Every patient deserves a thoughtful, consistent experience from the initial phone call through the day they begin treatment.
We help strengthen the Treatment Coordinator role by helping TCs build genuine relationships, communicate with confidence, and create consistent systems throughout the consultation process.
When patients feel connected to the team, understand the value of treatment, and trust the people guiding them, case acceptance becomes a natural result of the experience.
It’s not about scripting the perfect conversation.
It’s about equipping your TC with the knowledge, confidence, tools, and communication skills to lead each patient experience with authenticity and consistency. It’s about building a consistent new patient experience.
Our consultants focus on creating a system that your team understands, believes in, and can execute consistently. We evaluate and improve the systems surrounding your treatment coordinator and the entire orthodontic new patient process including:
New patient intake and consultation workflows
Treatment acceptance
Consult-to-start handoffs
Treatment coordinator coaching and training
Team handoffs and accountability
KPIs and scorecards
Patient conversations and communication
Financial conversations
Follow-up with undecided patients
Re-engagement of past pending patients
Patient experience
Practice management workflows
The goal is to create an exceptional New Patient Process where every patient feels heard, understood, educated, and confident in their decision.
When that happens, stronger Case Acceptance naturally follows.
Treatment acceptance is one of the most important areas to evaluate when looking at your orthodontic new patient process. But the number itself is only the beginning.
If consultations are happening but patients aren’t moving forward, we want to understand why.
Did we make a connection during the initial phone call and create an experience that made the patient or parent feel excited and comfortable about coming into the office?
When they walked through the door, did they feel welcomed, expected, and genuinely cared for?
Did their first impression make them excited they chose your practice?
Are financial conversations creating clarity and confidence or are they creating confusion?
Is your Treatment Coordinator confident in leading the conversation and building a genuine connection with the patient and family?
Is there a defined patient follow-up process and does someone own that follow-up?
Are patients receiving the same experience regardless of which team member they interact with?
Are you measuring your results consistently enough to identify meaningful trends?
It’s to understand what the number is telling you, identify what may be influencing it, and determine what your team can do differently to create a stronger New Patient Process and a patient experience that makes people feel connected to your practice from the very first interaction.
Our team brings decades of hands-on orthodontic experience and a deep understanding of what it takes to succeed in the Treatment Coordinator role. We have worked inside the New Patient Process, led patient and financial conversations, followed up with uncommitted patients, built relationships with families, and experienced firsthand the challenges TCs face every day.
Rootwell Consulting Group combines real-world experience with practical, individualized coaching to help Treatment Coordinators build confidence, strengthen communication, create meaningful connections with patients and families, improve follow-up, understand their numbers, and deliver a consistent New Patient Experience from the initial phone call through the beginning of treatment.
Treatment Coordinator consulting is about much more than improving one conversation or increasing one number. At Rootwell Consulting Group, we partner with orthodontic practices to evaluate and strengthen the entire New Patient Process, from the initial phone call through the beginning of treatment.
We look at the communication, systems, workflows, handoffs, accountability, and patient experience that influence whether patients feel confident moving forward with treatment. By creating a consistent process and developing confident Treatment Coordinators, practices are better positioned to provide an exceptional patient experience that naturally supports stronger Case Acceptance.
At Rootwell Consulting Group, we believe Case Acceptance is the result, not the goal.
The goal is to create an exceptional New Patient Process where every patient feels heard, understood, educated, and confident in their decision. Our coaching focuses on relationship building, communication, accountability, and consistent systems that support both the patient experience and the long-term success of the practice.
Rather than teaching scripts or sales techniques, we help Treatment Coordinators develop the confidence, communication skills, and systems needed to guide patients naturally through the decision-making process.
Rootwell Consulting Group does not believe Treatment Coordinators should become salespeople.
We believe they should become trusted advisors who educate patients, build meaningful relationships, answer questions with confidence, and help families make informed decisions about treatment.
Our coaching focuses on creating an exceptional New Patient Process, strengthening communication, and developing systems that consistently support a positive patient experience. The result is a more confident team, a more consistent patient experience, and a process that supports continued growth
Absolutely. However, improving Case Acceptance begins by improving the process that supports it.
We’ll evaluate every step of the New Patient Process, including the initial phone call, scheduling, patient experience, consultation, financial conversations, follow-up with uncommitted patients, and team communication.
When patients feel welcomed, valued, informed, and confident throughout the process, stronger Case Acceptance naturally follows.
We’ll evaluate every step of your New Patient Process to ensure it creates the experience you want every patient to have.
This includes the initial phone call, scheduling, patient communication, consultation workflows, financial conversations, team handoffs, patient follow-up, accountability, and KPI tracking.
Our goal is to create a process your entire team understands, believes in, and can execute consistently, providing every patient with the same exceptional experience from the first interaction through the beginning of treatment.
Because the Treatment Coordinator is only one part of the patient’s experience.
The success of the consultation is influenced by everything that happens before and after it, including the initial phone call, scheduling, front desk interactions, clinical handoffs, financial conversations, patient follow-up, and accountability.
Rootwell Consulting Group believes every interaction shapes the patient’s perception of your practice. By strengthening the entire New Patient Process, we help practices create a more consistent experience that builds patient confidence and supports long-term practice growth.
Absolutely.
Strong Case Acceptance is only one measure of success. Many successful practices still have opportunities to improve consistency, patient communication, follow-up with uncommitted patients, accountability, leadership, and the overall New Patient Process.
Rootwell Consulting Group’s goal is not simply to improve Case Acceptance. Our goal is to help your practice create a repeatable process that delivers an exceptional patient experience while supporting continued growth.
There is no single percentage that defines success because every orthodontic practice is different. Referral sources, patient demographics, insurance participation, treatment mix, fees, and doctor philosophy all influence Case Acceptance.
Rather than comparing your numbers to someone else’s, Rootwell Consulting Group helps you understand what your own numbers are telling you, identify meaningful trends, and uncover opportunities for improvement.
Yes. Treatment Coordinator coaching is one of Rootwell Consulting Group’s core consulting services.
Our coaching is individualized for each practice and may include relationship building, communication, financial conversations, Case Acceptance, patient follow-up, KPIs, accountability, leadership development, and strengthening the entire New Patient Process.
The goal is to help your Treatment Coordinator become a confident leader who consistently delivers an exceptional patient experience.
Every practice is different, so the timeline depends on your goals, your team, and the level of support needed.
Some practices benefit from a focused coaching engagement, while others choose ongoing coaching and accountability to continue developing their systems, leadership, and team performance. Rootwell Consulting Group will work with you to create a coaching plan that best fits your practice and your goals.
Yes. Rootwell Consulting Group offers both onsite and virtual Treatment Coordinator coaching.
Many practices benefit from a combination of both. Onsite coaching allows us to observe your team, evaluate your systems, and provide hands-on guidance. Virtual coaching provides continued accountability, reinforces new processes, answers questions as they arise, and supports long-term success.
Our goal is to provide the level of support your practice needs while creating sustainable, lasting improvements.
Case Acceptance is the result, not the goal.
If your case acceptance isn’t where you want it to be,
the answer may be coaching, process, follow-up, systems, or a combination of them.
Our consultants can help you identify where opportunities exist and create practical strategies that give your treatment coordinator and your team the tools they need to create a more consistent new patient experience.
Let’s find out what’s getting in the way of more patients saying yes.
