Pre-Gaming Your Clinic Day: Using Dental Monitoring to Eliminate the Unknowns and Optimize Efficiency
One of the greatest killers of an efficient clinical workflow is the unexpected.
As orthodontists, we carefully design block schedules to organize our time in the clinic, ensuring that each appointment type has a predictable duration. This structured approach helps prevent us from being pulled in multiple directions at once.
But even with the best scheduling, life happens.
The Problem: The Unknown Factor in Clinical Efficiency
Patients present with unexpected issues—broken brackets, lost aligners, or mid-treatment concerns—that demand more doctor time than originally planned. Equally problematic is the missed opportunity—when a patient is further along than expected and ready for a step forward that wasn’t planned for. In both cases, we face a difficult decision:
Slow down the clinic to accommodate the unplanned treatment, causing cascading delays.
Push the issue to the next visit, which can compromise efficiency and patient experience.
The common denominator? The unknown.
Traditionally, orthodontists have been at the mercy of chance, reacting to surprises as they unfold in real-time during a packed schedule. But with Dental Monitoring (DM), we now have the ability to eliminate the unknown before the patient even arrives.
The Power of Pre-Gaming Your Clinic Day with DM
By reviewing remote scans in advance, we gain a real-time snapshot of a patient’s progress, appliances, and hygiene—allowing us to make informed adjustments to the upcoming visit. This simple shift in workflow provides game-changing advantages:
✅ Pivot appointment types: If a patient’s aligner tracking is off, we can proactively shift them to an extended visit for refinements. If they’re ahead of schedule, we can capitalize on that by progressing sooner than anticipated.
✅ Proactively address breakages: Instead of discovering a broken bracket during the visit (and scrambling to adjust), we can know in advance and ensure time, materials, and clinical resources are prepared.
✅ Optimize doctor time: Decision-making can happen before the patient even sits down. Instead of the team waiting on the doctor to decide next steps, we walk into the appointment with a clear game plan that’s ready to execute immediately.
✅ Enhance patient communication: If oral hygiene is a concern, we can proactively send educational materials before the appointment, allowing for a more productive discussion in person.
✅ Reduce stress for the team: With fewer unexpected surprises, the team can work with intention rather than reaction, leading to a smoother, more controlled clinical flow.
This pre-game strategy transforms our day from reactive chaos into an optimized, predictable workflow. Instead of playing defense, we control the day before it even starts.
Pre-Closing Patients: Eliminating Awkward Chairside Conversations
Another major advantage of remote monitoring is how it helps us manage patient expectations at the end of treatment—well before they step foot in the office.
One of the most awkward and inefficient moments in any orthodontic practice is when a patient sits down for their final appointment, and we ask, “Are you happy with your smile?”
At that moment, the patient may feel pressured to nod and say yes, even if they have concerns. Most people are reluctant to voice dissatisfaction in person—especially when a doctor and assistants are gathered around waiting for an answer. This leads to unspoken frustrations, which might only surface later through a follow-up call, an unhappy review, or even a request for retreatment down the road.
With Dental Monitoring, we completely eliminate this issue by sending pre-closure correspondence to the patient ahead of their final visit.
How It Works:
1️⃣ We review their recent scans and confirm whether they are tracking to the planned outcome.
2️⃣ We send a message to the patient (either through DM or another communication platform) saying:
“You’re approaching the final stages of treatment! Please review your latest scan and let us know if there’s anything specific you’d like to adjust before we complete your orthodontic journey.”
3️⃣ The patient responds in their own time, without the pressure of an in-person conversation.
If they are happy, we proceed confidently into the final visit.
If they have concerns, we address them before they arrive, allowing us to adjust expectations or schedule any refinements needed.
Why This Matters:
✅ No surprises at the final appointment. Patients have already thought about their results and expressed their expectations, reducing last-minute requests or retreatment issues.
✅ Patients feel heard. Since they aren’t put on the spot, they are more comfortable voicing concerns in a low-pressure setting.
✅ We avoid unnecessary delays. If a patient needs adjustments, we can plan the time accordingly instead of scrambling at the chair.
✅ It enhances the overall patient experience. They feel like partners in the process, rather than passive participants.
This simple yet powerful pre-closing strategy ensures that when the patient sits down for their final visit, we already know they’re happy—eliminating awkward conversations and making the finish line a seamless, positive experience.
Why This Approach is a Game Changer
In a busy orthodontic office, time is everything. The more we can eliminate the unknowns, the more efficient, predictable, and stress-free our clinical days become. By leveraging Dental Monitoring, we’re not just improving workflow—we’re elevating patient care, enhancing communication, and streamlining treatment from start to finish.
In short? The best clinics don’t just react to the day—they plan for it.
And with DM, we finally have the ability to play offense instead of defense.
