Case Study: Our Proven Method for Helping an Orthodontist Double New Patient Starts in Just 6 Months

Luke Infinger

July 5, 2025

So, you want to know how an orthodontist doubled their new patient starts in just six months? It might sound like a big claim, but it's totally doable. We're going to break down exactly how it happened, sharing the simple steps that made a real difference. This isn't about fancy tricks; it's about smart changes to how things are done every day. Let's get into the details of this success story.

Key Takeaways

Getting patients to start treatment the same day they come in can really boost numbers.
Understanding what makes patients decide to get braces is super important for good talks.
Following up with people who didn't start right away can turn a 'maybe' into a 'yes'.
Teaching your team to talk about treatment in a helpful, honest way makes a big difference.
Setting up clear ways of doing things helps your practice grow without making you work harder.

The Same-Day Start: Maximizing Orthodontic Treatment Acceptance

One of the most effective ways to boost your orthodontic practice's production is by implementing same-day starts. This strategy really shines because it takes advantage of the moment when a patient is most excited and ready to begin treatment. Let's get into why this works and how to make it a win-win for everyone involved.

Why Same-Day Starts Work

The emotional connection is strongest right after patients see their records and hear your recommendations. This is when they're most receptive to moving forward. Think about it – they've just visualized their future smile and are eager to start the journey. Here's why same-day starts are so effective:

It cuts down on the time patients have to second-guess their decision or shop around with competitors.
It offers a level of convenience that patients really appreciate. No need to schedule another appointment and take more time out of their busy lives.
It can actually lower cancellation rates compared to scheduling a future appointment. Life happens, and the longer the wait, the higher the chance something will come up.

Same-day starts aren't about pressuring patients; they're about providing an option that aligns with their immediate enthusiasm and desire for a better smile. It's about making the process as easy and convenient as possible for them.

Making It Convenient, Not Pushy

The trick is to present same-day starts as a convenience, not a high-pressure tactic. Your scheduling coordinator plays a big role here. They should introduce the option during the initial phone call. For example, they could say something like, "If the doctor determines you're ready for orthodontic treatment, we can actually start your treatment the same day, so you don't have to come back for another appointment, if that's convenient for you."

Here's a quick table showing the potential impact of same-day starts:

Metric	Without Same-Day Starts	With Same-Day Starts	Increase
Conversion Rate	30%	50%	20%
Treatment Acceptance	20 patients/month	35 patients/month	15
Average Treatment Value	$5,000	$5,000	-

Understanding Patient Psychology in Orthodontic Consultations

It's easy to get caught up in the technical aspects of orthodontics, but understanding what's going on in your patient's head is just as important. When a patient walks into your office for a consultation, they're not just bringing their teeth; they're bringing their hopes, fears, and expectations. Tapping into these emotions can significantly improve your consultation success rate.

The Four Pillars of Orthodontic Patient Decision-Making

For a patient to say "yes" to treatment, there are four key areas you need to address. Think of them as the legs of a table – if one is missing, the whole thing collapses.

Value: Do they believe the treatment is worth the investment? This isn't just about the money; it's about the perceived benefits to their appearance, confidence, and overall well-being. Show them before-and-after photos, explain the long-term advantages, and really listen to their goals.
Time: Can they commit to the treatment schedule? Orthodontics is a marathon, not a sprint. Make sure they understand the length of treatment, the frequency of appointments, and the importance of compliance.
Comfort: Are they comfortable with you and your team? People buy from people they like and trust. Be friendly, approachable, and genuinely interested in their concerns. Acknowledge their anxieties and offer reassurance.
Financial: Can they afford it? Be upfront about the cost of treatment and offer flexible payment options. Explore insurance coverage and financing plans to make it more accessible. Don't shy away from discussing money – it's a legitimate concern for most patients.

Leveraging Patient Motivation

Patients who book a consultation are already somewhat motivated. They've taken the first step, which is huge! Here's how to build on that initial momentum:

Highlight the benefits: Focus on what they'll gain from treatment, not just what they'll lose (crooked teeth, self-consciousness, etc.). Paint a picture of their ideal smile and how it will impact their life.
Address their concerns: Ask open-ended questions to uncover their fears and hesitations. Listen carefully to their answers and provide honest, reassuring responses.
Create a sense of urgency: Without being pushy, explain the potential consequences of delaying treatment. This could include worsening dental problems, increased treatment complexity, or missed opportunities for social and professional advancement.

Understanding patient psychology is not about manipulation; it's about empathy and communication. By addressing their needs and concerns, you can build trust, increase treatment acceptance, and ultimately, help them achieve the smile they've always wanted. This approach is key to orthodontic practice growth.

The Art of Orthodontic Patient Follow-Up

Not everyone is ready to commit to orthodontic treatment right away. That's perfectly normal! But a 'no' today doesn't always mean 'no' forever. With a smart and caring follow-up strategy, you can turn those 'not right now' responses into happy patients.

Effective Follow-Up Strategies

The key is to stay top-of-mind without being a pest. It's a delicate balance, but when done right, it can significantly boost your conversion rates. Here's how:

Systematic Tracking: Use a CRM system to keep tabs on potential patients. Note their initial concerns, treatment preferences, and any financial questions they had. This helps personalize your follow-up.
Consistent Communication: Don't let leads go cold! Aim for weekly contact for at least the first month after the consultation. Then, adjust the frequency based on their engagement.
Value-Added Interactions: Each follow-up should offer something new – perhaps a success story, a special promotion, or an answer to a question they had. Avoid generic 'just checking in' messages.
Reactivation Campaigns: For those who initially declined, consider running targeted reactivation campaigns with limited-time offers or updated treatment options.

It's easy to get caught up in the day-to-day running of the practice, but consistent follow-up is an investment that pays off. Think of it as nurturing a relationship, not just closing a sale.

The Importance of Consistent Touchpoints

It might surprise you, but most sales happen after multiple interactions. Think about it – people need time to process information, discuss options with family, and feel confident in their decision.

Here's a simple breakdown of why consistent touchpoints matter:

Build Trust: Repeated, helpful interactions build trust and rapport.
Address Concerns: Follow-ups provide opportunities to address lingering questions or concerns.
Stay Relevant: Consistent communication keeps your practice top-of-mind when they're ready to move forward.

Remember, patience and persistence are key. Don't give up after the first 'no'. Keep providing value, building relationships, and showing you care. The results will speak for themselves.

Training Your Orthodontic Team in Ethical Influence

Cultivating a Culture of Service

It's easy to fall into the trap of thinking about orthodontics as just fixing teeth. But really, it's about improving lives. The best orthodontic practices understand that they're in the service industry first, and the teeth-straightening business second. This mindset shift is key. When your team genuinely cares about the well-being of each patient, "selling" treatment becomes less about pushing a product and more about offering a solution.

Encourage active listening during consultations.
Implement regular team-building activities focused on empathy.
Recognize and reward team members who go above and beyond for patients.

A service-oriented culture isn't just a feel-good thing; it directly impacts your bottom line. Happy patients refer their friends and family, leading to organic growth and a stronger reputation in the community. It's a win-win.

Empowering Treatment Coordinators

Treatment coordinators are often the unsung heroes of an orthodontic practice. They're the bridge between the clinical assessment and the patient's decision to move forward. It's important to give them the tools and training they need to excel. This means more than just product knowledge; it means equipping them with the skills to communicate effectively, address concerns with empathy, and guide patients through the financial aspects of treatment. A well-trained treatment coordinator can significantly improve case acceptance.

Provide ongoing training on communication and sales techniques.
Offer opportunities for professional development and skill enhancement.
Create a clear career path for treatment coordinators within the practice.

Here's a simple table to illustrate the impact of empowered treatment coordinators:

Metric	Before Training	After Training	Improvement
Case Acceptance Rate	60%	80%	20%
Average Treatment Value	$5,000	$5,500	$500
Patient Satisfaction	4/5	4.8/5	0.8

It's not just about closing deals; it's about building trust and ensuring that patients feel confident and informed about their treatment options. Ethical influence is about guiding patients toward the best decision for them, not just for your practice. By having the right people in these roles, you can create a positive experience for everyone involved.

Growing Your Orthodontic Practice with Freedom

It's not just about making your practice bigger; it's about doing it in a way that gives you more free time, not less. You want to build something that runs smoothly even when you're not there every second. Let's talk about how to make that happen.

Key Strategies for Scalable Growth

To really grow, you need to think about how to make things repeatable and efficient. That means setting up systems and processes that don't rely solely on you. Here are some things that have worked for us:

Specialize roles: Don't have everyone doing everything. Dedicated scheduling folks, treatment coordinators, and clinical staff can each focus on what they do best. This makes things run smoother and faster.
Document processes: Write down how you do everything. Seriously. From answering the phone to taking X-rays, having a documented process ensures consistency, even when someone is out sick or you hire someone new. This is key for sustainable orthodontic practice growth.
Use technology: There are so many tools out there that can automate tasks and make your life easier. Think virtual consultations, text reminders, and even remote monitoring. These things can save you time and money.

The goal is to create a practice that can run itself, freeing you up to focus on the things you enjoy, whether that's spending more time with family, pursuing other interests, or simply taking a well-deserved vacation.

Building a System-Dependent Practice

It's easy to fall into the trap of being the bottleneck in your own practice. To avoid this, you need to build a practice that depends on systems, not just on you. Here's how:

Training is key: Invest in training your team. Make sure everyone knows their roles and responsibilities, and that they have the skills they need to do their jobs well. Don't skimp on this – it's an investment in your future.
Empower your team: Give your team the authority to make decisions. Don't micromanage. Trust them to do their jobs, and they'll be more engaged and productive.
Track everything: Use data to see what's working and what's not. Track your key metrics, like new patient starts, conversion rates, and patient satisfaction. This will help you identify areas where you can improve.

Metric	Target	Actual	Improvement Needed
New Patient Starts	50	40	Yes
Conversion Rate	75%	65%	Yes
Patient Satisfaction	90%	92%	No

By focusing on these strategies, you can build an orthodontic practice that not only grows but also gives you the freedom to enjoy your life. It's about working smarter, not harder.

Want to make your orthodontic practice even better? Learn how to get more freedom in your work and life. Find out how by visiting our website. You can also apply to work with Luke and start your journey to a better practice today!

Wrapping It Up: Your Practice Can Do This Too

So, there you have it. We saw how one orthodontist went from struggling to booming, basically doubling their new patient numbers in just six months. It wasn't magic; it was about putting simple, smart ideas into action. Things like making it easy for people to start treatment right away, keeping up with folks who were thinking about it, and making sure the whole team was on the same page. If you're an orthodontist looking to get more patients without all the extra stress, these kinds of steps can really make a difference. It's about working smarter, not harder, and seeing your practice grow in a way that feels good.

Frequently Asked Questions

What exactly is a 'same-day start' for orthodontic treatment?

A 'same-day start' means we offer patients the chance to begin their orthodontic treatment right after their first visit, if they're ready. This is super handy because it saves them another trip and lets them get started on their new smile sooner.

How do you make same-day starts feel helpful, not like a sales pitch?

We make it easy and never pushy. Our team simply lets patients know that if the doctor says they're good to go, they can start treatment that very day. It's all about making things convenient for them, not forcing a decision.

What helps patients decide to get braces or other orthodontic treatment?

We focus on four main things: making sure they know it's a good use of their time, that it fits their budget, that they'll feel comfortable during treatment, and that they trust us to do a great job. When these four things are clear, patients feel good about moving forward.

What happens if a patient doesn't want to start treatment right away?

Not every patient says yes right away, and that's okay! We keep in touch with them in a friendly way, sharing new information or special offers. Many patients who initially say 'not now' end up starting treatment later because of our consistent follow-ups.

How important is it to follow up with potential patients?

It's super important! Most people need to hear from you several times before they make a big decision like starting orthodontic treatment. We've learned that staying in touch, even after the first meeting, greatly increases the chances they'll become a patient.

How do you teach your team to talk to patients without being too 'salesy'?

We train our team to be helpful guides. They learn to listen, understand what patients need, and explain how treatment can help them. It's about building trust and showing patients we care about their smile and their well-being, not just making a sale.