Orthodontic CRM that turns more exams into starts
Exam requests wait in a web-form inbox, booked exams do not show, and pending patients who said they would talk it over at home never hear from you again. An orthodontic CRM answers every enquiry the same hour, books and confirms the exam, and keeps pending and observation patients in a follow-up that does not depend on the treatment coordinator remembering.
For orthodontic practices with 10 to 250 staff- Referring dentists
- Parents' word of mouth
- Website exam requests
- Search ads
- Social ads for adult aligners
- Missed calls
- School and sports events
- Google Business Profile
- Observation recalls
- Sibling referrals
The leaks sit between the first call and the start
Most orthodontic practices know their number of starts. Fewer can say how many enquiries never became an exam, how many booked exams never happened, and how many families left the exam to think about it and drifted. Practice-management writers in the specialty call this the leaky bucket, and they put the leaks in the same places: inquiries that are never scheduled, a web form that sits unassigned, initial exam no-shows that are higher than the practice assumes.
The biggest leak is after the exam. Families rarely say no to treatment. They say they need to talk to a partner, check the monthly payment or compare another practice. Writers in the specialty recommend a touchpoint within a day or two of the exam, because the longer the gap, the harder the start. In a busy practice that touchpoint depends on a treatment coordinator who is already presenting the next case.
Observation patients have the same problem over a longer clock. A child who is not ready for treatment gets a recall in six or twelve months, and without a clear owner that recall quietly drifts away.
Web forms wait a day
Exam requests arrive in the evening, when parents have time, and get a reply the next afternoon.
Booked exams do not show
A family books an exam weeks out, life gets busy, and the slot goes empty.
Pending patients go quiet
"We need to talk about it" becomes silence, because nobody owns the next call.
Observation recalls drift
Growth and guidance patients due back in six months are never recalled on time.
Every exam request answered.
Every exam confirmed.
Every pending family followed up.
From exam request to a family in the chair
The exam is booked from the first reply, confirmed with everything the family needs, reminded twice, and its outcome recorded so pending patients start their follow-up the same day.
Appointment booking and reminders
- Trigger
Starts when
An exam request arrives from a parent, an adult patient or a referring dentist
Exam times offered
The family picks a new-patient exam time from the live diary, without phone tag.
InstantWait for the booking
Up to 24 hours
- BookedA time was chosen
Exam confirmed
Confirmation by text and email with who should attend, what to bring and a link to your new-patient forms.
InstantWait
Until the day before
Reminder the day before
A short reminder with an easy way to move the exam rather than miss it.
24 hours beforeReminder on the day
Directions and parking, sent an hour before.
1 hour beforeOutcome logged
Start, pending or observation is recorded, and the right follow-up begins.
Same day- Done
- Not bookedNo time chosen in 24 hours
Second invite by text
Two times offered
Owner prompted to call
Task on their list
- End
- BookedA time was chosen
- Website form: exam for a 12-year-old, referred by the family dentistnew
- Text sent with three exam times and a link to the formssent
- Parent chose Tuesday 15:45, after schoolbooked
- Referring dentist noted on the record
- Reminder sent with an option to reschedule
- Exam attended, marked pending: payment options
- Payment plan summary sent, coordinator call task createddone
Illustration of a typical exam request, from an evening form to a pending follow-up.
Where new-patient enquiries leak before a start
Put in your own figures from last quarter. The result is your arithmetic, not a promise.
Based on the figures you entered
This is your own arithmetic on the figures you entered, not a result levelpartner.ai has produced for anyone.
How this is calculated
value of a booked meeting = your close rate × first-year value
low estimate: enquiries with no reply × your conversation rate × your booking rate × value of a meeting
high estimate: the low estimate + enquiries replied to without a conversation × your booking rate × value of a meeting
The low figure counts only enquiries nobody replied to. The high figure adds enquiries that got a reply but never became a conversation. Not every one of them was winnable.
Worked example. 100 enquiries, 80 replied to the same day, 60 in 100 of those reach a conversation, 40 in 100 of conversations book an exam and a quarter of exams start at a fee of 5,000: 20 enquiries get no same-day reply and 32 never reach a conversation, roughly 6,000 to 22,000 of treatment value at stake each month.
What an orthodontic CRM needs to do
Your orthodontic practice management system holds the chart, the records, the contracts and the ledger. The CRM works the lists around it: enquiries, exams, pending and observation patients.
Same-hour replies on every channel
Calls, web forms, chat, social messages and referral emails land on one record. A missed call gets a text within seconds, and an AI agent can answer evening enquiries and offer exam times while the practice is closed.
Exam booking with confirmations that work
Booking pages for new-patient exams, adult aligner consults and observation checks, each with its own length, buffers and reminders. Confirmations carry the form link and who should attend, so the exam starts on time.
A start pipeline with pending and observation stages
Stages for enquiry, exam booked, exam attended, pending, observation and started, each with a value. A pending patient with no activity for the days you choose creates a task for the treatment coordinator.
Pending follow-up written for parents and adults
Parents deciding for a child need different messages from an adult choosing aligners. Tag the reason they wanted time and the sequence follows it, with a coordinator call where a conversation will do more than a text.
Referring dentists tracked and thanked
Record the referring practice on every new patient, see which practices send starts, and send a thank-you or a status note when their patient starts treatment.
Reviews from happy families
Ask for a review at the moments families are happiest, such as the day the braces come off, and reply to every review from one place.
- When an exam is marked pending
- If the reason is payment options
- Then send the payment plan summary the next morning
- And create a coordinator call on day 3
- Stop when the start is booked
Where orthodontic follow-up pays
Each list gets its own owner, its own sequence and its own place in the reporting, so you can see which one leaks.
New enquiries
Answered the same hour by text, chat or an AI voice agent, with exam times offered in the first reply.
Booked exams
Confirmed with what to bring, who should attend and a link to the new-patient forms, then reminded the day before and on the day.
Pending patients
Followed up on the reason they gave: payment options, a partner to talk to, timing around school or a second opinion.
Observation patients
Recalled on their date with a short note on why the check matters, and flagged to the coordinator when they reply.
From add-ons and spreadsheets to one front office
A typical practice runs its new-patient flow on a texting add-on, a reviews tool, a call tracking service, a marketing agency's lead report and a pending list in a spreadsheet. Each tool sees one slice of the family's journey.
The usual orthodontic stack
- Web forms in a shared inbox
- Pending patients on a spreadsheet or sticky notes
- Observation recalls run by memory
- Texting, reviews and call tracking in separate tools
One platform beside your practice system
- Every enquiry on one record, answered the same hour
- Pending patients with an owner and a sequence
- Observation patients recalled on their date
- Texting, reviews, booking and reporting in one place
Your practice management system keeps the chart, records, contracts and ledger. The platform runs the enquiry and follow-up layer around it on one licence with unlimited users, so every coordinator, front desk member and location can use it at no extra cost.
One licence, no tiers
Every feature is available on one licence, with no tiers to climb and no per-seat fees. Usage is billed as used, including WhatsApp, premium workflow steps, local listings sync and AI; implementation and custom work are priced separately and agreed before any work starts.
levelpartner.ai
€7,512
a year, the platform licence
- Every feature is available on one licence, with no tiers
- Unlimited users and unlimited contacts, no per-seat fee
- 30 hours of onboarding included, plus a 30-day check-in after launch
- Implementation beyond the included hours at €85 an hour, scoped and approved first
- Custom builds quoted to scope
- Usage billed as used: email, SMS, calls, WhatsApp, AI, premium workflow steps and local listings sync, at published rates
Guides worth reading first
Missed call text back: how it works and how to set it up
Missed call text back replies to unanswered callers within seconds. Set the ring timeout, write a text that sounds human and decide where AI helps.
Lead nurturing: how it works and how to set it up
Keep in touch with leads who are not ready yet. Build lead nurturing as one workflow with a clear entry rule, paced helpful emails and an exit when they reply.
Online appointment scheduling: how it works and how to set it up
Follow online appointment scheduling from click to meeting: pick the right calendar type, keep the form short and test every booking before a prospect does.
See every industry the platform is written for, or the pages for related practices: dental practices, hearing care and audiology clinics and fertility clinics.
Questions buyers ask
What is an orthodontic CRM?
It is the system that manages a patient before they start: the enquiry, the exam booking and reminders, pending follow-up, observation recalls and referring-dentist tracking. Your orthodontic practice management system still holds the clinical record and the treatment contract.
How do I follow up with pending orthodontic patients?
Make contact within a day or two of the exam, while the visit is fresh, and follow up on the reason the family gave. Send the payment plan summary to those weighing cost, a short recap to a parent who was not at the exam, and an invitation to ask questions to anyone comparing practices. Stop when they start or decline.
How do we reduce new-patient exam no-shows?
Book the exam from the first reply, as soon as possible rather than weeks out, and confirm it with everything the family needs. Send a reminder the day before with an easy way to reschedule, and another on the day. If an exam is missed, a friendly rebooking message goes out within minutes.
Can it track referrals from general dentists?
Yes. The referring practice is recorded on the new patient's record, so reports show which practices send enquiries and which send starts. You can send referring dentists a thank-you or an update automatically when their patient starts.
Does it hold patient records or X-rays?
No. Records, imaging, clinical notes and contracts stay in your practice management system. The platform holds contact details, conversations, bookings and follow-up. If you are in the US, check with your advisers what HIPAA requires of any system holding patient contact data.
What does an orthodontic CRM cost?
The licence is €7,512 a year with unlimited users and contacts. Implementation beyond the included 30 hours is €85 an hour, agreed before any hours are billed. Email and SMS usage is billed as used at the published rates.
Find where your starts leak
Bring last quarter's enquiries, exams and starts. On the call we trace where families dropped out and tell you plainly which fix would pay first.
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Turn more exams into starts
One orthodontic CRM beside your practice system, with same-hour replies, confirmed exams and pending follow-up that runs on its own.