Benefits of Our Service

  • Your New Patient or Client Solution
  • Most Comprehensive Marketing Tracking Reports Available
  • LIVE Humans, NOT Computer Programs, LISTEN to your calls so YOU DON’T HAVE TO
  • WE Calculate your ROI so You’ll Know What’s Working and What is Draining Your Marketing Resources
  • Our Reports Can Be Completely Customized For Your Business
  • We Provide MARKETING DIRECTOR SERVICES and Help You Prevent Marketing Mistakes
  • We’ll Create a Comprehensive MARKETING GAMEPLAN for You that covers External, Internal, and Grassroots Marketing Ideas
  • We Offer Graphic Design Services and Can Help Design Your Ads

Our Story

A New Client Is Worth $1,000 in the First Year Alone. Did you know the Average Office lets 40-50 Potential New Patient Calls go to voicemail or get a busy signal every month? Did you know that on average, the Staff Members Only Schedule 34% of the New Client Opportunity Calls they did answer? YOU’RE LOSING TENS OF THOUSANDS Of DOLLARS EVERY MONTH & DON’T EVEN KNOW IT! That's one of the biggest benefits of our service. We Guarantee you'll decrease your Unanswered Calls and Increase Your New Patient Numbers without having to invest a ton of money into new marketing mediums. Here's how:

  • Your Patent Pending Software Sends You A Text Alert within 10 seconds of a call going to Voicemail, Being Busy or going Unanswered. In the text you’ll have the Name of the Potential New Patient, the Number they are calling from as well as the Ad source to which they are calling from. Now you have a chance in REAL TIME to call them back and recapture that lost new patient.
  • We take Secret Shopper to a Whole Other Level. We’ll let you know how Each Staff Member converts their New Patient Opportunities. Not by analyzing 1 or 2 calls like the "Others" do, we analyze every new potential new patient call they received and give you the score on how they did overall. What information would be more valuable for you: "Jenny is very polite and courteous on the telephone, you can hear her smile. We give her 5 stars." OR "For The Last 3 Months Jenny has Only converted 24% of her New Patient Opportunity Calls, She has failed to give her name to the potential new patient in 70% of those cases".
  • We Have Live Humans Answering EVERY Potential New Patient Call That Comes In From Your Marketing Sources. Every other Tracking service out there has Machines that attempt to Listen to your calls but they give you faulty and incomplete data.
  • If They Don't Schedule The Phone Call, We Give You The Reasons Why! How Else Can They Be Trained & Get Feedback To Improve?
  • We Use Dynamic Number Insertion Technology To Track On Line Ads like No One Else Can.
  • We Calculate The Marketing Expense ROI For You So You’ll Know Without A Doubt, What’s Working & What’s Not Working For What You Need Today!

Sample Reports

This Sample Report was put together with data from different practices & time periods for illustration purposes only. To protect confidential client information, we have taken care to obscure their identity in the following data.

New Patient Opportunities

New Patient Opportunities 169 Ratios
Appointments Booked 136 80.47%
Appointments Not Booked 33 19.53%

Staff Efficiency Analytics

Staff Name Total Booked Not Booked Closing %
Amber 38 31 7 81.58%
Ashley 11 4 7 36.36%
Janis 5 1 4 20.00%
Meghan 39 16 23 41.03%
Michelle 27 19 8 70.37%
Rachel 7 3 4 42.86%
Traci O. 36 22 14 61.11%
Tracy W. 6 2 4 33.33%

**Staff totals have been recalculated to reflect removal of any New Patients that didn’t book due to the office not accepting new Medicaid patients.**

Staff Name New Patients - Apt. BOOKED Didn’t Ask "How did you hear about us" %
Amber 13 0 0%
Ashley 10 0 0%
Janis 11 1 9%
Meghan 12 0 0%
Michelle 19 0 0%
Rachel 13 0 0%
Traci O. 34 0 0%
Tracy W. 24 0 0%
Total - New Patient Calls Number of Times Staff Did’t Give Their Name During The New Patient Call %
146 0 0%

Missed Calls By The Day

Day Of The Week Missed Calls No Answer Busy
Monday 20 20
Tuesday 11 11
Wednesday 26 26
Thursday 9 9
Friday 17 17
Saturday 2 2
Sunday 0 0

Missed Calls By The Hour

Missed Calls
7am - 8am 0
8am - 9am 6
9am - 10am 6
10am - 11am 15
11am - 12pm 14
12pm - 1pm 4
1pm - 2pm 10
2pm - 3pm 9
3pm - 4pm 9
4pm - 5pm 7
5pm - 6pm 2
6pm - 7pm 1
7pm - 8pm 1
After 8pm 1

Tracking Number Call Volume - New Patient Calls vs Existing Patient Calls

Route Name Tracking Number New Patient Calls Existing Patient Calls
Carolinas - (W) Town Hall (704) 243-5999
Carolinas - (W) Union Lifestyle (704) 243-9489 1
Carolinas - (W) Waxhaw Welcome Magazine (704) 243-8999 3
Carolinas - Ballantyne Magazine Bridge (704) 256-8437 9 12
Carolinas - Direct Mail Matthews (704) 256-8428 27 45
Carolinas - Direct Mail Waxhaw (704) 256-8429 27 39
Carolinas - DSP Matthews / Chamber of Commerce (704) 256-8444 1 5
Carolinas - DSP Waxhaw (704) 256-8513 4 11
Carolinas - Flex Pay (704) 256-8446
Carolinas - Matt & Ramona (Bridge) (704) 256-8431 2 26
Carolinas - Newspaper Insert Matthews (704) 256-8435 9 39
Carolinas - Newspaper Insert Waxhaw (704) 256-8436 5 43
Carolinas - Panthers Game (704) 851-0751
Carolinas - SC Living Magazine Matthews (704) 256-8430 1 3
Carolinas - SC Living Magazine Waxhaw (704) 256-8432 11
Carolinas - Waxhaw Banner (704) 256-8445 13
Carolinas - Website Matthews (704) 256-8433 32 78
Carolinas - Website Waxhaw (704) 256-8434 46 112
Carolinas - (M) Referral/Appt. Card (704) 256-8456
Carolinas - (W) Referral/Appt. Card (704) 256-8457
Carolinas - Banner/Sporting Events-Matthews (704) 256-8450
Carolinas - Banner/Sporting Events-Waxhaw (704) 256-8460
Carolinas - CharlotteObserver B/W Ad (704) 256-8447 6
Carolinas - Matthews Main Line (704) 256-8448 5
Carolinas - Radio 4 The Ages (704) 243-8449 4
Carolinas - Waxhaw Main Line (704) 243-9981 7

Reported Ad Source: Half Truth versus Whole Truth

What Every Other Call Tracking Company Gives You: The Half Truth

Ad Source - Half Truth Calls
DSP Waxhaw 4
Direct Mail - Matthews 27
Direct Mail - Waxhaw 27
South Charlotte Living Mag. - Matthews 1
Radio-Matt & Ramona (Bridge) 2
Website - Matthews 32
Website - Waxhaw 46
Newspaper Insert - Matthews 9
Newspaper Insert - Waxhaw 5
Ballantyne Magazine (Bridge) 9
DSP Matthews/Chamber of Commerce 1
Charlotte Observer B/W Ad 6
Flex Pay 0
Carolina Panther’s Football Game 0
Banner - Waxhaw Office 0
Referral/Appointment Card - Waxhaw 0
Referral/Appointment Card - Matthews 0
Banner - Sporting Events - Matthews 0
Banner - Sporting Events - Waxhaw 0
Main Phone Line - Matthews 0
Main Phone Line - Waxhaw 0
Radio 4 The Ages 0
South Charlotte Living Mag. - Waxhaw 0

We're The ONLY Ones Who Give You: The Whole Truth

Ad Source - The Whole Truth Calls
Ballantyne Mag. 2
Charlotte Observer B/W Ad 4
Delta Dental Website 1
Staff Didn't Ask 9
Direct Mail 53
Driving By 24
Internet Search 18
Newspaper Ad 3
Newspaper Insert 9
Radio 7
South Charlotte Living Mag. 1
South Park Magazine Ad 1
Sun City Magazine 2
Sun City Presentation 3
Website 4
Word of Mouth 28

High Marketing Practice - 2nd Quarter 2013 - Advertisement

Data Range Advertisement Call Source Production-2nd Quarter 2013 Cost of Advertisement /3Months ROI Calculation
April 1st - June 30th 2013 Ballantyne Magazine - Matthews $3,600.00 $2,400.00 $1.5 : 1.00
April 1st - June 30th 2013 Ballantyne Magazine - Waxhaw $9,525.00 $2,400.00 $3.969 : 1.00
April 1st - June 30th 2013 Ballantyne Magazine - Combined $13,125.00 $2,400 $5.469 : 1.00
April 1st - June 30th 2013 Charlotte Observer B/W Ad -Matthews $4,500.00 $0.00 N/A
April 1st - June 30th 2013 Newspaper Insert - Matthews $10,350.00 $6,400.00 $1.617 : 1.00
April 1st - June 30th 2013 Newspaper Insert - Waxhaw $10,350.00 $6,400.00 $1.617 : 1.00
April 1st - June 30th 2013 Newspaper Insert - Combined $25,200.00 $6,400 $3.938 : 1.00
April 1st - June 30th 2013 Delta Dental Website $1,800.00 $0.00 N/A
April 1st - June 30th 2013 Direct Mail - Matthews $34,875.00 $15,000.00 $2.325 : 1.00
April 1st - June 30th 2013 Direct Mail - Waxhaw $40,275.00 $15,000.00 $2.685 : 1.00
April 1st - June 30th 2013 Direct Mail - Combined $75,150.00 $15,000 $5.01 : 1.00
April 1st - June 30th 2013 Driving By $39,450.00 $0.00 N/A
April 1st - June 30th 2013 Internet Search $26,175.00 $1,200.00 $21.813 : 1.00
April 1st - June 30th 2013 Matthews Chamber of Commerce $1,050.00 $75.00 $14. : 1.00
April 1st - June 30th 2013 Radio - Matt & Ramona-Matthews $5,400.00 $18,000.00 $.3 : 1.00
April 1st - June 30th 2013 Radio - Bob & Sherri-Matthews $1,800.00 $18,000.00 $.1 : 1.00
April 1st - June 30th 2013 Radio - Combined $7,200.00 $18,000.00 $.4 : 1.00
April 1st - June 30th 2013 South Charlotte Living Mag. - Matthews $975.00 $1,200.00 $.813 : 1.00
April 1st - June 30th 2013 South Park Magzine Ad. - Matthews $1,800.00 $1,200.00 $1.5 : 1.00
April 1st - June 30th 2013 Sun City Magazine - Waxhaw $3,600.00 $1,500.00 $2.4 : 1.00
April 1st - June 30th 2013 Sun City Presentation & Waxhaw DSP $12,354.00 $600.00 $20.59 : 1.00
April 1st - June 30th 2013 Website $7,650.00 $1,200.00 $6.375 : 1.00
April 1st - June 30th 2013 Word of Mouth $33,075.00 $0.00 N/A
Total Advertisement ROI for the Month of July $248,604.00 $48,775.00 $5.097 : 1.00

Reasons Appointment Not Booked

Reason Appointments Not Booked Staff
1) Caller wanted more info on the DSP. Amber
2) The day that the caller wanted to make an appointment for he and his wife was booked already. He is going to check his wife’s availability, and call back to make appointments. Amber
3) Caller wanted to know more about the DSP. Said he would call back after he has had time to think about it. Amber
4) Caller wanted to know if the office accepts Medicaid. Amber told him about the DSP. Amber
5) Caller wanted a price on dentures. Amber told him they start at $1,500 and up. Caller also wanted to know if the office takes Medicare. Amber
6) Shopping Cleanings. Amber told him around $200 for a first time visit. Price include 4 bite wings, Dr. exam, and cleaning. Amber also told him about the DSP. Caller said he only spends half a year hear and half in Florida. Caller said that he has already had them cleaned, but he might call back the next time he needs it done. Amber
7) Shopping deep cleanings. Amber told him that everyone is different, that it is best for him to come in for a consultation and let them do a treatment plan specifically for him. Caller said he wanted to talk it over with his partner and call back mid-August. Caller declined to give Amber his information so she could follow-up with him. Amber
8) Caller lives in Sun City and wanted to know if his insurance was accepted at the office. Caller has Health Plex from Long Island, NY. Caller wants to talk to his wife and will call back. Caller wouldn't give Ashley any of his information, so she could follow up. Ashley
9) Shopping. Ashley told him about the DSP. Ashley
10) Caller wanted to know if the office was in network with Met life. Ashley told her that the office is not in network, but there are many people at the office that has it. Also, that the office can do a free benefits heck. Ashley is going to check her benefits to see what Met Life will pay, then call her back. Ashley
11) Caller wanted to know the cost of the DSP. Ashley told him it would be $299 for a single person for one year. Caller is not ready to sign up at this time. Ashley took his information to follow up with him in a few weeks. Ashley
12) Caller wanted to know more about the DSP. Caller asked if veneers were better than dentures. Ashley told her the best thing to do is come in for a free consultation, and they could go over all of that then. Caller said she would call back. Ashley
13) Shopping denture reline. Ashley told her that they could tell him when he comes in for a free consultation. Ashley told him they could get him in the same day. Caller wants to talk to his wife before making an appointment. Ashley
14) Caller wanted to know if the office is in network with Met Life. Ashley told her that the office does file it, but that there are several people who come to the office that do have Met Life. Caller needs an in network office. Ashley
15) Caller-"Do you guys subscribe to the Humana 1 Dental plan, or no." Janis-"We are not in network doctors with Humana 1." Janis
16) Caller-Asked if the office is in Network with Humana 1. Janis let her know that office is not. Janis
17) Shopping Invisalign. Janis gave her a price of $5,600 for a full set. Caller doesn't want to make an appointment at this time. Janis
18) Shopping cleanings and implants. Janis gave him a price of $231 for cleaning and X-rays and $168 for cleaning without X-rays. Janis priced implants at around $3000/ea. Janis
19) Caller needs to check her daughters schedule, before making the appointment. Meghan
20) Office is not in network with United Health Care and will not pay 100% of the bill. Caller said he can't afford to come if services are not going to be covered 100% by his insurance. Meghan
21) Shopping a crown on a molar. Meghan gave him a price starting at $1,200 and up based on the situation. He said his doctor gave him a price of $1,400, so he figures they aren't far off then. Meghan
22) Caller wanted to know if the office accepts Delta Dental through AARP. Meghan told her that the office that the office would need to do a courtesy benefits check. Caller said she didn't want an appointment until she is sure that her insurance is accepted. Caller is going to call and check with her insurance company to see if they accept Dr Grimes. Meghan
23) Shopping. Caller wanted to know how much the DSP is for 2 people. Meghan told her it would be $299 for 1st plus $279 for the second. Caller wanted to know if they could make payments. Meghan
24) Caller asked if the office accepted BC/BS. Meghan told him the office accepts all insurance, but is not in network with them. Caller said he need to look at his schedule and he will call back. Meghan
25) Caller went to another dentist. Caller wanted to know if her husband could get a regular cleaning, even though hes was told by the doctor he last saw that he need a deep cleaning. Meghan told her that the office would be happy to see if, but if he needed a deep cleaning, the couldn't do a regular cleaning instead. Caller has Delta Dental through AARP. Meghan
26) Caller wanted to RSVP for the patient appriciation party. Caller didn't make a lot of sense. She walked away from the phone in the middle of the call. Caller said she doesn't have insurance, but is in the middle of getting Medicaid and Medicare. Meghan told her about the DSP, but the caller didn't sound like she had any intention of coming to the office. Sounded like she only wanted to come to the party. Meghan
27) Shopping. Caller wanted to know about the DSP and braces. Meghan
28) Caller wanted more information about the DSP. He wants to get the plan for his whole family, but wants to think about it before doing so. Meghan
29) Caller is shopping DSP. Caller is going to call back once she squares away a couple of issues. Meghan
30) Caller wants to know how much the DSP would be for two people. Meghan quoted her $575 for both. Caller wants to speak with her husband before making an appointment. Meghan
31) Caller said that she is going to wait till the end of the year to have work done. This way here benefits will reset for the next year and she can finish the work she needs to have done. Meghan
32) Caller wanted to know more about the DSP. Caller needs multiple procedures done, the exceed his insurance limit. He wanted to use the DSP in conjunction with kis insurance plan. Meghan told him the office can only accept one of the other. Meghan also told him about Care Credit. Meghan
33) Shopping.Caller wanted to know more about the DSP. Meghan
34) Shopping. Wants to see about fixing the overbite on his upper plate. Caller said he needed to talk to his wife before making an appointment. Meghan
35) Caller wanted details about the DSP. Caller wants to review all the specifics of the DSP on the website, before making an appointment. Meghan
36) Caller wanted to ask questions about dental implants. Caller wants to get her schedule before making an appointment for the free consultation. Meghan
37) Shopping. Caller wanted to know how much the DSP is for one person. Meghan told her it would be $299 for the year. Caller also wanted to know how much dentures would be. Meghan told her everyone is different, but she could come in for a free consultation to discuss her options. Caller said thank you and hung up. Meghan
38) Caller wanted info about the DSP. Caller wants to get his schedule, and will call back the following week to make an appointment. Meghan
39) Caller said that she would have some free time the following week, so she will call back the to make an appointment for a free consultation. Meghan
40) Caller needs to check her husbands schedule, before making an appointment. Meghan
41) Shopping. Caller wanted ot know how much the DSP is for two people. Meghan told him it would be $575 for a year. Meghan got his info to follow up with him latter. Caller wants to talk to his wife before making an appointment. Meghan
42) Caller is shopping the DSP. Also asked about traditional braces. wants to talk with his wife before making an appointment. Caller wouldn't give Michelle any of his information, so she could follow up with him. Michelle
43) Caller asked if the office is in network with any insurance companies. Caller is wanting to know if the office has the equipment to look at a tooth without sticking a needle in the dentin. Caller is going to call her old dentist to see what the machine is called, and call back. Michelle
44) Shopping. Michelle
45) Shopping. Michelle
46) Caller wanted more information about the DSP. Caller wants to talk to her husband before making an appointment. Michelle
47) Shopping. Caller wanted to know more about the DSP, and how much it costs. Michelle
48) Caller wanted to make an appointment to see if the office can adjust his bottom denture. Michelle told him that the scheduling software is down. Caller said he would try back latter. Michelle
49) Caller wanted to know more about the DSP. Caller wants to think about it before making an appointment. Michelle
50) Caller got upset that the appointment times available, didn't fit her schedule. Caller said that she would have to call back, and hung up. Rachel took the call. Rachel
51) Primary Care Providers office calling for a patient. Calling to see if the office accepts Medicaid. Caller is going to have the patient to call the office. Rachel took the call. Rachel
52) Shopping. Caller wanted a general idea of pricing before she commits to making an appointment. Shopping implants, Mini-Implants, and Zoom! whitening. Meghan took the call, and passed it to Rachel when the caller declined the free consultation and insisted on getting pricing for the specific services. Rachel
53) Caller asked if the office Accepted Delta Dental and hung up while Rachel was talking. Rachel
54) Caller wants to check her benefits with Humana before making the appointment. Traci O.
55) Caller won free Zoom Whitening at the Sun City Presentation. Caller wanted more information about the Zoom process. She also wanted to shop other services. She said she would call back if she decides to do the Zoom whitening. Traci O.
56) Shopping. Caller looked over the DSP online. She wants pricing for different services so she can figure the discounts. Traci O.
57) Shopping. Caller wanted to know more about the doctors and the office. Traci O.
58) Caller has the newspaper insert and is shopping prices. Traci O.
59) Shopping DSP and services. Caller wants to think about it, and shop around before making an appointment. Traci O.
60) Shopping. Caller wanted to know how much a cleaning would be for a 7yo child, for her first visit. Traci O. told her $146 without x-rays. Caller wants to talk with her son before she makes an appointment for her granddaughter. Traci O.
61) Shopping. Caller wanted to know ho the DSP works. Traci O.
62) Shopping. Caller wanted to know more about the DSP. Caller wants to talk to her husband before making appointments. Traci O.
63) Shopping. Wanted more info in the DSP. Caller said she wanted to think about it. Traci O.
64) Caller is shopping braces for his daughter. Caller has 6 people in his family, and is not sure he wants to make the move yet. Traci gave him a price of $1,137 for his family for the DSP. Traci told him with the DSP, he would get $1000 of Invisalign with the DSP. Traci told him the Invisalign cost is $5,650. Caller said that he got a cheaper quote for traditional braces. Traci O.
65) Caller wants to check her benefits with Humana before making the appointment. Traci O.
66) Caller won free Zoom Whitening at the Sun City Presentation. Caller wanted more information about the Zoom process. She also wanted to shop other services. She said she would call back if she decides to do the Zoom whitening. Traci O.
67) Shopping extractions. Traci told her she should come in for an exam. Traci gave her a price of $87 for an exam and $111 for full mouth x-rays. Also, told the caller about the DSP. Caller needs to check her finances, and call back to make an appointment. Traci took her information to follow up with her. Traci O.
68) Shopping extractions. Tracy told her she should come in for an exam. Tracy gave her a price of $87 for an exam and $111 for full mouth x-rays. Also, told the caller about the DSP. Caller needs to check her finances, and call back to make an appointment. Tracy took her information to follow up with her. Tracy W.
69) Shopping. Caller wanted to know more about the DSP. Tracy took his information to follow up with him. Tracy W.
70) Shopping the DSP and crowns. Caller needs to wait till she gets paid, latter in the month so she can purchase the DSP. Tracy W.
71) Caller is from Sun City And wanted more inf about the DSP. Caller wants to talk to her husband before making appointments. Tracy W.

New Patient On Site Trainings & Solutions To Staff Problems

  • Staff Telephone Training:  We Come To You with a Customized Training Program to Fit Your Unique Challenges
  • The Hiring Solution(TM): We Show You How to Find and Hire Superstar Employees
  • The Incentive Maximizer(TM): We’ll Show You Incentive and Bonus Plans for Each Position In Your Office That Work and Motivate Your Team To Get More New Patients/Clients
  • Productivity & Efficiency Training using the KOLBE concept