Recipe · For Dental & Healthcare Practices

Recover the treatment sitting in your PMS unscheduled.

At the average dental practice, 30-40% of recommended treatment is presented but never scheduled — patients leave the office intending to come back and then life happens. This recipe watches for unscheduled treatment plans and routes patients to a warm follow-up call from the coordinator (never selling — always helping).

Install Recipe How it works
5.0 Used by dental, chiropractic, PT, and multi-provider practices across 30+ states. HIPAA-safe SMS.
Treatment Plan Follow-Through for Dental & Healthcare Practices
N
Nicole
Cedar Family Dental · SMS
Now
Hi Sarah 👋 Nicole here — just wanted to follow up on what Dr. Patel talked about last visit. Want me to walk through options together?
Yes actually — I've been putting it off
Totally get it. Wednesday at 2pm or Friday at 10am — either works to chat through it in person. What sounds good?
30–40%
of dental treatment sits presented-but-unscheduled at the average practice. It should be under 15%.

Unscheduled treatment is the highest-margin revenue in a dental practice — the diagnosis is already done, the patient already trusts the provider, and only scheduling stands in the way. Yet most practices leave 30-40% of presented treatment unscheduled because there's no systematic follow-up.

This recipe watches your PMS for treatment plans that haven't been scheduled within 30 days and routes those patients to a warm, HIPAA-safe follow-up from the coordinator. Not a sales call — a 'want to talk through options?' conversation. Practices routinely recover 40-60% of unscheduled treatment.

What this recipe does

Four moving parts. HIPAA-safe by design. All watching your PMS.

Detects unscheduled treatment

Watches your PMS for treatment plans presented but not scheduled within 30 days. Ranks by case value and clinical urgency.

Alerts the coordinator

When a plan qualifies, the treatment coordinator gets an inbox alert with patient context and a suggested outreach template.

HIPAA-safe outreach

Warm text: 'wanted to follow up on what Dr. Patel talked about last visit — want me to walk through options?' No PHI in the message.

End-to-end attribution

Signal → invite → consultation → scheduled treatment. Revenue attributed back per patient and coordinator.

The recipe

How the treatment plan follow-through works

Six steps. From presented plan to scheduled treatment. HIPAA-safe throughout.

  1. 1
    Trigger · Day 30

    Detect unscheduled treatment

    Gleantap watches your PMS. Treatment plans that have been presented but not scheduled within 30 days are flagged and ranked by case value and clinical priority.

  2. 2
    Alert · Live

    Notify the treatment coordinator

    When a plan qualifies, the treatment coordinator gets an alert with full patient context: last visit, insurance status, provider notes, plan components (visible in the PMS — not in the outbound SMS).

  3. 3
    Invite · SMS

    Warm HIPAA-safe follow-up

    Coordinator sends a personal SMS: ‘wanted to follow up on what Dr. Patel talked about last visit — want me to walk through options?’ No treatment names, no specifics. Just an invitation.

  4. 4
    Consult · Reply

    Schedule a consultation

    If the patient replies, the coordinator offers 2-3 slots for a 20-minute consultation — in-person or by video. Patient picks a time, consult is scheduled.

  5. 5
    Present · Consult

    Review options + estimate

    During the consult, the coordinator reviews the plan with the patient, presents an insurance-verified estimate, and answers questions. Booked treatment right after.

  6. 6
    Close · Post-consult

    Follow up if not booked

    If the patient doesn’t schedule at consult, a follow-up SMS the next day with the estimate summary and 2-3 available treatment slots. One-tap booking.

Why it works

Unscheduled treatment isn't a sales problem. It's a scheduling problem.

The patient already trusts the provider. The plan is already in the chart. All that's missing is a warm follow-up that turns 'I need to schedule that' into 'I'm booked for Wednesday.' The recipe surfaces the moment. The coordinator has the conversation. No high-pressure sales — just helpful scheduling.

What your patients actually see

HIPAA-safe copy that reads like a coordinator who noticed and cared to reach out.

Day 30 · SMS from Coordinator
Hi {first_name} 👋 Nicole here — just wanted to follow up on what Dr. Patel talked about last visit. Want me to walk through options together?
HIPAA-safe · Warm · No treatment mentioned
Reply · SMS from Coordinator
No worries at all. I've got Wednesday at {slot_1} or Friday at {slot_2} for a 20-min chat in person — either works to walk through options together. What sounds good?
Consult-only · Removes commitment pressure
Post-consult · SMS from Coordinator
Hi {first_name} — thanks for coming in yesterday. Here's the summary + estimate we discussed: {plan_link}. When you're ready to schedule, I've got {slot_1} and {slot_2} open. Or reply anytime with questions.
Post-consult · One-tap booking
Expected results

What practices typically see in 90 days

Ranges from dental practices running this recipe. Chiropractic and PT see similar rates on treatment plan adherence.

52–68%
Consult acceptance

Patients who accept a follow-up consultation after the recipe fires.

58–74%
Consult-to-scheduled

Patients who schedule treatment after their follow-up consultation.

$142k+
Annual revenue recovered

Typical annual case revenue recovery at a general dentistry practice with ~800 active patients.

Ranges reflect general dentistry. Cosmetic and full-arch practices see higher revenue per recovery due to case sizes. Endodontic and periodontal see faster scheduling due to clinical urgency.

Everything you'll need

Five inputs. Coordinator warmth is the multiplier.

Get help setting this up
  • PMS integration
    Dentrix, Eaglesoft, Open Dental, Curve, Denticon. Treatment plan data (presented, unscheduled, plan components) required.
  • Treatment coordinator role
    Practices with a dedicated treatment coordinator convert 2x better. Solo doctors can run it themselves but need reserved time.
  • Consultation slots
    3-5 20-minute consult slots per week reserved for treatment plan reviews.
  • Insurance verification
    Benefits and out-of-pocket estimate prepared ahead of every consult. No billing surprises at the desk.
  • HIPAA-safe copy defaults
    All templates ship compliant. No treatments, procedures, or diagnoses in outgoing SMS.

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This recipe also works for

Same signal-and-consult approach, tuned per vertical.

Gyms & Fitness Studios Yoga & Pilates Studios Martial Arts Schools Salons & Barbershops Med Spas & Aesthetics Sports & Recreation Clubs

Frequently asked questions

What practice managers ask before running this recipe.

Is this HIPAA-compliant?
Yes. All outgoing SMS references 'what Dr. Patel talked about last visit' — no treatment names, no diagnoses. The consultation itself is in-person and the plan review link (if used) requires patient authentication. BAA signed.
What's the ideal delay before firing?
30 days after treatment presentation for most practices. Shorter for urgent cases (endo, extraction) — 14 days. Longer for cosmetic — 45 days, since those are decisions patients often need to sit with.
Doesn't this feel salesy to patients?
It's the opposite. The tone is 'want me to walk through options?' not 'want to schedule your crown?' Patients report feeling cared for — 'my dentist actually followed up' — not sold to. Case acceptance is a byproduct of good service, not pressure.
How does insurance verification fit in?
The treatment coordinator verifies benefits and prepares an out-of-pocket estimate before every consultation. Estimate transparency at the consult removes the #1 barrier to case acceptance (surprise costs).
What if the patient's insurance changed?
The consultation surfaces it. Re-verified benefits, updated estimate, revised plan if needed. Better to catch it during a 20-min consult than at treatment start.
Should the doctor be in the consultation?
Not usually — the coordinator handles it, and pulls in the doctor only for clinical questions. Frees the doctor to see patients while the treatment plan is being reviewed. Better utilization of chair time.
Can we prioritize by case value?
Yes — the recipe ranks unscheduled treatment by case value and clinical urgency. Coordinators can work highest-value plans first each day.
Does this apply to chiropractic and PT?
Yes — with variants. For chiro/PT, the trigger is treatment plan session completion drop-off (patient with 12-session plan completes 6 and drifts). Same recipe, different signal.
See it live

See this recipe running in your practice.

A 20-minute walkthrough. Bring your unscheduled treatment report and we'll show you the ranked list — plus estimate the revenue you can recover this quarter.

  • No slide deck
  • Live product, your data
  • A ranked unscheduled-treatment list for your practice
  • HIPAA + BAA covered

Schedule a Demo

See how Gleantap can help your practice grow.