The Reel Patients Method™
Twelve systems built around the patient journey, simple enough for a busy team to run every day. Measurable, repeatable, and tuned to your doctors, your team and your patients.
What we install
Seven pillars, one operating system
Reel Patients does not hand a practice a generic manual. Every engagement installs the same operating system, adjusted to the practice it lands in. It rests on seven pillars.
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Patient experience
The same welcome for every patient, from the first call to lifelong maintenance.
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Case acceptance
Conversations that find out what a patient wants and what is stopping them, then fit treatment to their life.
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Leadership
Weekly, monthly, quarterly and annual rhythms with short agendas and clear owners.
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Team performance
Every person owns a number and knows how it is measured.
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Marketing and referrals
Growth from the patients you already have: reviews, referrals and stories.
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Technology and AI
Fewer tools, better integration, and AI that helps the team rather than replacing it.
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Growth and accountability
Live numbers the doctor can read today instead of a report at month end.
Inside the Method
The twelve systems
Each system is a set of habits, documents and numbers a team can adopt in weeks. Together they carry a patient from the first phone call to a lifetime of care, and carry the doctor from managing to leading.
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Patient Journey System
One experience from the first phone call through lifelong maintenance.
- New patient phone protocol
- Online forms and automation
- Welcome email and text sequence
- Consultation preparation
- Clinical handoffs
- Financial consultation
- Treatment follow-up
- Recall and reactivation
Patients feel known, not processed.
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Case Acceptance System
Instead of selling dentistry, the team learns to ask why now, what the patient is afraid of, what is stopping them, what success would look like and how treatment can fit their life.
- Conversation guides
- Financial discussion framework
- Follow-up cadence
- AI-assisted email and text follow-up
- Video treatment recaps
Every conversation becomes patient-centered.
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Morning Success System
A 15-minute huddle that covers yesterday, today's opportunities, unsigned treatment, new patients, VIP patients, financial concerns, lab cases and team wins.
Everyone leaves knowing what success looks like today.
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Doctor Dashboard
Live numbers instead of monthly reports.
- Daily production and collections
- Treatment acceptance and average case value
- Same-day treatment and hygiene reappointment rates
- New patients and referral sources
- Outstanding treatment
- Google reviews
- Schedule utilization and production by provider
The doctor knows where the practice stands today.
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AI Communication System
AI drafts, the team sends. Patients still hear from a person; the workload drops.
- Birthday messages and treatment reminders
- Insurance explanations and financial reminders
- Missed-appointment follow-up
- Review requests
- Patient education
- Recall emails
- Video summaries after consultations
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Team Accountability Scorecard
Every employee knows how success is measured.
- Phone conversion rate
- Treatment acceptance
- Collection percentage
- Google reviews earned
- Patient referrals
- Schedule fill rate
- Recall effectiveness
- Patient satisfaction
Everyone owns a number.
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Leadership Operating System
A weekly leadership meeting, a monthly strategic meeting, quarterly planning and annual planning.
Simple agendas, simple scorecards, simple accountability.
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Financial Confidence System
Many teams avoid money conversations. This one teaches them to talk about insurance, third-party financing, phased treatment, membership plans, large cases and patient value.
Patients feel supported, not sold.
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Internal Marketing System
Growth that does not depend on advertising alone.
- Google reviews
- Patient referrals
- Smile story videos
- Before-and-after photography
- Community partnerships
- Social media content
- Email newsletters
- Referral appreciation
Every happy patient becomes a marketing asset.
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Team Recognition System
People repeat what gets recognized.
- Employee of the month
- Patient compliments board
- Production celebrations
- Case acceptance rewards
- Birthday and anniversary recognition
- Quarterly bonuses
- Team challenges
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SOP Library
Every process written down: new patient, emergency patient, consultation, treatment presentation, financing, recall, referrals, phone calls, scheduling, lab cases, collections, insurance, hiring, onboarding.
If someone leaves, the practice keeps running.
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The CEO Doctor System
Less managing, more leading.
- Weekly KPI review
- Monthly financial review
- Marketing review
- Leadership meetings
- Practice vision and growth planning
- Delegation structure
- Succession planning
Service areas
Where we work with you
The Method is delivered through six areas of consulting. Most practices start with one and add others as the numbers move.
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Practice growth consulting
- Comprehensive business analysis
- Revenue growth planning
- Scheduling optimization
- Fee-for-service transition guidance
- Practice branding and growth strategy
- Marketing implementation
- Leadership coaching
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Treatment acceptance mastery
- Case presentation coaching
- Financial conversation training
- Overcoming objections
- Patient psychology and communication coaching
- Virtual treatment coordination
- Patient follow-up systems
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Patient experience design
- New patient journey
- Phone training
- Consultation systems
- Recall systems and patient retention
- Five-star service and hospitality training
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Team development
- Leadership coaching
- Morning huddles
- Accountability systems and performance metrics
- Bonus and incentive plans
- Conflict resolution
- Culture development and hiring guidance
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Marketing and brand development
- Referral growth
- Community marketing
- Patient testimonial campaigns
- Social media strategy
- Internal and relationship marketing
- Online reputation management
- Video marketing
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Systems and operations
- Scheduling and block scheduling
- KPIs and scorecards
- Front office systems
- Treatment coordinator training
- Operational workflows and practice manuals
- Implementation coaching
Technology
Fewer tools, better integration
The easier a system is to use, the more consistently a team uses it. We recommend a short stack that avoids duplicate work and build the numbers from data the practice already produces.
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Practice management software
Dentrix, Eaglesoft or Open Dental. We work inside whatever the practice already runs.
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CRM and marketing automation
GoHighLevel for patient communication, follow-up and lead nurturing.
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Digital forms and online scheduling
Integrated with the practice management software, so nothing is typed twice.
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Treatment presentation
Digital treatment plans, photos, intraoral scans and video explanations.
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AI tools
Drafting personal emails, patient education, meeting summaries, staff training and marketing content.
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KPIs
A dashboard built from the data the practice already has, with no manual entry into a second system.
Process
How an engagement runs
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Discovery
- Practice assessment
- Financial and scheduling review
- Marketing review
- Patient journey evaluation
- Team interviews
- Growth opportunities
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Build
- Customized systems
- Training materials and scripts
- KPIs
- Workflow creation
- Leadership development
- Marketing strategy
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Implement
- On-site training
- Virtual coaching
- Weekly accountability
- Performance tracking
- Team mentoring
- Doctor coaching
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Scale
- Growth metrics
- Leadership development
- Expansion planning
- Advanced marketing
- Referral systems
- Continuous improvement
Fit
Who this is for
Restorative, cosmetic and implant dentists, periodontists, prosthodontists and fee-for-service practices, usually producing between $1 million and $5 million a year, led by doctors who have decided to grow.
Technology may change dentistry. Relationships will always build practices.
Prefer to talk now? Call (206) 401-8574