Beyond the Drill: Creating a High-End New Patient Experience
- Dr. Amanda Seay
- Apr 3
- 2 min read
Updated: May 28
At my practice, delivering a personalized, high-end experience for every patient is one of my top priorities. Our philosophy is rooted in efficiency, technology, and, most importantly, genuine connection. My team and I work together to ensure every patient feels truly seen, heard, and cared for.
In the first of three sessions in the Team Business Course, Beyond the Drill, we share the exact step-by-step strategies we use to create an exceptional new patient experience.
Here’s what we covered in the first session, New Patient Experience:
New Patient Intake System: We’ve developed a streamlined process that begins with our New Patient Call Sheet to capture essential details like contact info, appointment type, referral source, and personal notes. We use a consistent call script to build rapport, communicate the value of our practice, and explain key policies. Digital forms are sent via text or completed in-office on an iPad—everything syncs in real time with our dental software.
Advanced Diagnostics for First Visits: From CBCT scans and digital photos to intraoral scans, we use a comprehensive diagnostic approach. AI-driven tools like Diagnocat elevate our findings and help us create clear, personalized treatment plans that patients can easily understand.
Visual Treatment Planning: We use digital mock-ups to help patients visualize the outcome of their treatment—building both trust and excitement about moving forward.
Efficient Internal Communication: Quick communication tools like radios allow my team to stay connected without interrupting the flow of the day.
Time-Saving Patient Follow-Ups: Pre-recorded messages help us stay in touch with patients efficiently, without compromising the personal touch.
Waiting Room Digital Displays & Storybooks: We keep our waiting area engaging with rotating digital content—social media highlights, before-and-afters, fun facts—and a beautifully designed photo book that showcases our practice philosophy, services, and real patient transformations.
Referral Incentive Program: We use “Care to Share” cards and other referral tools to thank both patients and team members for spreading the word about our practice.
Branded Welcome Gifts: High-quality, practical gifts like tote bags or water bottles reinforce our brand and make a memorable first impression.
