Our Three Step Process
March 7, 2025
The role of treatment coordinators in closing cases
Our Three Step Process
March 7, 2025
The role of treatment coordinators in closing cases
In the dynamic world of dental practice management, the role of a Treatment Coordinator (TC) has emerged as pivotal in enhancing patient experience and driving practice growth. This position serves as the bridge between clinical recommendations and patient acceptance, ensuring that proposed treatments align with patient needs and expectations.
In the ever-evolving dental industry, successful practices recognize that delivering top-tier patient care goes beyond clinical excellence. The business side of dentistry—particularly case acceptance and revenue growth—plays a crucial role in a practice’s success. This is where the Treatment Coordinator (TC) becomes indispensable.
A Treatment Coordinator is the bridge between the clinical team and patients, guiding them through their treatment journey, answering their questions, addressing their concerns, and ensuring they move forward with recommended care. Without a skilled TC, even the best clinicians can struggle to get patients to commit to treatment.
So, what exactly does a Treatment Coordinator do, and why are they so vital in closing cases? Let’s dive into their role and explore how they can significantly impact your dental practice’s growth.
What is a Treatment Coordinator?
A Treatment Coordinator is a specialized team member responsible for presenting treatment plans, handling financial discussions, and ensuring patients feel comfortable and confident about proceeding with care. Unlike administrative staff who focus on scheduling and billing, the TC's primary goal is to improve case acceptance rates by removing barriers that might prevent a patient from saying "yes" to treatment.
Their role is part education, part sales, and part customer service—all wrapped into one essential function that drives practice revenue. When done effectively, a Treatment Coordinator can be the difference between a full schedule of high-value procedures and a practice struggling with unscheduled cases.
The Core Responsibilities of a Treatment Coordinator
1. Patient Education & Communication
Most patients are not dental experts, and the thought of extensive treatment can be overwhelming. A Treatment Coordinator helps simplify complex clinical information, making it easier for patients to understand their options, the benefits of treatment, and the risks of delaying care.
They break down the technical jargon into relatable language, using visual aids, digital imaging, and intraoral scans to help patients grasp their dental conditions. When patients fully comprehend why they need treatment, they are more likely to accept it.
2. Building Trust & Overcoming Objections
A big part of case acceptance is trust. Patients are more likely to move forward with treatment when they feel they are in good hands. A skilled TC takes the time to listen to patients' concerns, whether they are financial worries, fear of pain, or uncertainty about the necessity of treatment.
By addressing these objections with empathy and reassurance, a TC can alleviate anxieties and build confidence in the proposed treatment plan. This personalized approach ensures that patients feel heard and valued, leading to higher acceptance rates.
3. Financial Coordination & Payment Options
One of the biggest obstacles to case acceptance is cost. Many patients hesitate to move forward with dental work due to financial concerns. The TC plays a crucial role in making treatment financially feasible by explaining insurance benefits, breaking down treatment costs, and presenting financing options such as third-party lenders, in-house payment plans, or flexible scheduling.
When patients understand their financial options, they are more likely to commit to the care they need rather than delaying treatment due to upfront costs.
4. Streamlining Case Acceptance & Follow-Up
Case presentation is not just about showing patients a treatment plan—it’s about guiding them through the decision-making process. A TC ensures that no patient falls through the cracks by following up on pending treatment plans, scheduling necessary appointments, and keeping an open line of communication.
Whether through phone calls, emails, or text reminders, follow-ups help prevent patients from "thinking about it" indefinitely. Personalized reminders and check-ins keep treatment top of mind and demonstrate that the practice genuinely cares about their well-being.
5. Collaboration with the Dental Team
A Treatment Coordinator does not work in isolation. They collaborate closely with dentists, hygienists, and front office staff to ensure seamless patient experiences. They relay important patient concerns to the clinical team and make sure all necessary documentation, consent forms, and financial agreements are properly handled.
By serving as the link between the patient and the practice, the TC ensures that the entire dental team is aligned in delivering excellent care and service.
The Business Impact of a Treatment Coordinator
Increased Case Acceptance Rates
Studies have shown that dental practices with a dedicated Treatment Coordinator experience significantly higher case acceptance rates. When a trained professional is responsible for presenting treatment in a structured and supportive way, patients feel more confident in their decision-making.
Higher Revenue & Profitability
A practice with low case acceptance is leaving potential revenue on the table. By increasing acceptance rates, a TC directly impacts production numbers and boosts profitability.
Consider this: If your practice presents $1 million in treatment annually but only 40% gets accepted, that leaves $600,000 of unscheduled treatment. If a TC increases that acceptance to 70%, that’s an additional $300,000 in revenue—without adding new patients!
Improved Patient Satisfaction & Referrals
Patients appreciate a smooth, informative, and stress-free experience. When they feel supported in making decisions about their oral health, they are more likely to return for future care and refer friends and family.
A well-trained TC can help foster long-term patient relationships, turning one-time visitors into loyal patients who advocate for your practice.
How to Implement a Treatment Coordinator in Your Practice
If your practice does not yet have a Treatment Coordinator, now is the time to consider hiring or training an existing team member to take on this vital role. Here’s how to get started:
Define the Role Clearly – Outline the specific responsibilities and expectations for the position to ensure alignment with your practice goals.
Provide Proper Training – Invest in sales, communication, and customer service training to equip your TC with the skills they need to succeed.
Utilize Technology – Leverage digital tools, case presentation software, and patient management systems to enhance efficiency.
Measure Performance – Track case acceptance rates, financial conversions, and patient feedback to assess the impact of your TC and make necessary improvements.
Ready to Take Your Practice to the Next Level?
A Treatment Coordinator is not just a luxury—it’s a necessity for modern dental practices looking to increase revenue, improve patient care, and grow sustainably. If you’re ready to optimize your practice’s case acceptance and patient experience, we can help!
At Closing More Cases, we specialize in training and coaching dental teams to implement successful case presentation strategies. Our expert guidance helps you streamline your process, improve communication, and boost revenue.
Book a call today to learn how we can transform your practice with a high-performing Treatment Coordinator strategy. Let’s work together to close more cases and grow your practice to new heights!
In the ever-evolving dental industry, successful practices recognize that delivering top-tier patient care goes beyond clinical excellence. The business side of dentistry—particularly case acceptance and revenue growth—plays a crucial role in a practice’s success. This is where the Treatment Coordinator (TC) becomes indispensable.
A Treatment Coordinator is the bridge between the clinical team and patients, guiding them through their treatment journey, answering their questions, addressing their concerns, and ensuring they move forward with recommended care. Without a skilled TC, even the best clinicians can struggle to get patients to commit to treatment.
So, what exactly does a Treatment Coordinator do, and why are they so vital in closing cases? Let’s dive into their role and explore how they can significantly impact your dental practice’s growth.
What is a Treatment Coordinator?
A Treatment Coordinator is a specialized team member responsible for presenting treatment plans, handling financial discussions, and ensuring patients feel comfortable and confident about proceeding with care. Unlike administrative staff who focus on scheduling and billing, the TC's primary goal is to improve case acceptance rates by removing barriers that might prevent a patient from saying "yes" to treatment.
Their role is part education, part sales, and part customer service—all wrapped into one essential function that drives practice revenue. When done effectively, a Treatment Coordinator can be the difference between a full schedule of high-value procedures and a practice struggling with unscheduled cases.
The Core Responsibilities of a Treatment Coordinator
1. Patient Education & Communication
Most patients are not dental experts, and the thought of extensive treatment can be overwhelming. A Treatment Coordinator helps simplify complex clinical information, making it easier for patients to understand their options, the benefits of treatment, and the risks of delaying care.
They break down the technical jargon into relatable language, using visual aids, digital imaging, and intraoral scans to help patients grasp their dental conditions. When patients fully comprehend why they need treatment, they are more likely to accept it.
2. Building Trust & Overcoming Objections
A big part of case acceptance is trust. Patients are more likely to move forward with treatment when they feel they are in good hands. A skilled TC takes the time to listen to patients' concerns, whether they are financial worries, fear of pain, or uncertainty about the necessity of treatment.
By addressing these objections with empathy and reassurance, a TC can alleviate anxieties and build confidence in the proposed treatment plan. This personalized approach ensures that patients feel heard and valued, leading to higher acceptance rates.
3. Financial Coordination & Payment Options
One of the biggest obstacles to case acceptance is cost. Many patients hesitate to move forward with dental work due to financial concerns. The TC plays a crucial role in making treatment financially feasible by explaining insurance benefits, breaking down treatment costs, and presenting financing options such as third-party lenders, in-house payment plans, or flexible scheduling.
When patients understand their financial options, they are more likely to commit to the care they need rather than delaying treatment due to upfront costs.
4. Streamlining Case Acceptance & Follow-Up
Case presentation is not just about showing patients a treatment plan—it’s about guiding them through the decision-making process. A TC ensures that no patient falls through the cracks by following up on pending treatment plans, scheduling necessary appointments, and keeping an open line of communication.
Whether through phone calls, emails, or text reminders, follow-ups help prevent patients from "thinking about it" indefinitely. Personalized reminders and check-ins keep treatment top of mind and demonstrate that the practice genuinely cares about their well-being.
5. Collaboration with the Dental Team
A Treatment Coordinator does not work in isolation. They collaborate closely with dentists, hygienists, and front office staff to ensure seamless patient experiences. They relay important patient concerns to the clinical team and make sure all necessary documentation, consent forms, and financial agreements are properly handled.
By serving as the link between the patient and the practice, the TC ensures that the entire dental team is aligned in delivering excellent care and service.
The Business Impact of a Treatment Coordinator
Increased Case Acceptance Rates
Studies have shown that dental practices with a dedicated Treatment Coordinator experience significantly higher case acceptance rates. When a trained professional is responsible for presenting treatment in a structured and supportive way, patients feel more confident in their decision-making.
Higher Revenue & Profitability
A practice with low case acceptance is leaving potential revenue on the table. By increasing acceptance rates, a TC directly impacts production numbers and boosts profitability.
Consider this: If your practice presents $1 million in treatment annually but only 40% gets accepted, that leaves $600,000 of unscheduled treatment. If a TC increases that acceptance to 70%, that’s an additional $300,000 in revenue—without adding new patients!
Improved Patient Satisfaction & Referrals
Patients appreciate a smooth, informative, and stress-free experience. When they feel supported in making decisions about their oral health, they are more likely to return for future care and refer friends and family.
A well-trained TC can help foster long-term patient relationships, turning one-time visitors into loyal patients who advocate for your practice.
How to Implement a Treatment Coordinator in Your Practice
If your practice does not yet have a Treatment Coordinator, now is the time to consider hiring or training an existing team member to take on this vital role. Here’s how to get started:
Define the Role Clearly – Outline the specific responsibilities and expectations for the position to ensure alignment with your practice goals.
Provide Proper Training – Invest in sales, communication, and customer service training to equip your TC with the skills they need to succeed.
Utilize Technology – Leverage digital tools, case presentation software, and patient management systems to enhance efficiency.
Measure Performance – Track case acceptance rates, financial conversions, and patient feedback to assess the impact of your TC and make necessary improvements.
Ready to Take Your Practice to the Next Level?
A Treatment Coordinator is not just a luxury—it’s a necessity for modern dental practices looking to increase revenue, improve patient care, and grow sustainably. If you’re ready to optimize your practice’s case acceptance and patient experience, we can help!
At Closing More Cases, we specialize in training and coaching dental teams to implement successful case presentation strategies. Our expert guidance helps you streamline your process, improve communication, and boost revenue.
Book a call today to learn how we can transform your practice with a high-performing Treatment Coordinator strategy. Let’s work together to close more cases and grow your practice to new heights!
In the dynamic world of dental practice management, the role of a Treatment Coordinator (TC) has emerged as pivotal in enhancing patient experience and driving practice growth. This position serves as the bridge between clinical recommendations and patient acceptance, ensuring that proposed treatments align with patient needs and expectations.
In the ever-evolving dental industry, successful practices recognize that delivering top-tier patient care goes beyond clinical excellence. The business side of dentistry—particularly case acceptance and revenue growth—plays a crucial role in a practice’s success. This is where the Treatment Coordinator (TC) becomes indispensable.
A Treatment Coordinator is the bridge between the clinical team and patients, guiding them through their treatment journey, answering their questions, addressing their concerns, and ensuring they move forward with recommended care. Without a skilled TC, even the best clinicians can struggle to get patients to commit to treatment.
So, what exactly does a Treatment Coordinator do, and why are they so vital in closing cases? Let’s dive into their role and explore how they can significantly impact your dental practice’s growth.
What is a Treatment Coordinator?
A Treatment Coordinator is a specialized team member responsible for presenting treatment plans, handling financial discussions, and ensuring patients feel comfortable and confident about proceeding with care. Unlike administrative staff who focus on scheduling and billing, the TC's primary goal is to improve case acceptance rates by removing barriers that might prevent a patient from saying "yes" to treatment.
Their role is part education, part sales, and part customer service—all wrapped into one essential function that drives practice revenue. When done effectively, a Treatment Coordinator can be the difference between a full schedule of high-value procedures and a practice struggling with unscheduled cases.
The Core Responsibilities of a Treatment Coordinator
1. Patient Education & Communication
Most patients are not dental experts, and the thought of extensive treatment can be overwhelming. A Treatment Coordinator helps simplify complex clinical information, making it easier for patients to understand their options, the benefits of treatment, and the risks of delaying care.
They break down the technical jargon into relatable language, using visual aids, digital imaging, and intraoral scans to help patients grasp their dental conditions. When patients fully comprehend why they need treatment, they are more likely to accept it.
2. Building Trust & Overcoming Objections
A big part of case acceptance is trust. Patients are more likely to move forward with treatment when they feel they are in good hands. A skilled TC takes the time to listen to patients' concerns, whether they are financial worries, fear of pain, or uncertainty about the necessity of treatment.
By addressing these objections with empathy and reassurance, a TC can alleviate anxieties and build confidence in the proposed treatment plan. This personalized approach ensures that patients feel heard and valued, leading to higher acceptance rates.
3. Financial Coordination & Payment Options
One of the biggest obstacles to case acceptance is cost. Many patients hesitate to move forward with dental work due to financial concerns. The TC plays a crucial role in making treatment financially feasible by explaining insurance benefits, breaking down treatment costs, and presenting financing options such as third-party lenders, in-house payment plans, or flexible scheduling.
When patients understand their financial options, they are more likely to commit to the care they need rather than delaying treatment due to upfront costs.
4. Streamlining Case Acceptance & Follow-Up
Case presentation is not just about showing patients a treatment plan—it’s about guiding them through the decision-making process. A TC ensures that no patient falls through the cracks by following up on pending treatment plans, scheduling necessary appointments, and keeping an open line of communication.
Whether through phone calls, emails, or text reminders, follow-ups help prevent patients from "thinking about it" indefinitely. Personalized reminders and check-ins keep treatment top of mind and demonstrate that the practice genuinely cares about their well-being.
5. Collaboration with the Dental Team
A Treatment Coordinator does not work in isolation. They collaborate closely with dentists, hygienists, and front office staff to ensure seamless patient experiences. They relay important patient concerns to the clinical team and make sure all necessary documentation, consent forms, and financial agreements are properly handled.
By serving as the link between the patient and the practice, the TC ensures that the entire dental team is aligned in delivering excellent care and service.
The Business Impact of a Treatment Coordinator
Increased Case Acceptance Rates
Studies have shown that dental practices with a dedicated Treatment Coordinator experience significantly higher case acceptance rates. When a trained professional is responsible for presenting treatment in a structured and supportive way, patients feel more confident in their decision-making.
Higher Revenue & Profitability
A practice with low case acceptance is leaving potential revenue on the table. By increasing acceptance rates, a TC directly impacts production numbers and boosts profitability.
Consider this: If your practice presents $1 million in treatment annually but only 40% gets accepted, that leaves $600,000 of unscheduled treatment. If a TC increases that acceptance to 70%, that’s an additional $300,000 in revenue—without adding new patients!
Improved Patient Satisfaction & Referrals
Patients appreciate a smooth, informative, and stress-free experience. When they feel supported in making decisions about their oral health, they are more likely to return for future care and refer friends and family.
A well-trained TC can help foster long-term patient relationships, turning one-time visitors into loyal patients who advocate for your practice.
How to Implement a Treatment Coordinator in Your Practice
If your practice does not yet have a Treatment Coordinator, now is the time to consider hiring or training an existing team member to take on this vital role. Here’s how to get started:
Define the Role Clearly – Outline the specific responsibilities and expectations for the position to ensure alignment with your practice goals.
Provide Proper Training – Invest in sales, communication, and customer service training to equip your TC with the skills they need to succeed.
Utilize Technology – Leverage digital tools, case presentation software, and patient management systems to enhance efficiency.
Measure Performance – Track case acceptance rates, financial conversions, and patient feedback to assess the impact of your TC and make necessary improvements.
Ready to Take Your Practice to the Next Level?
A Treatment Coordinator is not just a luxury—it’s a necessity for modern dental practices looking to increase revenue, improve patient care, and grow sustainably. If you’re ready to optimize your practice’s case acceptance and patient experience, we can help!
At Closing More Cases, we specialize in training and coaching dental teams to implement successful case presentation strategies. Our expert guidance helps you streamline your process, improve communication, and boost revenue.
Book a call today to learn how we can transform your practice with a high-performing Treatment Coordinator strategy. Let’s work together to close more cases and grow your practice to new heights!
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Check our other project Blogs with useful insight and information for your businesses