Industries · Dental and Medical
The new-patient call went to voicemail. She booked with the practice down the street.
An operational audit of how your practice actually runs: what happens when a new patient calls at lunch, how many hygiene chairs sit open against a recall list nobody works, how much presented treatment never gets scheduled, and where no-shows quietly eat production. We read your own schedule and ledger, and in two weeks hand you a dollar figure on every leak.
Or call +1 (202) 600-6027 — a person answers.
The pattern
You have probably seen all three of these this quarter.
01
The lunch-hour voicemail
A mother calls at 12:15 to book herself and two kids. The phones are on lunch voicemail, so she does what every patient does now — taps the next practice on the map. Your front desk never knows the family existed.
02
The recall list nobody works
Your overdue-hygiene report is longer than next week’s schedule — patients who like you, whose benefits expire in December, who simply never rebooked. Calling them is everyone’s job between check-ins, which means it is nobody’s. Every name on that list is recurring hygiene plus the dentistry those cleanings find.
03
The treatment plan that stalled
You presented the full case — crowns, an implant, a night guard. The patient needed to think about it, walked past the front desk, and no one ever called her back. The plan sits in Dentrix marked “presented,” a five-figure case aging quietly in the chart.
What we price
The leaks that get a monthly dollar figure.
- New-patient calls that hit voicemail at lunch, after five, and on Fridays — and never get a callback
- Recall and reactivation lists sitting untouched in the PMS while hygiene chairs run open
- Presented-but-unscheduled treatment aging in the chart with no follow-up owner
- No-shows and same-day cancellations never backfilled from the short-call list
- Insurance claims and patient balances drifting past ninety days with nobody chasing them
The records we read
We take read-only access to the systems you already run: your practice management system — Dentrix, Eaglesoft, or Open Dental on the dental side, athenahealth or eClinicalWorks in a medical office — plus phone logs and whatever holds your recall, confirmation, and follow-up messages. Nothing to install, and your team keeps working.
Three questions
If any of these takes more than a minute, that is the finding.
01
How many new-patient calls went unanswered last month, and how many of those ever got a callback?
02
What dollar amount of presented treatment is sitting unscheduled in your PMS right now?
03
How many hours of chair time went unfilled last month to no-shows and same-day cancellations?
Not knowing them is not a failing — it is the exact gap The Revenue Review is built to close. More straight answers: fourteen of them, in writing.
If the numbers earn it
What gets built afterwards — in your terms.
- Revenue recovery →
- Working the money already in your chart: overdue recall, dormant reactivation lists, and every plan marked presented-but-unscheduled — worked in order of value until each one books or closes.
- Client communication →
- What actually happens to an inbound call when the front desk is seating a patient: who answers, how fast the callback goes out, and how confirmations and post-visit follow-ups get sent without anyone having to remember them.
- New-client systems →
- The path from first ring to seated patient: answering scripts, an appointment offered while the caller is still on the line, insurance verified before the visit, and reminders that keep the chair from sitting empty.
Only what the arithmetic justifies — we do not prescribe what we have not diagnosed. The order comes from the Review, not from a brochure.
Who this is not for
We would rather say it here than on the call.
Associates and employed physicians — this is an owner’s audit, and the fixes need an owner’s signature.
Practices in their first year, still filling the book — there is not enough history in the chart yet to price what leaks.
Owners convinced the answer is one more front-desk hire. Sometimes it is — but you should know what the phones are doing before you pay someone new to not answer them.
Asked on almost every call
The two questions owners here ask first.
- We already run Dentrix, and our office manager pulls the unscheduled-treatment report every month. What would you find that she can’t?
- The report is not the problem — what happens after it prints is. We read your PMS the way an auditor reads a ledger: call logs against the schedule, presented plans against booked chairs, recall lists against actual outreach. Then we put a monthly dollar figure on each gap and hand your office manager a sequenced fix list, ordered by payback. Most of what we find, someone inside the practice half-knew and never had time to prove.
- We’re short-staffed at the front desk right now. Should we wait until we’ve hired before doing this?
- Short-staffed is usually when the leaking is worst, and the audit asks very little of your team — we work from read-only access and a few short conversations. Waiting to hire first often means hiring for the wrong seat: you may need a callback-and-recall process more than another body on the phones. Start with the free 20-minute call and we will tell you plainly whether to run the Review now or after the hire.
The next step
Tell us what isn’t getting followed up. We’ll tell you if we can help.
A 20-minute call about your numbers — no deck, and a straight answer either way, including “not yet” if that is the truth.
We call web forms back the same business day. Or skip the form — +1 (202) 600-6027.