Pre-Treatment Estimates (Pre-Tx Est)
What's a simple way to explain a pre-treatment estimate to a patient?
It's like a preview from your insurance of what they expect to cover for your treatment, but the final numbers may be different.
What is the most important first step before scheduling a patient from their treatment plan?
Review the OpenDental treatment plan to understand the next priority procedure.
If a new patient calls asking, “How much is a filling?” What’s the best response?
"Every patient’s needs are different — the best way to know your cost is to come for our $99 evaluation, which includes an exam and X-rays so the doctor can create a personalized plan for you."
Where can you find the “priority” setting for treatment plan procedures in OpenDental?In the treatment plan module, under procedure details.
In the treatment plan module, under procedure details.
What's Dr. Renken's favorite snack during meetings?
Pistachios
True or False?
A pre-treatment estimate guarantees what insurance will pay.
False. It is still just an estimate; final payment depends on claim processing and any other benefits they might use in the meantime.
If you’re unsure about what to schedule next, what should you do?
Send a task to the doctor for clarification.
Why should we avoid quoting prices over the phone without an exam?
Costs depend on diagnosis, insurance, and treatment specifics — quoting could mislead the patient. Even ballpark quotes often cause confusion; the goal is to get them scheduled so they can receive a doctor’s treatment plan.
Where can you view a signed treatment plan to the patient’s chart?
In the images under treatment plans. (**There is another way!)
Which of our seven locations is farthest south?
Belterra (Southwest Austin/Dripping Springs area).
What is one way coordinators can reduce patient confusion about pre-tx est?
Emphasize the ‘estimate’ nature, walk through the form, and encourage patients to contact insurance directly if they want faster turnaround.
What does “priority” mean on an OpenDental treatment plan?
The order of importance/urgency as set by the doctor — what should be scheduled first.
What is included in our $99 new patient evaluation?
Full imaging & comprehensive exam, Personalized long-term health plan, Access to our Health Assurance Plan (for uninsured patients), Flexible financing options to fill in coverage gaps. This is over a $500 value to the patient.
Where can all patient coordinators look in between calls to find patients to add to the schedule to boost the location’s health?
ASAP List, Unscheduled/Broken Appointment List, Pre-Auth list, Moving patients up on the schedule
What song was last year’s Team Gathering theme tied to?
A Coldplay song.
True or False?
A pre-treatment estimate should be sent for cosmetic procedures like veneers or whitening.
False. These services are elective and are not covered by insurance.
Why is it important for coordinators to “slow down” when reviewing treatment plans with patients?
Patients may not be familiar with treatment plans, insurance limitations, or dental terms — clarity ensures understanding and trust.
What is one way that you can convert a pricing call into a scheduled new patient?
Take control of the call and redirect them to the flow of the encounter form. Ask the patient their name, how they heard about our practice, what their goals are, etc. This moves it away from just about the price of a call and you get to know the patient.
How can coordinators spot opportunities by looking ahead at recare and treatment appointments?
By checking for recare visits with pending treatment, treatment visits with pending hygiene, or even family members who are due for care, coordinators can combine visits or schedule both, improving patient health and office production.
If you could rename the “ASAP List” in OpenDental with a fun nickname, what would you call it?
No wrong answer!
Which types of treatment are especially good to send a pre-treatment estimate for?
High-cost items like implants, dentures, and other “big ticket” procedures where the patient is concerned about coverage and finances.
What is one way to ensure patients leave with clarity and confidence after reviewing their treatment plan?
Walk them step-by-step through costs and procedures, emphasize the “estimate” aspect, and provide them with a printed or emailed copy.
True or False?
Giving ballpark pricing over the phone builds more trust than inviting the patient in.
False. Ballpark quotes often create confusion; the goal is to get them scheduled so they can receive a doctor’s treatment plan.
What is the correct way to reschedule a patient appointment?
Take control — offer two specific time options (e.g., “We have Thursday at 4:00 or Wednesday at 5:00”) and avoid saying “call us when you want to reschedule”.
What’s the funniest or most unexpected thing a patient has said on the phone?
No wrong answer!