Essential Patient Communication Tools for Modern Dental Practices

Key Takeaways

• Patient communication tools contribute to a growing practice by reducing no-shows, building trust, and freeing up time for your front office staff.
• The most essential patient communication tools for modern dental practices include text messaging, automated appointment reminders, digital forms, website chat, and more.
• One no-show per day can cost dental practices up to $70,000 in annual revenue.
• It’s easy to implement patient communication tools that work together and get results.

Today’s dental practices cannot thrive without effective patient communication tools. In the digital age, where individuals are constantly connected via smartphones and computers, dental practices have more ways to reach patients than ever before. Finding ways to harness these connections will help you reach more patients, improve practice efficiency, and keep a full appointment schedule.

Let’s explore the most essential patient communication tools that every dental practice needs to thrive.

The Importance of Effective Patient Communication

Patient communication in dental practices involves more than just relaying treatment information — it’s a critical part of your business growth strategy.

Good communication forms a foundation for trust, which can influence patient outcomes. Communication tools create opportunities for dentists to listen to patient concerns, provide expertise, answer their questions, and help patients be proactive in their care.

Timely communication can also help dental practices reduce no-shows, a costly problem that affects all aspects of practice management. It’s estimated that one no-show per day of operation can lead to as much as $70,000 in lost annual revenue. 

Phone, text, email, and other communication tools can combat revenue loss. They help to reduce no-shows, fill last-minute vacancies, and ultimately improve the patient experience. Patients can also ensure they receive essential treatments without delay, which can reduce costly complications in the future.

Key Patient Communication Tools

The right mix of digital patient engagement tools will help dental practices enjoy the benefits of consistent communication. Here are the top patient communication tools to support modern practices.

1. HIPAA-Compliant Two-Way Texting

Texting is the preferred method of communication for 40% of individuals, but due to HIPAA regulations, many dental practices have been reluctant to use it.

HIPAA-compliant texting options are now available that ensure real-time, secure patient communication. You can send patients reminders or other important messages via text, and they can engage with those messages at a time that’s convenient for them.

2. Automated Appointment Reminders

No-shows can be costly for dental practices. But more importantly, missing an appointment means the patient experiences a delay in their treatment. This can lead to costlier problems that become harder to treat. It can also create scheduling headaches for front office staff as they try to add the patient on another day.

Automation tools can send appointment reminders via text, email, or voice to reduce no-shows and ensure patients remember their appointments. 

3. Digital Forms and Online Scheduling

Paper forms can be a burden for patients and staff alike. Once patients fill out the form, your front desk person needs to enter that same data into your system. Manual entry is prone to human error and is costly due to the time it requires.

Digital forms and online scheduling simplify the appointment booking process and reduce paperwork for both patients and staff. Patients can enter their information directly into your system, which reduces double entries and errors. 

They can also choose appointment times that work for them, making it more likely they’ll show up for the appointment.

4. Patient Recall Systems

Dental practices can automatically send reminders to patients due for follow-up appointments. With weeks or even months elapsing between visits, automating patient recall will keep appointments top of mind and improve patient retention.

According to the American Dental Association, automation doesn’t replace your team; rather, it makes it easier for them to do their jobs. It allows them to gain freedom from repetitive, manual tasks so they can focus on the patient experience.

5. Smart Messaging

More than 7 in 10 customers expect personalized experiences from the companies they do business with. This includes dental practices, and smart messaging can help you personalize every patient’s visit.

Smart messaging delivers pre- and post-treatment instructions and other important information via text or email. Every message is customized based on their appointment purpose and treatment.

6. Website Chat and Messenger

Live chat features on your website encourage patients to engage in the moment. These tools instantly communicate with website visitors, answering queries and booking appointments. You can capture more leads while offering convenience (e.g., no long hold times or waiting for callbacks) to your patients.

7. Reputation Management Tools

Online reviews are powerful for dental practices. They set expectations for prospective patients, build credibility and trust, and can help you rank higher in search results, leading to more new patients. 

Reputation management tools monitor and manage online reviews automatically. They prompt satisfied patients to leave positive feedback so you don’t have to remember to ask every patient for their thoughts.

Improve Patient Communication with Doctible

Patient communication tools are good for business. They help to build trust, reduce no-shows, and create better experiences for your patients — all factors that contribute to a sustainable and healthy practice.

When you use Doctible, you have access to an advanced array of communication and engagement tools designed for easy outreach to both existing and prospective patients.

Doctible’s features include:

• HIPAA-compliant two-way texting
• Automated appointment reminders
• Digital forms and online scheduling
• Patient recall systems
• Smart messaging
• Website chat and messenger
• Reputation management tools
• Traffic alerts
• Patient feedback collection

Doctible specializes in digital patient engagement tools that simplify dental practice management. From HIPAA-compliant messaging to automated appointment reminders, our platform helps you reach every patient in their preferred method to keep the conversation going. 

Get a demo to learn more.