Beyond the Drill: Mastering Treatment Presentations, Systems and Patient Care
​​Session #1 New Patient Experience
Watch Recording & Download Forms
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Session #2 Treatment Presentation & Case Acceptance
Watch Recording & Download Forms
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Watch Recording
SESSION #1: NEW PATIENT EXPERIENCE (NPE)
Phone Intake, Call Sheet, and Scheduling Consultations
A seamless and professional patient intake process is essential for providing an exceptional experience. This session covers the best practices for handling new patient inquiries, scheduling and lead tracking.
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After watching the recording (if you didn't attend the live session), take the quiz and earn CE.
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NPE Forms & Downloads
Only PDF versions are available. Word files are not provided.
Consultation
Letter
Financial
Policy
New Patient
Call Sheet
Call Sheet with Verbiage
SESSION #2: TREATMENT PRESENTATION & CASE ACCEPTANCE
Successful Communication for Large Cases
A well-structured treatment presentation ensures clarity and increases case acceptance. This session outlines a step-by-step approach to presenting and finalizing treatment plans.
Treatment & Case Acceptance Forms
Case Coordination Email with Lab
Cosmetic Dates: Email to Patient
Personalized Smile Presentation
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Only PDF versions are available. Word files are not provided.
SESSION #3: CASE TRACKING
Scheduling, Payments, and Pre-Blocking
Proper scheduling and financial management are critical to the success of treatment execution. This session outlines procedures to ensure efficiency and organization.​
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Session Three Forms
Questions? Email support@seaywithin.com
Session One Quiz
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What is the purpose of the new patient call sheet?
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a) To collect insurance information only
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b) To track how many new patients visit the practice each month
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c) To ensure the patient arrives on time
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d) To help the team connect with the patient by gathering engagement notes before their visit
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Why is it important not to start a new patient call with transactional information like name, date of birth, and email?
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a) It is not required for the appointment
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b) It does not help build rapport with the patient
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c) It takes too much time
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d) It is already available in the system
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Why is it important to track doctor preference and scheduled provider separately?
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a) To ensure the patient gets scheduled with their preferred doctor regardless of availability
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b) To reduce the number of new patients coming in
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c) To allow flexibility in scheduling while maintaining clear communication
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d) To increase the cost of consultations
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How do AI systems, such as Diagnocat, assist in the new patient exam process?
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a) It automatically generates treatment plans for the doctor
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b) It replaces the need for CBCT scans and diagnostic tools
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c) It analyzes CBCT scans, identifies potential issues, and provides probability scores
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d) It allows patients to diagnose their own dental conditions
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What is one key strategy used to stay on schedule when managing new patient exams?
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a) Completing the entire exam after the cleaning is finished.
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b) Having hygienists notify the team as soon as diagnostics are done.
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c) Avoiding interruptions by scheduling exams only at the end of the day.
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d) Only seeing new patients on days without major procedures.
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Submit answers to support@seaywithin.com
Session Two Quiz
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What is the main goal when communicating with patients about treatment plans?
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a) To focus on the cost of the treatment
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b) To explain the treatment in a way that helps patients understand how it can be phased over time
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c) To emphasize how much work is required for the treatment
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d) To make the treatment plan as short as possible
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What is the purpose of the formal payment agreement presented to patients?
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a) To confirm the patient's treatment preferences
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b) To provide a breakdown of all treatment costs
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c) To lock in the treatment fee and establish a commitment
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d) To offer insurance coverage details
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What is Dr. Seay’s policy for last-minute cancellations or missed appointments?
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a) Patients are charged 10-20% of the treatment cost
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b) A 3% charge of the full treatment cost is assessed
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c) There is no charge for cancellations or missed appointments
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d) A rescheduling fee is charged, but no cancellation fee applies
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How is payment typically handled before scheduling a records appointment?
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a) Patients can pay in installments after the records appointment
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b) Full payment is required before the records appointment is scheduled
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c) Payment is optional before the records appointment
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d) Only partial payment is needed to schedule records
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What is the approach when patients ask for an itemized treatment plan?
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a) Provide a full breakdown of costs with insurance codes
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b) Only provide the total cost without further details
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c) Present a simple letter with a general fee and ADA codes for complex cases
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d) Send an overwhelming, detailed breakdown of each treatment item
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Submit answers to support@seaywithin.com
Session Three Quiz
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1. What is the main reason why the actual lab return dates should not be shared with patients?
A. Patients might cancel appointments
B. It could lead to unrealistic scheduling expectations
C. Labs don’t provide return dates
D. Return dates are considered confidential
2. What does the phrase "playing Tetris" refer to in the context of the dental practice's scheduling process?
A. Finding backup labs for emergencies
B. Strategically fitting case components into a tight schedule
C. Managing last-minute patient cancellations
D. Negotiating fees with insurance companies
3. Why is it important to create schedule holds for potential large cosmetic cases, even if one hasn’t been booked yet?
A. To leave time for team meetings
B. To allow the schedule coordinator flexibility
C. To ensure there is space available for productive, high-priority cases
D. To give patients more options for evening appointments
4. What is the purpose of sending lab communication details via email rather than a phone call?
A. It’s more polite to use email
B. Email communication creates a documented digital trail
C. The lab prefers emails to phone calls
D. It helps you remember the details better
5. Why is it recommended that the same assistant stays with a cosmetic patient throughout their appointments?
A. It reduces administrative paperwork
B. It helps with insurance documentation
C. It builds patient comfort and assistant familiarity with the case
D. It reduces the time required for photography
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Submit answers to support@seaywithin.com