plans, generate follow-up drafts in your office voice, and monitor case acceptance over time.
Root cause
Review your unscheduled treatment report weekly, prioritize by case value, assign follow-up tasks, and track whether treatment was eventually accepted.
DIY playbook
Run the unscheduled treatment report each week. Sort by dollars and days. Have the treatment coordinator call the top 10. Track in a spreadsheet.
- 1Pull unscheduled treatment report from PMS
- 2Segment by days since presentation and estimated case value
- 3Draft personalized follow-up message for each segment
- 4Queue messages for staff approval by case value priority
- 5Create a 30-day follow-up cadence for non-responders
- 6Log treatment accepted, declined, or still pending
- Dentrix
- Open Dental
- Dental Intelligence
- Patient has already sought treatment elsewhere
- Insurance coverage changed since treatment was presented
- Provider schedule full before follow-up converts
One click. Runs itself.
Operator pulls the report, segments by urgency and case value, drafts the outreach for each segment, and tracks how many plans move to scheduled.
What gets tracked
Metrics populate once the practice is installed and the first events are logged. Before install, this section shows the baseline telemetry you will be able to track.
Common questions
Most practices carry $100,000 to $400,000 in unscheduled treatment at any given time. Even recovering 10 percent per quarter can add $10,000 to $40,000 in annual production.
Follow up within 7 to 14 days for high-value cases. For smaller cases, 30 days is acceptable. After 90 days without a response, move to a lower-frequency annual reminder cadence.
Remind the patient of the specific treatment presented, note any urgency if applicable, and make it easy to schedule. Avoid restating the full clinical rationale in writing. Keep it brief and actionable.
Operator prepares the follow-up queue and drafts each message. A staff member approves before any message is sent. Clinical context and patient communication always stay under your team's control.
Track open treatment plan count each week, messages sent, cases converted to scheduled, and estimated value recovered. A steady reduction in your unscheduled treatment balance is the signal the practice is working.
Stop managing slow estimate and treatment plan follow-up manually.
Install the practice. Operator runs it. You see every outcome.