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Dental clinics · Front Desk & Treatment Plans

Every call to the front desk is a sale.

Reception is the clinic’s first sales team. I help clinics turn more calls into appointments, and more consultations into accepted treatment plans, measured with RepsMate AI.

80%patient calls turned into appointments, with performance management in private clinics
Dental EliteClinica Prof. Dr. BarbuNeocliniqueDentovita

Sound familiar?

  • Calls missed or unstructuredand nobody knows how many became appointments.
  • No view of who convertsthe same calls bring very different results.
  • Unsigned treatment planspatients “think about it”, and nobody follows up.

How I work

  1. 1Score every call with RepsMate, inside iStoma
  2. 2Turn the best call into the standard
  3. 3Coach coordinators and doctors to present plans

More appointments and accepted plans, from the same calls.

An example

Small improvements, big money

In a clinic with €1.5M a year, 5 more patients out of 100 accepting their treatment plan bring about €95,000 more a year.

+5 points in booked appointments
+ €86,000
+5 points in accepted plans
+ €95,000

Illustrative figures for a clinic with about €1.5M in annual revenue. In the diagnostic, we use your clinic’s own data.

Selling in tandem

From the first consultation to the full treatment plan

Most front desks are trained to sell the first consultation. The money is in the treatment plan. We move the clinic from one to the other: the plan is presented in tandem, by the doctor and a Key Patient Account.

  1. 1
    Reception books the consultationThe front desk is trained to turn calls into first visits, and measured on it.
  2. 2
    The doctor explainsDiagnosis and options, in plain language, with the decision left to the patient.
  3. 3
    The Key Patient Account follows throughStages, costs and payment explained calmly, and every pending plan followed up.

RepsMate, inside iStoma

From call to revenue, in one report

Reception is the clinic’s first sale. Until now, what happened on the phone stayed unseen. RepsMate makes it measurable, as a subscription activated directly from iStoma.

  1. 1
    The call comes in through While1Reception calls run on the While1 platform, connected to iStoma.
  2. 2
    RepsMate transcribes itEvery call, linked to the receptionist and the patient.
  3. 3
    Scored against the scriptA score from 1 to 10 for how fully and how well the sales conversation was carried out.
  4. 4
    Reported in iStomaThe score linked to appointments and revenue, on desktop and mobile.

The recommended script, in eight steps, built on industry best practice. You can also write your own in RepsMate, from your clinic’s experience and your best receptionists’ techniques.

  1. 1Greeting
  2. 2Introduction
  3. 3Understanding the need
  4. 4Offering the service
  5. 5Identifying the objection
  6. 6Handling the objection
  7. 7Booking the appointment
  8. 8Closing

Three ways to start

Each one stands on its own. Start with one, continue only if it works.

4–6 weeksRecommended start

Front Desk Diagnostic

A sample of real calls listened to and scored against the eight-step script, your booking rules and pending treatment plans reviewed, conversion measured from call to appointment and from consultation to accepted plan.

You getA baseline: where calls and plans are lost, and what it costs.

Ask about this →

3–4 months

RepsMate in iStoma

Calls moved to While1, RepsMate activated in iStoma, your own script set up, receptionists trained, and the first monthly reports checked until you can trust them.

You getEvery call measured and linked to appointments and revenue.

Ask about this →

6–12 months

Treatment Plan Conversion

From selling the first consultation to presenting plans in tandem: the doctor and a Key Patient Account, coaching, a follow-up for every pending plan and a monthly review.

You getMore accepted plans, measured every month.

Ask about this →

Why work with me

  • Proven in clinicsUp to +20% revenue and +50% profit with Dental Elite, Neoclinique, Dentovita and Clinica Prof. Dr. Barbu.
  • I integrate the AIChief Product Officer of RepsMate, now integrated in iStoma.
  • I have run large businessesFormer Chief Digital Officer of Vodafone Romania; 20 years in leadership.
  • I work with your teamAs a clinical psychologist, I make change stick with doctors, coordinators and front desk.

Tools we work with: iStoma · RepsMate AI · While1 Voice

RepsMate in iStoma: front desk results and receptionist ranking by RepsMate score

Other chapters

Let's talk for 30 minutes

Bring last year’s revenue. You will leave with a first view of where your clinic loses money.

Radu TudoracheRadu TudoracheStrategy & transformation consultant

radu@xponentals.com