Treatment Plan Follow-Up Sequence
A done-for-you dental practice automation built for the Case Acceptance Coordinator, connecting Twilio, Mailchimp, and ActiveCampaign so the work below happens on its own.
What this automation does, step by step
When a patient leaves the office with an unscheduled treatment plan, whether it's a filling, a crown, or an extraction, this automation automatically enrolls them in a multi-week follow-up sequence rather than letting the plan sit untouched in the chart.
Over the following three to four weeks, the patient receives a series of texts and emails reminding them of the recommended treatment, why it matters, and a direct online booking link so scheduling takes one tap instead of a phone call.
Messages are spaced to feel like helpful check-ins rather than a sales pitch, and any patient who books during the sequence is automatically removed from the remaining messages.
The case acceptance coordinator sees exactly how much unscheduled treatment is in the pipeline and how much of it converts to booked appointments, recovering revenue that used to disappear the moment the patient walked out the door.
- Dentrix or Open Dental
- Zapier or Make.com
- Twilio (follow-up SMS)
- Mailchimp or ActiveCampaign (follow-up email sequence)
- Online booking widget
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Left to a person, this means a case acceptance coordinator re-enters the same data more than once, double-checks it by hand, and still occasionally misses something.
With this automation
- Instant first response by text and email on every new inquiry
- Follow-up cadences that stop the moment a lead replies
- Stalled-deal alerts before a pipeline quietly goes cold
- Clean CRM records without manual data entry
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