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2025-12-06

How to Increase Starts by 2-4 Per Month Using Data-Driven TC Workflows

A TC-ready playbook showing how weekly opportunity briefs and patient-specific scripts consistently add 2-4 starts per month without extra meetings.

Most orthodontic teams don't need more meetings. They need clarity.
When TCs know exactly which patients to focus on and what to say, starts go up quickly. This guide shows how data-driven workflows reliably add 2-4 starts each month using only a five-minute weekly rhythm.

If you only do one thing this week: send a benefits-first nudge to every patient with expiring coverage and hold two start times for them.

Why TCs Close Faster With Data

TCs work best when priorities are obvious. Instead of scanning dashboards or digging through charts, they need a small list of high-leverage opportunities tied directly to revenue.

A strong data brief gives them:

  • Who is closest to starting
  • What the financial path looks like (DP + monthly)
  • Insurance urgency (expiring benefits, FSA timing)
  • Script-ready talking points
  • A weekly goal tied to starts

TC move: Lead with the math the patient already hinted at (DP comfort + monthly target) and make them pick between two times.

When the numbers are pre-calculated, outreach becomes fast, confident, and consistent.

The 5-6 Patients That Move the Needle

Every practice has a micro-segment of patients who will start this week if a TC knows how to prioritize them.

The highest-yield groups:

1. Verified Pending Starts (Most Valuable Group)

These patients already have:

  • A confirmed plan
  • Verified benefits
  • A clear expected fee

They're one message away from scheduling. They drive the highest hit rate.

TC Script (Cost-First):
"Hi [Name], your plan is all set. With your benefits, your down payment would be around $200 and the monthly under $150. I can get you on the schedule this week—do mornings or afternoons work better?"

2. Benefits Expiring Soon

Patients with renewal dates, remaining maximums, or end-of-year FSA pressure convert quickly when the math is laid out.

TC Script (Benefits-First):
"Hi [Name], I rechecked your benefits and you still have $X remaining that expires soon. Using that, we can keep your monthly under $150. Want me to reserve one of the open start times this week?"

3. High-Value Pending Exams

These patients already signaled interest. They simply haven't scheduled because no one followed up with math that makes the decision easy.

TC Script:
"I ran the numbers for you—your estimated portion is $___ with $___ down. We have two spots this week if you want to use your renewed benefits while they're active."

Before/After bump:
Before: "Just checking in after your consult."
After: "You have $1.5k remaining and we can hold Tue 2:30 or Thu 4:00. That keeps monthly under $150. Want one of those?"

How the Weekly Workflow Adds 2-4 Starts

You don't need big dashboards. You need a weekly operating rhythm:

Mini checklist: Pull the 5-6 names, pair each with DP + monthly, pick cost-first or benefits-first, then pre-hold two chair times.

Monday: TC Receives a 5-Minute Opportunity Brief

It includes:

  • Start goal for the week
  • Top 5-6 patients to contact
  • Expected value of each
  • Scripts already written
  • Benefit updates + payment math
  • Follow-up tasks

This eliminates decision fatigue. TCs spend their energy on conversations, not analysis.

Tuesday-Thursday: Fast TC Outreach

Most practices see:

  • 1-2 starts from verified pending
  • 1 start from expiring benefits
  • 1 start from pending exams

Two-minute template:
"You still have $___ in coverage. We can start with $___ down and about $___/month. I held [slot 1] or [slot 2]. Which is better?"

That's 2-4 starts in a normal week, without additional staff time.

Friday: Re-Check + Close-Out

TCs close remaining patients or push them into next week's brief.
Owners get a clean snapshot of how many starts were tied to specific actions.

Why This Works Consistently

Because it reduces the process to:

Right patient -> right message -> right moment.

TCs aren't guessing who to call or what to say.
Owners aren't hoping dashboards magically lead to action.
The practice gets predictable weekly lift in starts, without more payroll.

What To Do Next

If you want your TCs to get 2-4 more starts each month without adding any new systems, the first step is simply giving them the right list and the right words.

SmileCare Analytics generates:

  • Weekly opportunity briefs
  • Patient-specific scripts
  • Insurance/benefits math
  • Down payment + monthly options
  • A simple, TC-friendly workflow that removes the need for meetings

It takes five minutes to review and drives starts the same week.