Dental practices
Fill the high value chairs first
Private dental enquiries are not equal. One Invisalign or implant enquiry is worth more than a month of check-ups, and it almost always arrives as a phone call from someone who wants to ask about cost before committing. We make sure those calls are answered, recorded and followed up, whoever is mid-treatment at the time.
The outcome
The enquiries worth the most stop being the ones you miss
A practice does not usually need more enquiries before it needs to keep the ones it gets. High value cases arrive by phone, from people who want to ask about cost, finance and how long it takes before they will book anything. Those calls land while the nurse is chairside. Answering them, capturing who called, and following up the same day changes the return on every marketing pound you already spend.
What we put in
- Every call answered, including chairside hours
- Our Virtual Receptionist picks up when reception is with a patient, on lunch, or gone for the day. It takes the name, the number, the treatment they are asking about and whether they have been to you before, then puts it in front of you.
- Treatment enquiries separated from admin
- A cancellation and an implant enquiry are not the same thing and should not arrive in the same undifferentiated inbox. High value enquiries are flagged the moment they land, so the follow-up matches what the case is worth.
- Same day follow-up on consultation enquiries
- People researching implants or aligners are contacting several practices in one sitting. Being the one that replies first, with the cost range and the next available consultation, is most of the decision.
- Recall that runs without reception chasing it
- Hygiene and check-up recall is the cheapest revenue in the practice and the first thing to slip when the front desk is busy. It runs on a schedule instead of on somebody remembering.
- It writes back into your practice software
- Enquiries land in the system you already use rather than a separate dashboard nobody opens. We integrate with the common UK practice management systems rather than asking you to move.
What it’s worth
What one recovered case is worth
Work it out with your own numbers rather than ours. Take the number of treatment enquiries you get in a month, the share that convert to a consultation, and the share of consultations that go ahead. Then ask what happens to that figure if the calls you currently miss are answered instead. For most private practices, recovering a single implant or aligner case a month covers the whole system several times over.
The cost of the gap is easier to see than the gain: a practice missing two treatment enquiries a week, at a conversion rate of one in four, is losing roughly two cases a month. At private fee levels that is a five figure annual number, and it does not appear anywhere in your reporting because an unanswered call leaves no record.
How it’s built
You own it, not us
The number, the call records, the patient data and the automations sit in accounts in your practice's name. If you stop working with us, none of it switches off and none of it has to be exported. That matters more in dentistry than in most sectors, because the patient list is the practice's principal asset and it should never sit inside an agency's tooling.
- Registered to your businessThe numbers, the database, the automations, the website and every call record sit in accounts in your organisation's name.
- We hold access, not ownershipOur route in is a permission you grant, and one you can withdraw without anything stopping.
- If we stop working togetherThe system keeps running and nothing has to be exported, because none of it was ever somewhere else.
What it takes
How to start
Run a free Leak Check. It scores what a patient actually experiences when they try to reach you: whether the phone gets answered in and out of hours, what happens to a web enquiry, and how quickly anyone replies. You get the findings whether or not you work with us.
What owners ask first
Does dental practice marketing actually need to be dental specific?
The advertising does, because the treatments, the fee expectations and the regulations differ from other clinics. More importantly the enquiry handling does. A dental practice has a small number of high value enquiries mixed into a large volume of routine admin, and treating both the same way is what loses the valuable ones.
We always answer the phone. Is this really a problem for us?
It is worth testing rather than assuming. In our own outbound campaign, 346 UK clinics with a logged outcome were called and 56.6% reached no human. Those were sales calls, and clinics reasonably screen sales calls, but 172 of them simply rang out with nobody deciding anything. A phone that rings out at two in the afternoon rings out for whoever calls next, and the next caller might be asking about implants.
Will answering by system put patients off?
It is answering calls that currently reach nobody, so the comparison is not a person against a machine, it is an answer against a ring tone. It says what it is, takes the details, and hands anything clinical to your team. Anyone who prefers to speak to a person gets a call back with their details already captured.
Does it work with our practice management software?
Enquiries are written back into the system you already run rather than a separate dashboard. We confirm the integration for your specific setup during the Leak Check, before anything is committed.
How is this different from a dental marketing agency?
Most agencies sell traffic. The gap in most practices is not traffic, it is what happens to an enquiry once it arrives. We build and run the capture and follow-up system first, because spending more on adverts that feed a leaking process makes the leak more expensive rather than less.
What does it cost?
It depends on call volume and how much of the follow-up you want automated, so we price it after the Leak Check rather than before. The Leak Check itself is free and you keep the findings regardless.
Free · No install · Results in 48 hours
Find out what's recoverable in your clinic
We mystery-shop your clinic the way a patient would, by search, phone and web form, then show you the patients you could be winning. Scored on three things: are you found, is the enquiry answered, does anyone chase it.