How Dental Call Tracking Can Transform your Dental Practice Marketing

Understanding the efficacy of your marketing efforts is crucial for the success of your dental practice. One powerful tool that can significantly enhance your marketing strategy is dental call tracking. This technology helps you understand how many phone calls your marketing efforts generate and provides insight into how these calls are managed and converted into new patients.

The Importance of Tracking Your Calls

Consider these critical questions for your practice:

  • How many phone calls does your marketing generate each month?
  • How many calls from potential patients go unanswered because they come in outside of business hours?
  • How many of the answered calls have been successfully converted into new patients?

Every time your phone rings, it’s because of your marketing efforts. Each ring represents a potential new patient and an opportunity that your practice has paid to create. Here’s what typically happens when a potential patient calls:

  1. The call goes unanswered, and the patient leaves a message requesting a callback.
  2. The call goes unanswered, and the patient needs to leave a message. (Missed Opportunity)
  3. Your front desk team answers the call and successfully books the patient.
  4. Your front desk team answers the call but needs to book the patient. (Missed Opportunity)

Understanding and Improving Your Conversion Rates

Let’s take an example. Suppose your dental practice receives 100 calls a month, of which 25 result in booked appointments. This means your practice has a prospect conversion rate of 25%. However, your conversion rate improves to 42% for the calls that are actually answered. This is your baseline Prospect Conversion Rate.

Here are three key opportunities for improvement:

Opportunity #1: Missed Calls

Using the current conversion rate of 42%, if your practice were to address the 20 missed calls each month, you could potentially book 8 additional new patients monthly.

Opportunity #2: Increased Conversion Rate

With proper feedback and training, if your front office team improves their conversion rate from 42% to 62%, your practice could book an additional 12 new patients monthly.

Opportunity #3: Applying Improved Skills to Missed Calls

By applying these enhanced phone skills to the missed calls, your practice could book an additional 4 new patients per month.

These improvements could lead to 24 new patients each month, which translates to an average of $144K in annual production (assuming an average production value of $500 per new patient). This effectively doubles the number of new patients from 25 to 49 per month.

How Practice Treatment Plan Can Help

Use the Practice Treatment Plan’s Call/Opportunity Tracking Service to capture these missed opportunities. This service is designed to help dental practices track and manage incoming calls more effectively, ensuring no potential patient opportunity is missed.

Reporting Features Include:

  • Multiple Tracking Numbers: Up to 10 tracking numbers per client, with 500 minutes of included phone time (additional minutes billed at $0.06 per minute).
  • Call Categorization: Every incoming call is recorded and reviewed by a live person, categorizing them as missing, not booked, or booked. The reasons for not booking appointments are documented.
  • Real-Time Alerts: Doctors receive real-time text alerts when calls go unanswered, including the phone number of the missed caller. Monthly reports provide a breakdown of when most calls are missed.
  • Conversion Tracking: Conversion rates are tracked by team members, identifying who is most successful at closing new patient appointments.
  • ROI Reports: Quarterly reports on return on investment, tracking which marketing channels bring in the most profitable patients based on provided production numbers per new patient.

No Long-Term Contracts

One of the best aspects of this service is its flexibility. There are no long-term contracts, so you can cancel anytime if you are unsatisfied with the results. This ensures that the service remains accountable and delivers a high return on investment, averaging an 800% ROI for general dentists.

For more information about our Call/Opportunity Tracking Service, contact Practice Treatment Plan at 888-412-8820. Start transforming your dental practice marketing today.