SmileCare AI: The Weekly Brief That Closes Cases

The TC Challenge: More Leads, More Noise

If you're a Treatment Coordinator, you already know the job isn’t just “give tours and take deposits.”

You’re juggling:

• New patient exams that need a yes today
• Pending starts who ghosted after “talking to their spouse”
• Cancellations that blow holes in your schedule
• Insurance questions, benefits expiring, and a doctor who wants “quick updates” but not another meeting

The problem isn’t not enough data. The problem is too much data, in too many places, and not enough time to figure out who to call first.

Most “solutions” add:

• Another dashboard to check
• Another spreadsheet to maintain
• Another meeting to explain what everyone could already see in the PMS

That’s backwards.

You don’t need more tools. You need a short, clear list that tells you:

“Start here. Call these people. Say this.”

That’s what the SmileCare AI Weekly TC Brief is designed to do.

Meet the SmileCare AI Weekly Brief

What it is:
A focused, 5-minute Monday morning email that lands in your inbox and tells you exactly which patients to act on, in what order, and what to say.

What it isn’t:

• It’s not a dashboard.
• It’s not an app you have to remember to open.
• It’s not a 10-page report no one reads.

It’s a one-page, TC-ready action plan built from your actual practice data, across your PMS and other systems. You don’t log in anywhere. You just open the email and go.

Inside the TC Weekly Brief

This isn’t a generic report. It’s built with one goal: help a TC close more cases with less mental load.

What This Looks Like in Real Life

A typical brief might show:

• Top 5 Patients to Act On

  • Sarah M. – Pending Start, benefits expire 12/31, $5,800 in estimated production
  • James R. – Exam completed 10 days ago, “waiting for spouse,” high aligner interest
  • Emily K. – Missed last consult, has sibling in treatment

• Quick Wins for Openings This Week

  • 3–7 names who are flexible and likely to accept last-minute times

• Urgent Flags

  • 4 patients with benefits expiring in the next 30–60 days
  • 2 contracts with stale insurance verification
  • 3 “high-risk” pending starts based on behavior patterns

You don’t have to build this list. It just shows up.

The 10-Minute Monday Protocol

You don’t need a new “system.” You need a simple rhythm that works every week.

Here’s how TCs typically use the brief:

1. Skim (3 minutes)

• Open the email with your coffee.
• Look at the Top 5 section and the Urgent Risk Flags.
• Mentally mark: “These are my people for today.”

Tip: Star or pin the email in your inbox so it’s easy to find all week.

2. Act (5 minutes)

• Call or text the top 3 patients on the list using the embedded scripts.
• If they don’t pick up, send the recommended text or email version.
• Offer specific times, not “whenever works for you.”

Example:

• “We have a 3:15 on Wednesday or a 9:40 on Thursday – which is better for you?”

3. Tight Notes (2 minutes)

• Add a one-line note in the patient’s chart or task list:

  “12/5 – Called about benefits expiring; left VM + sent text. – [TC Initials]”

• That’s enough for the doctor and admin team to see that the pipeline is moving—no separate status meeting required.

Repeat a lighter version of this process midweek if you have cancellations or need to backfill the schedule. The brief becomes your quick reference.

Script Library: Ready-to-Use Messages for Common Objections

Here are a few short, real-world scripts that can be adapted to your tone and injected into the Weekly Brief.

1. Cost / Payment Concern

Phone / Text:

“Hi [Name], it’s [TC] from [Practice]. I know cost was the big concern last time we talked. I’ve been looking at your options and I think we can make this surprisingly manageable for you. Want to go over a couple payment options and see what feels doable?”

2. “I Need to Talk to My Spouse”

Phone:

“Hi [Name], it’s [TC] at [Practice]. Last time you wanted to talk things over with [Spouse Name]. A lot of families find it easier if we walk through the numbers together. I can set up a quick call with both of you so we can answer questions at the same time. Would evenings or lunchtime work better?”

3. Timing / “Too Busy Right Now”

Text:

“Hi [Name], it’s [TC] at [Practice]. I know your schedule is packed. The good news is your first visit to get started is quick and we can work around work/school. We’ve got a couple of easier slots this [day(s)]. Want me to text you two times and you pick one?”

4. Benefits Expiring / Insurance Urgency

Phone / Text:

“Hi [Name], this is [TC] at [Practice]. I’m reaching out because your current insurance benefits for treatment reset on [date]. If we get you started before then, we can lock in your coverage and avoid losing those dollars. Want to see if we can get you on the schedule this week before those benefits reset?”

These are examples. SmileCare AI tailors the language to your practice tone (formal, friendly, playful, etc.) and your doctor’s preferences.

How SmileCare AI Builds the Brief (Without Changing Your Workflow)

We designed this to layer on top of your existing systems, not replace them.

Behind the scenes, SmileCare AI:

1. Connects to your PMS and data sources
   Works with major PMS platforms and supporting systems (marketing tools, call tracking, etc.).

2. Scores and prioritizes patients
   Looks at patterns like: days since exam, visit history, benefit dates, no-shows, previous “start” conversations, communication history, and more.

3. Groups patients into simple TC-friendly buckets

   • “Call these 5 first.”
   • “Use these to fill openings.”
   • “Don’t lose these benefits.”

4. Generates scripts that match the situation
   It doesn’t just say “Call Sarah.” It says “Call Sarah about benefits expiring next month; use this language.”

5. Delivers it all in one concise email
   No extra logins. No learning curve. Just a brief that feels like it was written for you by someone who sat in your morning huddle.

Why TCs Like the Weekly Brief

From the TC perspective, the benefits are simple:

• Less mental juggling. You don’t have to remember 40 pending patients and who said what. The brief does the remembering for you.
• Easier conversations. You’re never staring at the phone wondering how to start the call—it’s already spelled out.
• Fewer “OMG we forgot about them” moments. Expiring benefits, long-pending starts, and high-risk patients can’t hide.
• Doctor and admin stay off your back (in a good way). They can see that you’re working the right list in a structured way—no need for constant “Where are we at with…?” questions.

At a practice level, this turns into more starts, a smoother schedule, and fewer headaches.

For Owners & Managers: Strategic Advantage Without More Meetings

SmileCare AI is built around one principle:

Reduce friction. Increase follow-through.

• Push, not pull: Intelligence goes straight to the inbox instead of living in a dashboard that people forget to open.
• Micro-commitments, big gains: Five high-impact actions each week compound into meaningful additional starts over a quarter or year.
• Alignment without a standing meeting: The brief quietly aligns Doctor, TC, and admin around the same handful of priority patients.

You don’t have to redesign your whole process. You just give your TC a sharper list and better words.

Get Your First Weekly Brief

We’ll plug into your data, match the brief to your PMS and communication tone, and generate a customized Weekly TC Brief for your practice.

You’ll see:

• Who we recommended you call
• Why they were prioritized
• The exact scripts we suggested

…and you can judge for yourself how “close to the mark” it feels.

Secure a Pilot Spot Today and See the Difference Next Monday