ATTRACT • NURTURE • QUALIFY
Attracting the Right Patients
Discover how strategic ad campaigns, personalised follow-up and a clear vetting process turn enquiries into committed open day bookings.
ATTRACT • NURTURE • QUALIFY
Attracting the Right Patients
Discover how strategic ad campaigns, personalised follow-up and a clear vetting process turn enquiries into committed open day bookings.
FROM FIRST ENQUIRY TO CONFIRMED BOOKING
Generate Interest. Build Trust. Secure Bookings.
We use a strategic mix of lead form and landing page campaigns to attract patients interested in your chosen treatments. We then nurture enquiries through timely follow-up, answer questions and guide patients towards booking. Our triage and vetting process explores their treatment interests, expectations and readiness for a consultation, with clinical suitability assessed by your dental team. Refundable booking deposits help secure commitment, with the refund terms clearly explained before payment.
01 · CAMPAIGN STRATEGY
Built with intention. Refined every day.
Every Open Day campaign starts with a plan: understand your local competition,
reach the right people and use creative informed by previous well-performing campaigns.
Once live, we monitor daily and adapt when the results call for it.
Behind every ad is a considered strategy.
01 · Understand the competition
We review local competitors, their offers and messaging to shape a clear, competitive campaign for your practice.
02 · Target with purpose
We set the audience and location targeting around your treatment, practice catchment and the patients we want to reach.
03 · Two routes to enquiry
Lead form campaigns let patients enquire directly within the social platform. Landing page campaigns give them more information before they submit their details.
04 · Build on what performs
Ad designs and messaging draw on previous well-performing campaigns, tailored to your team, treatment and agreed offer.
05 · Monitor. Learn. Adapt.
We check campaigns daily and pivot when needed, refining targeting, creative, messaging or budget in response to performance.
02 · NURTURE
Keep the conversation moving.
Personal follow-up turns an initial enquiry into a meaningful conversation, helping patients understand the offer and feel ready to book.
DAY 1
Respond quickly.
Automated SMS + email acknowledge the enquiry.
Call within 30 minutes
Or as soon as possible.
Try again later at a different time. If unanswered, send the stage 2 SMS.
DAY 2
Try a new time.
Make two call attempts at different times from previous attempts.
Invite a reply
Ask when it would be convenient to speak.
If unanswered, move to the next stage and send the relevant SMS.
DAYS 3–7
Keep in touch.
Continue two calls a day, varying morning, midday, afternoon and evening.
Leave a voicemail where appropriate.
Still no contact after day 7? Move to the mailing-list stage. Stop contact if the patient opts out.
WHEN THEY RESPOND
Make it a conversation.
Listen → Qualify → Answer → Book
Build rapport, understand their motivation and explain the next step. Once they are contacted and booked, remove them from the follow-up sequence.
“We’ve tried reaching you regarding your enquiry. Please reply or give us a call when convenient.”
Example nurture messages
Immediate SMS
“Thank you for your enquiry.”
Immediate email
“We’ll be in touch shortly.”
After missed calls
“We’re still trying to reach you regarding your enquiry. If you’d like us to call at a specific time, reply to this message.”
Handling patient hesitations
Listen first. Put patients at ease and make their concerns feel heard.
Checking a diary? Give them time or agree a specific follow-up call.
Unsure about value? Explain the agreed inclusions, dentist’s expertise and relevant patient stories.
Nervous? Explain how the practice supports nervous patients.
Discussing payment? Explain available options and encourage the person funding treatment to attend.
Keep the conversation natural. Refer clinical and finance eligibility questions to the appropriate team.
Follow-up rhythm & outcomes
Vary the times
Morning 8–11am · Midday 12–2pm · Afternoon 2–5pm · Evening 5–8pm.
After the second unanswered call
Move to the next stage and trigger its SMS. Repeat the following day through the 5–7 day process.
If they respond at any stage
Engage, qualify and book them, then remove them from follow-up.
After day 7
No response: mailing-list stage. Asked to stop: mark DND / opted out and do not contact again.
03 · TRIAGE
Booked doesn’t always mean ready.
8 simple rapport building questions.
A natural conversation builds trust and helps us understand the patient’s motivation, expectations and readiness before valuable consultation time is reserved.
1. What prompted you to enquire about treatment?
Understand their “why” and what they hope to achieve. Build rapport and listen to their motivation.
2. When was your last dental visit?
Explore general oral health and whether a dental exam may be needed first. Clinical suitability is assessed by the dental team.
3. Do you work? If so, what do you do
Another opportunity to build rapport but also an opportunity to potentially determine their financial status. This question opens the possibility to ask the next question about patient finance.
4. How are you planning to pay for treatment?
Establish who is paying. Encourage the bill-payer to attend and explain the available payment options and agreed deposits.
5. Would you like to explore finance options?
Discuss employment where relevant to finance enquiries. Eligibility is subject to the finance provider’s assessment.
6. Are you familiar with the Open Day offer?
Confirm the agreed fixed price, inclusions and Open Day savings so the patient knows what to expect.
7. Do you understand how the refundable deposit works?
Confirm the patient understands the deposit is refundable if they attend or cancel with at least 48 hours’ notice.
8. Do you know what to expect at your appointment?
Explain who they will meet, what happens during the consultation and the next steps afterwards. Answer any questions before confirming the booking.
MEASURE THE DIFFERENCE
Quality over quantity.
Compare actual Open Day results below. Figures are deliberately left blank until approved data is available.
UN-TRIAGED LEADS
Attendance
80-85%
Consultation quality
Unpredictable
Treatment conversion
65-70%
TRIAGED LEADS
Attendance
95-100%
Consultation quality
Pre-approved
Treatment conversion
85-90%
04 · REFUNDABLE DEPOSIT
A small commitment. A protected appointment.
A refundable booking deposit reinforces the patient’s intention to attend and helps protect valuable Open Day consultation slots. Explain the amount and terms clearly before taking payment.
WHY IT MATTERS
Protect the diary. Respect the patient.
Commitment
A clear booking step helps patients understand that their appointment time is reserved.
Capacity
Protect consultation slots so the team can focus on patients ready to explore treatment.
Clarity
Confirm the refund and cancellation terms during triage, before payment.
REFUNDABLE BOOKING DEPOSIT
£35.00 - £50.00
WHEN TAKEN
At the appointment booking.
REFUND ELIGIBILITY
Attend your appointment or cancel with at least 48 hours’ notice.
REFUND PROCESS
Only applicable upon attendance, unless cancelled within the dedicated time period.
LATE CANCELLATION / NON-ATTENDANCE
No refund of the deposit.
05 · THE COMPLETE JOURNEY
Every step builds intent.
From first interest to a confirmed patient, each stage builds understanding, trust and commitment.
01
AD SEEN →
Relevant creative sparks interest.
02
ENQUIRY →
The patient asks to learn more.
03
NURTURE →
Timely contact builds trust.
04
BOOKING →
A consultation time is agreed.
05
TRIAGE →
Motivation and expectations are explored.
06
REFUNDABLE DEPOSIT →
The patient commits to their reserved slot.
07
CONFIRMED OPEN DAY PATIENT ✓
Clear expectations. A defined next step.
NEXT STEP: THE OPEN DAY ITSELF
How the Day Comes Together
Learn how your open day should flow, from the first welcome to consultations and clear next steps for every patient.
NEXT STEP: THE OPEN DAY ITSELF
How the Day Comes Together
Learn how your open day should flow, from the first welcome to consultations and clear next steps for every patient.