Step 2 of the 100 Day Profit Reset Protocol
Case Closer
Follow up automatically when a patient leaves without scheduling the treatment you presented.
The leak it stops
A patient hears the diagnosis, hears the plan, says "let me think about it" — and walks out. Nothing is wrong with the dentistry. They are not in pain yet, the cost is on their mind, and nobody explained again, later, why the treatment matters. So the plan sits in the chart, and the production it represents never happens.
Case Closer follows up so your team does not have to: a nine-week sequence that educates the patient repeatedly, in short videos, about the treatment, what delaying it costs their health, and what it costs their wallet — until they call to schedule.
Put a number on it for your practice: Treatment Acceptance Calculator — free, runs in your browser, nothing to enter but your own figures.
Read the guide: "I can't afford it" means the month, not the total — in-house payment plans vs third-party financing for a dental practice · Why "let me think about it" is not a no — and how a nine-week follow-up brings unscheduled treatment back
What Case Closer does
One minute to start a follow-up
When a patient leaves unscheduled, open their record, add the treatment plan with a short description, pick the relevant educational videos, save. The nine-week schedule is generated on the spot.
Email, text, voice — in rotation
Every seven days the patient receives one message, rotating between email, text and voice message, each linking to short educational videos.
Videos that answer the three reasons for "no"
Cost, no urgency, and not understanding why — the pre-compiled video library covers the most common procedures from all three angles. Missing one? Ask through Feedback and it gets made.
Handled securely
Messages are handled securely and texts and voicemails never spell out a diagnosis; a patient can stop texts at any time by replying STOP.
Two checks: booked, then done
When the patient books, check Scheduled: the "please call to schedule" messages switch to a warmer track — you are all set, here is what to expect — and the voicemail stops. When the treatment is done, check Completed and the sequence ends. A plan nobody marks still ends on its own after nine weeks.
Presented against scheduled
A per-patient communication history with the actual send dates, and a monthly graph of treatment plans presented against scheduled — your recovery rate, live, and the treatment recovered in dollars.
What running it looks like
Setting it up
Step 2 of the protocol, two short videos. There is almost no setup — the video library and the schedule are ready; the first sitting is mostly learning the one workflow change.
Day to day
Only when a plan goes unscheduled: about a minute to add it. Nothing else — the sequence runs itself, and you check Scheduled when they book, Completed when the treatment is done.
Worth knowing
The same four patient fields as Patient Pipeline — name, email, mobile — nothing to integrate.
What it did in one practice
The first practice on Profit Smiles — the tool was proven there before it was offered to anyone else.
Results shown are from one practice following this protocol. Individual results may vary.
Questions about Case Closer
Is this kind of follow-up appropriate?
It is follow-up with your own patient about the treatment you presented — the reminder a front desk would make anyway, done consistently. Messages are handled securely, the texts and voicemails never spell out a diagnosis, and a patient can stop texts at any time by replying STOP.
What if the patient books after the first message?
You check Scheduled on the plan. The remaining messages switch to the appointment-booked track — you are all set, here is what to expect, call if you need to reschedule — and the voicemail stops. Checking Completed when the treatment is done ends the sequence.
Can I choose which videos a patient gets?
Yes. When you add the plan you pick the educational videos that fit the treatment from the library; if a procedure you need is missing, ask through Feedback and the video is created.
How much of my team's time does it take?
About a minute per unscheduled plan to add it, and two checks — Scheduled when the patient books, Completed when the treatment is done. There is no daily task.
Why is the result shared with Payment Flexer?
Because they work on the same "no": Case Closer follows up, Payment Flexer removes cost as the obstacle when the patient comes back. Dr. Prachi's acceptance figure is measured for the pair, and we report it that way rather than guessing a split.
More on the protocol as a whole: questions dentists ask before they start.
The other tools
- Patient Pipeline — Turn the patients you already have into your main source of new ones.
- Content Caddy — Educational posts on your Facebook and Instagram every day, published for you.
- Payment Flexer — In-house monthly payment plans, so cost stops being the reason a patient says no.
- Club Creator — A membership plan for the patients who have no insurance at all.
- PPO Inspector — See what each insurance plan really pays you — and decide with numbers, not nerves.
- Stock Sentry — Stop the supply waste and the panic ordering.
How they fit together across the hundred days: How It Works.
Case Closer is free for your first hundred days — with the other six.
No credit card, nothing to cancel, and your own numbers on your own dashboard from day one.
Start the 100 Day Protocol FreeFree for 100 days · No credit card · Built by a practicing dentist