New Client Onboarding Form

It’s time to get in the Flow...

We are so excited to welcome you to the Flow family!

In addition to a project kickoff call that we will schedule, please fill out the onboarding form below.

The best is yet to come,

Flow New Patient Marketing

Please note:

The entire form takes about 25 minutes to complete.
You will likely need to confer with your front desk or office manager to answer some questions.
At the bottom of the form is a SAVE AND CONTINUE LATER button if you need it.

Client Onboarding Form - Presence, Leader, Dominate

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Next Steps: Sync an Email Add-On

To get the most out of your form, we suggest that you sync this form with an email add-on. To learn more about your email add-on options, visit the following page (https://www.gravityforms.com/the-8-best-email-plugins-for-wordpress-in-2020/). Important: Delete this tip before you publish the form.

Primary Contact Information

This will be the primary point of contact on your account

Name of Primary Contact(Required)

Prefix First Last

Primary Contact Email(Required)

What email should the Flow Team use to reach you? Please provide YOUR email is possible, not your front desk email. If they are the same, that is fine.

Email Address Confirm Email Address

Primary Contact Phone Number(Required)

What phone number should the Flow Team use to reach you?

Primary contact birthday(Required)

Month/Day

General Practice Information

Practice Legal Name(Required)

The legal name used on government documents. (we may need to this to verify your account with Google)

Practice DBA (doing business as) Name(Required)

The name you use publicly. If not different than the leal name, please note.

Previous Practice Names

Did this practice have a previous name (e.g. was it purchased)?

Your Practice Phone Number(Required)

What is the primary phone number that patients use to reach the practice?

Your Practice Front Desk Contact Email

What email do patients use to reach the practice? If this is the same email as the one you provided above, please DO NOT reenter it again. Just leave blank.

Your Practice Address(Required)

Please give your address the same way it is listed on Google.

Your Primary Practice Website URL(Required)

Ex: yourdomainname.com

Any additional URLs?

Ex: yourdomainname.com

Your Practice Creation Date(Required)

When was your practice founded?

Names of current doctors working at the practice(Required)

Please send us bios for each doctor seperately

How many years have your primary dentist practiced dentistry?(Required)

How many patients has your primary dentist treated??(Required)

People, not appointments. Ballpark estimate, e.g. 20,000+ patients treated

What is the total number of CE hours you've accumulated beyond dental school?(Required)

Ballpark estimate.

Have you been recognized as a Top Dentist by any publication? How many times / how many years in a row?(Required)

How many hours of continuing education does your primary dentist complete per year?(Required)

Hours of Operation(Required)

Ex: Mon-Fri 8am-6pm

Elevator/Sales Pitch(Required)

What makes your practice unique? Are you a member of any professional orgs? Do you have any accreditations? Sell us your services!

Core Values?(Required)

List your company's core values. Ex: Education, Integrity, Quality, Respect

Charitable Endeavors?(Required)

Please list any charities or local organizations that you support. Ex: Charities, Churches, etc.

What are the five most commonly asked questions that your front desk gets?(Required)

e.g. insurance, hours, services.

Do you have access to your existing website?(Required)

Please share access credentials to your existing website here.(Required)

username, password, etc.

Do you have photos / videos / etc that are not on your current website that you would like to share with us?(Required)

Are there any brand guidelines or style guides we should follow?(Required)

Do you have ownership of your current Google Business Page?(Required)

If you do, we will send you a request via google to get MANAGEMENT access. If you do not, please provide contact information for the party who does have ownership. If it is not owned, we will claim it for you.

Example Websites for Design Inspiration

If we are building you a new website and you would like our team to reference websites you like the look of, please enter them below!

List Your Social Media Account URLs(Required)

Facebook Page, Instagram Page, etc.

Last 12 Month's Annual Collections(Required)

First-year estimate please for startups

How many unique patients did you see in the last 12 months?(Required)

This is the number of people who visited your office, NOT the number of appointments you had. For example, if one patient visited six times, they would only count once. We use this information to establish the average value of a new patient.

Average Number of new patients per month in the last 12 months?(Required)

This helps us establish a baseline.

Total Number of patients your practice has seen since it opened? Ballpark is fine.(Required)

This helps us establish credibility with AI chatbots.

What is your Hygiene Re-Appointment Percentage?(Required)

The percentage of Hygiene Visits that on the same day of this Hygiene Visit have scheduled a subsequent hygiene appointment before leaving the dental office.

What is your Clinical Re-Appointment Percentage?(Required)

The percentage of Clinical Visits that on the same day of this Clinical Visit have scheduled a subsequent hygiene appointment before leaving the dental office.

What is the average wait time for a new patient hygiene appointment in your office?(Required)

How many days/weeks/months will a new patient have to wait for a hygiene appointment?

Do you have a wait list for hygiene appointments?(Required)

Yes

A waitlist in a dental office for hygiene appointments is a list of patients who have expressed interest in scheduling a hygiene appointment but are unable to get an immediate appointment due to high demand or limited availability of hygienists. Essentially, it's a queue for patients who are willing to wait for a hygiene appointment when a slot opens up.

What is the average wait time for a new patient clinical appointment in your office?(Required)

How many days/weeks/months will a new patient have to wait for a clinical appointment?

What is the percentage racial make up of your patient base?(Required)

E.g. White, Asian, African American

Do you speak any other languages in your practice other than english? If so, please list them.(Required)

Please note: we ask this because we can run ads in other languages, and / or add a translation feature to the website. Please ensure that if you list a language, someone in your office can answer the phones when those callers reach out.

Are you currently running any new patient specials?(Required)

Please list.

Please list all of the insurance plans that you are currently in-network with.(Required)

Please list

Does this practice offer patient financing, either in-house or third party?(Required)

If so, please list.

Please list all professional associations held by the dentists in the practice.(Required)

E.g. ADA, AGD

Please check off all technology you offer in the practice.(Required)

Any other technologies not listed?(Required)

Please list or say "no"

Please check off all amenities you offer in the practice.(Required)

Beverages in reception

Warm Towels

Protective Eyewear

TV Entertainment in Ops

Chapsticks

Goodie Bags

Other

Any other amenities not listed?(Required)

Please list or say "no"

Please check off all services you offer in the practice.(Required)

Any other SERVICES not listed?(Required)

Please list or say "no"

What brand of whitening do you use?(Required)

Take home and/or in-office

What types of braces do you offer?(Required)

Lingual, traditional metal, clear. etc. Please list brands if possible.

What brand of Clear Aligners do you use?(Required)

What are the services you most want to promote / grow?(Required)

Please list

Has your front desk recently received any training on how to convert callers to patients?(Required)

Yes

Will you commit to aggressively and frequently solicit Google reviews from your patient?(Required)

Yes

If you need a sample photo release, we can provide one.

Will you commit to frequently provide full face before and after photos to be used in your marketing?(Required)

Yes

More Information

About Us
Who We Serve
Frequently Asked Questions
Blog: Dental Marketing Ideas
The Dental Flow Podcast
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Location

(888) 412-8820
5051 Peachtree Corners Circle Suite 200
Peachtree Corners, GA 30092
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