Customer Communication Checklist for Dentists

Patients with a $600 emergency extraction won't leave a voicemail; use a service like SkipCalls to ensure an AI receptionist answers instantly, even at 3 AM or while you're mid-filling.

Quickly identifying if a patient has an 8/10 abscess helps your front desk prioritize the schedule for high-value emergency appointments.

Asking for insurance details during the first call prevents a $150 cleaning from becoming a billing nightmare later.

Provide ballpark figures like $800-$1,500 for crowns to set expectations and filter for serious patients.

Don't ask when they want to come in; tell them the next time the chair is open to close the booking faster.

Remind patients who need antibiotics before a procedure to take them 1 hour prior to avoid rescheduling a $400 filling.

Sending links to health history forms via text reduces waiting room friction and keeps the operatory on schedule.

Clearly state if a $50 copay is due at the time of service to avoid awkward front-desk conversations after the anesthetic wears off.

Reduce patient stress by explaining exactly where your dental office is located within a complex.

A simple automated text reduces no-shows, which can cost a practice $200+ per hour in lost chair time.

Tell the patient 'you will feel some pressure now' or 'you will hear the high-speed handpiece' to reduce anxiety during a $1,200 root canal.

Since the patient can't talk with your hands in their mouth, a raised left hand gives them a sense of control and safety.

Use an intraoral camera to show the patient the crack in their tooth so they understand why a $1,000 crown is necessary instead of a $200 filling.

Asking 'Are you doing okay?' every 10 minutes builds trust while you are focused on the tooth.

Before they leave the chair, tell them 'the filling looks perfect' to provide immediate reassurance on their investment.

Patients forget 80% of what you say after a $300 extraction; give them a clear list of what to eat and how to clean the site.

A 5-minute evening call to a patient who just got a bridge or implant makes them a customer for life.

Booking the next $150 cleaning at checkout is the easiest way to ensure steady practice revenue.

Send a link 2 hours after the appointment while the patient is still feeling grateful for the pain relief.

Update the patient if their insurance is slow to pay for a $1,500 procedure so they aren't surprised by a bill months later.