Case Acceptance Targets, Tracking and Other Considerations

Tracking case acceptance success rates is crucial for dental practices to measure their effectiveness in converting treatment recommendations into completed procedures. Here’s a step-by-step process to help you track and quantify success rates efficiently, incorporating technology to streamline the process.

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Step-by-Step Process to Track Case Acceptance Rates

Step 1: Define Case Acceptance Metrics

Before tracking, you need to clearly define what counts as “case acceptance.” There are two primary types:

1. Same-Day Case Acceptance – The patient accepts and schedules treatment on the same day it is presented.
2. Overall Case Acceptance – The patient accepts treatment within a defined period (e.g., within 30 or 60 days).

A standard formula to track case acceptance:

Case Acceptance Rate = Number of Accepted Cases\Total Treatment Plans Presented x 100

For example, if you present 100 treatment plans in a month and 60 patients accept, your case acceptance rate is 60%.

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Step 2: Implement a System for Data Entry

Ensure your team consistently tracks every case presented and its outcome. Options include:

• Manually entering data into a spreadsheet or case log.
• Using your Practice Management Software (PMS) to document case presentations and patient decisions.

Most dental PMS platforms like Dentrix, Eaglesoft, Open Dental, and Carestream allow you to note when a treatment plan is presented, scheduled, or declined.

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Step 3: Leverage Technology for Automation

To improve accuracy and efficiency, use software tools to automate tracking.

• Practice Management Software (PMS): Track case acceptance by generating reports on treatment plans presented versus accepted.
• Patient Communication Tools (like Dental Intel, Jarvis Analytics, or Practice by Numbers): These tools integrate with PMS to provide real-time analytics on case acceptance trends and track follow-ups.
• CRM Systems (like NexHealth or Solutionreach): These help automate follow-up reminders for unscheduled treatments.

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Step 4: Assign Responsibility & Train the Team

Ensure that your front desk, treatment coordinator, or financial team understands the importance of tracking case acceptance.

• Assign a Case Acceptance Champion (often the treatment coordinator) to track and analyze data weekly.
• Train staff on how to present treatment effectively to boost acceptance rates.

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Step 5: Analyze the Data Weekly & Monthly

Generate and review reports regularly. Key questions to ask:

✅ What percentage of cases are accepted?

✅ Are there trends in declined treatments? (e.g., high-cost cases, insurance limitations)

✅ Do certain providers have higher acceptance rates than others?

Use a dashboard tool (Dental Intel, Jarvis Analytics) to view trends at a glance.

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Step 6: Identify Roadblocks & Optimize Case Presentation

If case acceptance rates are lower than expected (industry benchmark is 60-70%), investigate:

🔹 Patient objections – Is it cost, fear, or lack of urgency?

🔹 Treatment coordination – Are financial options presented effectively?

🔹 Doctor/team presentation skills – Is the case being explained in a way the patient understands?

🔹 Follow-up processes – Are patients being contacted after they leave the office?

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Step 7: Implement Solutions & Improve

To increase acceptance rates, consider:

✅ Financial Flexibility – Offer financing options like CareCredit, Sunbit, or in-house payment plans.

✅ Visual Aids – Use intraoral cameras, digital scanners, or SmileSim to help patients understand their treatment needs.

✅ Case Follow-ups – Automate unscheduled treatment follow-ups using text/email reminders.

✅ Team Training – Role-play case presentations to refine communication strategies.

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Other Considerations You Might Have Missed

💡 Track Case Acceptance by Procedure Type – Some procedures (like Invisalign or implants) may have lower acceptance, so tracking by category helps identify opportunities.

💡 Monitor Provider-Specific Acceptance Rates – Some dentists/hygienists may be more effective at case presentation than others. Training can close this gap.

💡 Use AI-Driven Tools – Some AI tools (like Pearl AI, Overjet) analyze X-rays and automate treatment recommendations to improve patient trust.

💡 Benchmark Against Industry Standards – Compare your case acceptance rates to national averages (60-70% is good, 80%+ is excellent).