Dental treatment plan follow up automation for the unscheduled report
Every practice has a long list of diagnosed treatment with no appointment: crowns, SRP, fillings from last spring. We build follow-up that works that list by procedure, age and remaining benefits, sends the outreach your coordinator approved and puts the patient back in front of a person when money or fear comes up.
- Backlog sorted by age, value and benefits left
- Outreach timed to the patient's benefit year
- Cost and financing replies go to your coordinator
How diagnosed treatment slips away
Nobody owns the backlog
The Dentrix Treatment Manager or Open Dental Treatment Finder can list unscheduled work. Working that list by phone loses to the schedule every day.
Follow-up arrives after benefits reset
Annual max and deductible reset at the start of the benefit year. A reminder in January about last year's max is too late for most plans.
Phased plans fall apart
Phase one gets done, phase two waits on a predetermination or a paycheck, and the plan goes cold with no one tracking it.
What the follow-up automation covers
Outreach and tracking only. Diagnosis and the treatment plan itself stay with your dentists.
Unscheduled treatment queue
Pulls diagnosed, unscheduled procedures and groups them by patient, procedure, plan date and fee.
Benefit year timing
Uses the benefit year start and remaining max from verification to send reminders while coverage still applies.
Predetermination tracking
Watches pending predeterminations on crowns or implants and prompts staff when a response is overdue or arrives.
Coordinator hand-off
Replies about cost, financing such as CareCredit, or worry about the procedure go straight to your treatment coordinator with the plan attached.
Self-pay estimates
Drafts a good-faith estimate from your fee schedule for uninsured or self-pay patients, for staff to review and send.
Phase tracking
Keeps track of which phase is done and which is next, so phase two gets its own follow-up instead of disappearing.
Data the follow-up runs on
Open Dental
Treatment plans and procedure status read through Open Dental's API, with follow-up notes written back.
Dentrix family
Treatment Manager data from Dentrix or Dentrix Ascend through developer access or exports.
Eaglesoft and cloud systems
Eaglesoft through Patterson's partner program where available, with exports for Curve, Denticon or gaps.
Text, email and patient portal
Outreach goes out through channels your patients already use, with secure links for details.
Insurance verification
Remaining max and benefit year dates come from verification.
Patient recall
Hygiene visits are a natural point to raise open treatment.
Follow-up that respects the chair-side conversation
No clinical persuasion
Messages remind and offer times. They never describe risks, urgency or outcomes. That conversation belongs to the dentist.
Good-faith estimates for self-pay patients
Under the No Surprises Act, uninsured and self-pay patients are owed a good-faith estimate, and CMS has said that includes dental offices. Drafts follow your template, and your compliance lead signs off on the process.
Treatment details stay off SMS
Procedure names and fees live behind a secure link or a call, not in a text body, and every vendor that sees them signs a BAA.
A clear record of every touch
Each reminder, reply and hand-off is logged on the patient so the coordinator knows exactly where the conversation stands.
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Common questions
What is dental treatment plan follow up automation?
It works your list of diagnosed but unscheduled treatment, sends approved reminders on a schedule tied to benefits, and passes cost or care questions to your coordinator.
Will patients feel pressured?
The cadence and wording are yours. Most practices use a few messages spread over weeks, and any patient who says no or not now is paused.
How does it know when a patient's benefits reset?
From the benefit year captured during verification. Calendar-year and plan-year patients get different timing.
Does it handle uninsured patients?
Yes. It drafts the good-faith estimate from your fees and planned CDT codes and reminds them like anyone else. Staff review the estimate before it goes out.
Can it show financing options?
It can include a link to the financing you already offer. Questions about approval or terms go to your coordinator.
What about treatment from an associate who left?
Plans stay on the patient's record. The follow-up offers time with a current provider, and your clinical team decides whether the plan needs a fresh exam first.
Get last year's diagnosed treatment on the book
Take the 2-minute AI audit to see how much unscheduled treatment your practice could recover.
- Size the unscheduled report
We total unscheduled treatment by age and procedure and see how much is still within the current benefit year.
- Agree what a reminder can say
Your coordinator approves wording that names a visit, not a diagnosis, and sets when a person steps in.
- Start with plans under six months old
Recent plans respond best. Staff approve each message and log the outcome during the first run.
- Q4 push and monthly upkeep
Ahead of the common year-end reset we raise the pace for patients with max left, then tune the flow each month.