Pending Start Workflow
- 1Consultation marked as pending in the CRM
- 2Day 2 text sent to answer remaining clinical questions
- 3Day 7 email sent with financing and payment plan details
- 4Day 14 task created for Treatment Coordinator to call
Systems for Orthodontists
Modern Systems for High Performance Orthodontic Practices
Orthodontic practices bring in revenue through long-term treatment contracts and consistent chairside throughput. Profitability often leaks during the transition from the initial observation phase to active treatment or when patients fall out of regular recall during growth monitoring.
Dental
- Case Acceptance Follow-Up
- Observation Recall Engine
- Multi-Channel Appointment Reminders
- Missed Call Text Back
- Digital Patient Intake
How the business actually works
How the work flows, start to finish.
- 01
New Inquiry
A prospective patient or parent reaches out regarding malocclusion or aesthetic concerns.
- 02
Initial Exam
Clinical assessment, digital scans, and records are taken to determine the treatment plan.
- 03
Case Presentation
The treatment coordinator reviews the financial contract and clinical goals with the family.
- 04
Pending Follow-Up
Active tracking of families who have not yet signed their treatment contract.
- 05
Active Treatment
Recurring appointments for wire changes, aligner checks, and appliance adjustments.
- 06
Growth Monitoring
Long-term tracking for younger patients in the observation pool who are not yet ready for braces.
- 07
Debonding
Removal of appliances and the transition to the retention and finishing phase.
- 08
Retention
Post-treatment follow-up to ensure compliance with retainers and long-term stability.
Where it leaks
Common problems for orthodontists.
01
Unconverted Consultations
Many practices lose revenue when prospective patients leave the office without signing a contract and never hear from the team again. Without a structured follow-up system, these high-value cases simply vanish from the pipeline.
02
Observation Pool Leakage
Patients in the growth and guidance phase often fail to schedule their six-month recalls. If these check-ups are missed, the practice loses the eventual start when the patient is finally ready for phase one or two treatment.
03
Administrative Overload
Front desk staff spend excessive hours on the phone confirming appointments and chasing overdue payments. This manual work prevents the team from focusing on in-office patient hospitality and clinical flow.
04
Appointment No-Shows
Missed chair time is a direct loss of production that cannot be recovered in a busy orthodontic schedule. Lack of automated, multi-channel reminders leads to empty chairs and disrupted doctor time.
05
Fragmented Patient Data
Valuable patient information is often scattered across paper records and legacy software that does not talk to modern communication tools. This creates friction when trying to provide a seamless patient experience.
What LATTICE can build
Systems built around how you work.
Case Acceptance Follow-Up
Automated sequences that trigger after a consultation to gently remind parents of the treatment benefits and financing options.
Observation Recall Engine
A dedicated workflow that tracks younger patients and sends periodic check-in requests to ensure they return for growth monitoring.
Multi-Channel Appointment Reminders
SMS and email notifications sent at strategic intervals to reduce late arrivals and no-shows for adjustments.
Missed Call Text Back
Instantly captures new patient inquiries by sending a text message if the front desk is unable to answer the phone.
Digital Patient Intake
Mobile-friendly forms that allow patients to submit health histories and insurance information before they arrive at the clinic.
Payment Recovery Automation
Systematic reminders for patients with past-due balances or failed recurring monthly payments.
Internal Referral Campaigns
Encourages existing families to refer friends and siblings through automated post-appointment outreach.
Patient Reactivation
Identifies and contacts patients who have not been seen in the office for an extended period to bring them back into the schedule.
Example systems
What it looks like in practice.
Growth Guidance Recall
- 1Patient tagged as Observation Phase
- 2Automated reminder sent 5 months after last visit
- 3Online booking link provided for easy scheduling
- 4Confirmation sent once the appointment is set
New Patient Onboarding
- 1Inquiry received via website or phone
- 2Instant SMS sent with a link to the digital intake portal
- 3Insurance verification information requested automatically
- 4Welcome packet emailed upon successful booking
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from orthodontists
How does this help my Treatment Coordinator?
It automates the repetitive follow-up tasks that typically take up hours of their week. By letting the system handle the initial reminders after a consult, your coordinator can focus on the high-level conversations and closing cases in the office.
Can we target patients who are ready for Phase II treatment?
Yes, by utilizing tags based on age or clinical status, the system can trigger specific messages to parents when it is time to move from observation into active treatment. This ensures you do not lose these starts to competing practices.
Does this replace my existing practice management software?
No, it acts as a sophisticated layer on top of your clinical software to handle the communication, marketing, and lead tracking that most medical systems do not perform well. It bridges the gap between your clinical records and your patient experience.
Will patients feel like they are talking to a robot?
The communication is designed to be personal and professional, matching the tone of your specific practice. You can customize every message to ensure it reflects your brand voice and provides genuine value to your families.
How do we track where our new starts are coming from?
The dashboard provides a clear view of your entire pipeline, showing which inquiries turned into consultations and which consultations turned into starts. This gives you data-driven insights into your marketing efforts and office performance.