Build the first 48 hours
Use a call first, a short text after no answer, a second call attempt, a useful proof link, and a clear appointment reminder once booked.
Follow-up sequence builder
Treatment Coordinator Follow-Up Sequence Builder
Use this when the team has leads but no consistent path from inquiry to consult. The sequence should be fast, treatment-specific, and easy to log.
Benchmarks are planning ranges and should be validated against each clinic's market, offer, follow-up speed, and treatment economics.
Match the treatment scenario
Implant, full-arch, veneer, financing, second-opinion, and no-show situations need different questions and proof, even when the timing cadence is similar.
Close the feedback loop
After each sequence, log reached, booked, no-show, price-only, weak-fit, and accepted-case outcomes so marketing can improve.
Follow-up sequence starter
| Timing | Channel | Coordinator job |
|---|---|---|
| 0-5 minutes | Call | Confirm treatment interest and ask one context question |
| After no answer | Text | Name the treatment and ask for the best time to talk |
| Same day | Call/text | Offer a consult window and send one relevant proof asset |
| Next day | Text/email | Answer the likely objection: cost, timing, fear, or fit |
| Before consult | Text/call | Confirm expectations and reduce no-show risk |
FAQs
Should follow-up be automated?
Automation can support speed and reminders, but high-value treatment inquiries still need a human coordinator conversation.
What should the first call ask?
Ask one treatment-specific context question, confirm reachability and location fit, then move toward a consult when appropriate.