[NOTE]: This month we are offering a 4-part series on “economy proofing” your practice..
This is the second article in the series.
In any economic environment, treatment coordination and follow-up are vital. But when financial pressures rise—on both the practice and the patient—these systems become the difference between a practice that weathers the storm and one that gets swept away.
Strong coordination isn’t just about scheduling and case presentation; it’s about trust, clarity, and keeping treatment plans on track. In part two of our Economy-Proofing Your Practice series, we explore how to tighten up your treatment coordination and follow-up strategies to maintain production, improve acceptance rates, and ensure no patient falls through the cracks.
Strengthen the Backbone of Coordination
Treatment coordination is the operational spine of your practice. When this system is strong, patient flow is consistent, case acceptance is higher, and the team works cohesively.
But when it’s weak, confusion sets in, opportunities are lost, and patients delay or decline necessary care. To move from reactive to proactive, your treatment coordinator should be equipped with current diagnostic tools, clear case documentation, and a seamless handoff from provider to coordinator.
Clarity is currency in uncertain times. Ensure that your coordinators aren’t just “explaining the plan,” but educating patients on the why behind the treatment. Use visuals, intraoral photos, and plain-language explanations to anchor understanding.
The more confident the patient feels in the proposed care, the less likely they are to postpone it, especially when budgets are tight.
The Follow-Up is the Fortifier
Your follow-up system should never be a loose collection of call-back lists or sticky notes. In today’s digital landscape, structured follow-up, that being automated, personalized, and timely, is non-negotiable. Whether it’s a patient who said, “Let me check my schedule,” or one who’s been mulling over financing, every touchpoint matters.
Set protocols for follow-up intervals: usually every three weeks works well. Vary the communication—text, call, email—but stay consistent in tone: helpful, not pushy.
Use your practice management software to track patient status, set reminders, and log communication history so that no one gets lost in the shuffle.
Bridge the Financial Gap Before It Opens
Now more than ever, patients are price-sensitive. This doesn’t mean they don’t value their oral health, it means they need help navigating how to afford it. An excellent treatment coordinator understands how to present payment options clearly, without shame or pressure.
Be prepared to discuss phased treatment, payment plans, insurance benefits, or referral to third-party financing. When a patient feels supported in making the financial decision, they are far more likely to proceed.
Just as importantly, make sure your coordinator has been trained in the language of reassurance, not urgency or fear. Economic proofing is about confidence-building. If your patients trust your team, they’ll find a way to say yes—even when money is tight.
A Final Polish…
Treatment coordination and follow-up are where trust and production intersect. When your systems are smooth, consistent, and patient-focused, your schedule stays full and your practice stays strong.
Don’t underestimate the power of process.Tighten your systems now, and they’ll carry you through whatever comes next.
Next week, we’ll look at how to offer customer-friendly financial protocols, including options like assignment and simplified payments that help patients say yes while preserving your bottom line.
