Introduction

Thank you for considering our marketing services. We understand there are countless companies offering solutions to help grow your business, and we feel truly privileged to have the opportunity to share our approach with you. In this document, we’ve compiled a series of case studies to demonstrate the tangible results our system delivers. Specifically, we’ll take you through the success story of a dental company in Florida, showcasing every step of the process—from generating leads to converting them into loyal patients. These insights illustrate how our tailored strategies can drive measurable growth and help you achieve your goals.

Making Google Ads Work

Our story begins in early 2022, when we were brought on to help a 3-practice DSO begin rapidly expanding its geographic footprint. Prior to our involvement, another agency had been delivering leads at ~$200 each. About half of those leads went on to become patients, and about 30% of those patients accepted a non-hygiene treatment plan of any value.

We knew the first step to improving the situation would be delivering a lot more leads at a much lower cost. The previous agency did not share any of their assets or data when their agreement was terminated, so we started from scratch. We built new campaigns and landing pages designed to attract leads with urgent, usually painful, dental needs likely to require significant treatment. Within three months, we had lowered average cost per lead to $45 - a 77.5% decrease and 40% less than the industry average.

Designing a Schedule That Makes Sense

With leads flowing at a decent cost, we soon ran into another problem - we had nowhere to schedule them! Since we were primarily targeting leads experiencing extreme discomfort, the last thing any of them wanted to hear was that they’d need to wait 2-3 days to be seen, and potentially longer for treatment. In order to maximize lead to patient conversion, we needed to be able to offer same or next-day exams, and the potential - if not the promise - of same day treatment.

The solution was setting up a dedicated new patient column exclusively for comprehensive exams. Eschewing the standard practice of providing limited exams for patients in pain allowed us to increase the average treatment plan presented from ~$1500 to ~$5000, providing a better return on our ad spend as well as a better outcome for the patients’ oral health.

With six new patient appointments available in a standard working day, each practice was able to give patients what they wanted and create a solid foundation of production to fuel the company’s growth.

Managing Self-Booking

During this time, we also helped facilitate a transition away from an outdated, local-server based patient management system to a modern, cloud-based alternative. With that change came the ability to offer self-scheduled new patient exams.

This single change produced a 10% increase in conversion rates on the ads side, but we noticed that self-scheduled appointments were about twice as likely to no-show compared to appointments set via phone. To counteract this, we instituted a policy requiring the office manager of each location to personally reach out to all self-scheduled patients, preferably within 5 minutes of them making the appointment. The purpose of this call was not necessarily to collect more information or verify insurance details - it was to give the patient a personalized, ‘white glove’ experience beyond automated appointment reminder emails and texts.

This single change reduced the no-show rate on self-booked appointments to about 30%, and enabled us to predict no-shows with a higher degree of accuracy based on our ability to get into contact with the patient.

Phone Conversions: Front Desk vs. Dedicated Call Center

Speaking of getting in contact, when we took a closer look at how our front desk was handling calls, we discovered some pretty troubling information. For example, during a single quarter, we generated 3,619 first-time calls company-wide, but 1,474 - a whopping 40% - went unanswered because our front desk teams were busy with other tasks. It’s not that they were bad employees (when they did answer the phone, they converted 73% of leads into patients), it’s just that they were overwhelmed and distracted by what was going on around them in the office.

We experimented with a 3rd-party call center vendor, but were ultimately dissatisfied by the level of service, and decided to create an in-house call center, trained by us to ensure the highest possible level of performance.

The results speak for themselves - the unanswered call rate has dropped to 25%, the calls that do get missed are returned ASAP, and despite dealing with a much higher volume of calls overall, the conversion rate has held steady at around 70%.

Systematizing Positive Review Acquisition

Of course, bringing in new patients is only one part of the equation - it’s also critical that we give each patient a spectacular experience in the practice, and then take steps to ensure they share that experience with others through Google reviews. This may seem like an afterthought, but there is arguably no more powerful lever in-office staff can pull to improve new patient acquisition.

Without a system for successfully getting reviews while the patient is in the practice, you’re leaving the #1 source most people consult before booking entirely to chance. And make no mistake, no matter how hard you work to ensure a positive outcome for every patient, you will eventually encounter unreasonable people with unachievable expectations whose negative reviews will quickly overwhelm the few positive ones you get without asking.

Simply by having our assistants, front desk team and office managers ask, encourage and assist patients in leaving reviews, we more than tripled our number of YOY positive reviews, and now every practice has a 4.9 star average with hundreds of reviews.

Conclusion

Thank you for taking the time to review these case studies and explore how our marketing system has driven success for businesses like yours. As demonstrated, our strategic approach optimizes every step of the lead-to-patient conversion funnel, delivering measurable results and sustainable growth. The company we’ve highlighted here has now grown to eight practices (and counting) thanks in large part to these efforts! We are confident that by applying these proven methods to your unique needs, we can help you achieve your goals and exceed expectations. We look forward to the opportunity to work with you and contribute to the continued success of your business. Let’s take the next step together!