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Converting Patient Calls Into Booked Appointments

A Step-by-Step Guide For Case Acceptance

Have you ever noticed that when you answer the phone, the person on the other end says, “Can I have an appointment to come in?” This is a question you wish every patient asked because booked appointments mean higher follow-through. However, they don’t always say this. That is why we decided to write a guide on how to make sure that your patients convert their calls into booked appointments.

  1. Train your staff: The first step towards converting patient calls into booked appointments is to train your staff to handle calls professionally and empathetically. They should be knowledgeable about your services, and able to answer any questions the patient may have.
  2. Prepare a script: Create a script for your staff to follow on what to say during patient calls. This should include a greeting, introduction, and questions to ask to understand the patient’s needs.
  3. Listen attentively: Train your staff to listen attentively to the patient’s concerns and needs. This will help them to personalize the conversation and address the patient’s specific issues.
  4. Provide clear information: Ensure that your staff provides clear and concise information about your services, including the benefits and any relevant details such as pricing and insurance coverage.
  5. Offer solutions: After understanding the patient’s needs, your staff should offer solutions and suggest appointment times that work best for the patient.
  6. Confirm the appointment: Before ending the call, ensure that your staff confirms the appointment details, including the date, time, and location. They should also provide any additional information the patient may need, such as directions or parking instructions.
  7. Follow up: After the call, follow up with the patient via email or text message to confirm the appointment details and remind them of their upcoming appointment.

By following these steps, you can increase the chances of converting patient calls into booked appointments, which can lead to a higher patient satisfaction rate and increased revenue for your practice.

Reach Out For The Right Marketing Partner For Your Practice

Looking for a reliable marketing partner for your dental practice? Look no further than Apex Dental Solutions. We offer pre-qualification, nurturing, and efficient strategies that save you time and money. Say goodbye to worrying about empty waiting rooms because we guarantee a steady stream of patients. We understand dentists are busy, so we streamline your marketing efforts to minimize workload and maximize results. Our stress-free approach ensures your practice grows without sacrificing quality or integrity. Apex Dental Solutions has the expertise to help you reach your goals regardless of your specialty or schedule. Take advantage of the potential to grow your dental practice.

Contact Apex Dental Solutions to learn how we can help you develop a strong brand and attract more patients to your practice.  Get started today with our FREE 15-minute strategy call.


Apex Dental Solutions has been helping practices grow through Dental Implant Marketing, Full Arch Dental Implant Marketing, and All-on-4® Dental Implant Marketing.

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