Case Studies
Case Study 1: Mid-Sized Family Practice
Practice Overview
Challenge
Private practice
2 hygienists
2,300 active patients
Suburban market
Recall system in place but low reactivation
The practice had a large number of overdue hygiene patients despite using Solutionreach. Generic automated reminders were being sent, but response rates were low and the hygiene schedule had frequent gaps.
Approach
Results (First 90 Days)
We conducted a structured audit of the patient database and identified:
• 720 patients overdue 6+ months
• Minimal segmentation
• No structured reactivation campaigns
• No performance tracking
We implemented:
• Segmented outreach by time overdue
• Improved messaging focused on patient relationship
• Monthly email + SMS cadence
• Tracking of booked appointments and production
• 58 hygiene appointments recovered
• Approx. $10,400 in hygiene production
• Additional diagnosed treatment identified
• Improved hygiene schedule stability
Key Insight
Most practices already have the patients they need. Small improvements in reactivation rate can create meaningful revenue.
Case Study 2: Growing Multi-Provider Practice
Practice Overview
Challenge
• Boutique multi-provider practice
• 3 dentists, 4 hygienists
• 8,500 active patients
• Urban high-competition market
• High overhead, need for increased efficiency
The practice was busy but had high cancellation rates and a significant number of unscheduled treatment plans. Reception staff were overwhelmed with manual phone calls and struggled to keep up with reactivation.
Approach
Results (First 180 Days)
We conducted a structured analysis of schedule density and replaced wide-scale blasts with high-intent segmentation. We implemented:
• A 12-month automated follow-up sequence for unscheduled treatment
• Focused messaging centered on oral-systemic health connections
• Real-time tracking of cancellation patterns
• Monthly performance reviews to optimize staff outreach
• $84,000 in unscheduled treatment recovered
• Patient cancellation rate reduced by 14%
• Over 210 overdue hygiene patients reactivated
• Significant increase in front-desk productivity and focus
Key Insight
Efficiency is as important as volume. Automating lower-level outreach allows the front desk to focus on high-value patient interactions that necessitate a human touch.
Case Study 3: Established Practice with Aging Patient Base
Practice Overview
General practice in a stabilized community. Patient base 60% aged 50+. High long-term loyalty but low digital engagement. 2 hygienists, 2,800 active patient charts.
Challenge
The hygiene schedule was becoming "Swiss Cheese" as legacy patients missed appointments due to life transitions or simple forgetfulness. The reputation-only approach was failing to capture drifting patients.
Approach
We implemented a high-touch health continuity strategy:
• Comprehensive audit of patients missing 12+ months
• Personalized SMS and Email outreach focused on restorative status
• Cleaned the recall registry of outdated contact information
• Prioritized manual follow-ups for long-lost cases
Results (First 90 Days)
• 48 reactivated hygiene appointments
• Approx. $9,200 in recovered hygiene production
• Rediscovered significant undiagnosed treatment plans
• Improved schedule density stability
Key Insight
Deep-rooted practices often miss the "middle ground" of patients who aren't lost, just drifted. Proactive outreach is the key that unlocks dormant trust assets.
Case Study 4: Practice with Full Schedule but Low Predictability
Practice Overview
Busy practice
High revenue
Frequent cancellations and schedule instability
Challenge
The hygiene schedule appeared full but had frequent last-minute gaps. Staff spent significant time trying to fill openings.
Approach
We developed:
• Active “standby patient” lists
• Structured follow-up messaging
• Segmentation by likelihood to return
• Automated short-notice outreach
Results
• Reduced last-minute gaps
• Improved schedule predictability
• Increased staff efficiency
• Higher patient satisfaction
Key Insight
Predictability is often more valuable than volume.
Case Study 5: Treatment Reactivation Focus
Practice Overview
Private practice
Strong diagnostic skills
Low treatment case follow-through
Challenge
Many diagnosed cases were never scheduled. The office lacked structured follow-up.
Approach
We created:
• Structured treatment reactivation campaigns
• Messaging focused on health and urgency
• Systematic follow-up cadence
• Tracking of conversion rates
Results
• Increased case acceptance
• Recovered significant restorative revenue
• Improved patient compliance
• Clear tracking of treatment conversion
Key Insight
Proactive follow-up transforms undiagnosed plans into realized production. Closing the loop is the most direct path to growth.