New Patient Care Coordinator
Your dedicated partner for new patient inquiries, appointment scheduling, and personalized follow-up—helping your dental practice turn more opportunities into scheduled visits while delivering a welcoming first impression.
Our New Patient Care Coordinator service provides dedicated support throughout the new patient journey, helping dental practices turn inquiries into scheduled appointments while delivering a welcoming, organized, and personalized experience from the very first interaction.
We become an extension of your front office, not just another answering service.
Our coordinators work directly within your practice management software and follow your office’s scheduling guidelines, communication preferences, and established protocols. This allows us to support your existing team while maintaining the personal touch, consistency, and professionalism your patients expect from your practice.
What's included
Plans & pricing
Choose the New Patient Care Coordinator plan that fits your office.
- New Patient Inquiry Management💠Respond to all new patient inquiries 💠Answer inbound new patient calls 💠Return missed new patient calls 💠Respond to website leads 💠Respond to online appointment requests 💠Follow up with referral inquiries 💠Handle email and text inquiries 💠Ensure no lead goes unanswered
- Appointment Scheduling💠Schedule new patients directly into your PMS 💠Follow your scheduling guidelines 💠Match patients with the appropriate provider 💠Schedule according to insurance participation 💠Reserve emergency appointments when needed 💠Maintain ideal schedule distribution
- New Patient Onboarding💠Welcome call 💠Appointment confirmation 💠Digital paperwork 💠Insurance information request 💠Photo ID reminders 💠Financial policy information 💠Appointment instructions 💠Office location and directions 💠Parking instructions (if applicable)
- Patient Communication💠Phone calls 💠Text messaging 💠Email communication 💠Appointment reminders 💠Paperwork reminders 💠Missed paperwork follow-up 💠Missed call follow-up
- New Patient Conversion💠Following up with new patients who didn't schedule 💠Re-engaging new patients that requested callbacks 💠Multiple contact attempts based on office protocol 💠Tracking conversion rates
- Reporting & Accountability💠Total new patient inquiries 💠Calls answered 💠Missed new patient calls recovered 💠New Patient Appointments scheduled 💠Conversion rate 💠Referral source tracking 💠Appointment show rate 💠Monthly performance summary
- New Patient Inquiry Management💠Respond to all new patient inquiries 💠Answer inbound new patient calls 💠Return missed new patient calls 💠Respond to website leads 💠Respond to online appointment requests 💠Follow up with referral inquiries 💠Handle email and text inquiries 💠Ensure no lead goes unanswered
- Appointment Scheduling💠Schedule new patients directly into your PMS 💠Follow your scheduling guidelines 💠Match patients with the appropriate provider 💠Schedule according to insurance participation 💠Reserve emergency appointments when needed 💠Maintain ideal schedule distribution
- New Patient Onboarding💠Welcome call 💠Appointment confirmation 💠Digital paperwork 💠Insurance information request 💠Photo ID reminders 💠Financial policy information 💠Appointment instructions 💠Office location and directions 💠Parking instructions (if applicable)
- Patient Communication💠Phone calls 💠Text messaging 💠Email communication 💠Appointment reminders 💠Paperwork reminders 💠Missed paperwork follow-up 💠Missed call follow-up
- New Patient Conversion💠Following up with patients who didn't schedule 💠Re-engaging patients that requested callbacks 💠Multiple contact attempts based on office protocol 💠Tracking conversion rates
- Reporting & Accountability💠Total new patient inquiries 💠Calls answered 💠Missed calls recovered 💠Appointments scheduled 💠Conversion rate 💠Referral source tracking 💠Appointment show rate 💠Monthly performance summary
Related services
If your office needs more than one workflow covered, these are the next places to look.
Scheduling Service
Keep your schedule full with a dedicated Scheduling Coordinator who manages patient communication, appointment scheduling, and reactivation outreach while providing real-time reporting and personalized support to help your practice grow.
Learn MoreReactivation/Clean-up
A specialized service designed to support your team in reactivating patients and maintaining a clean and organized schedule
Learn MoreConfirmation Service
Personal confirmation of all your scheduled appointments.
Learn MoreNeed to talk through new patient care coordinator in your office?
We can walk through the list, the handoff, and the reporting you would expect to see.