Virtual orthodontic exams are transforming how practices connect with patients. Host Lacie Ellis explores this innovation with remote treatment coordinator Kelly Smith. In this episode of Practice Talk, Kelly shares how Trotter Orthodontics successfully implemented Grin technology to offer convenient teleorthodontics options alongside traditional in-office visits. With 11 years of experience as a treatment coordinator, Kelly explains the complete digital orthodontic workflow—from initial patient communication through the Grin app to scheduling records appointments. She reveals that offering virtual consultations has reduced new-patient wait times from 6-8 weeks to 3-4 weeks while maintaining the personal touch that builds trust and ensures excellent patient experience.

What You’ll Learn in This Episode:

1. How to implement a seamless virtual orthodontic exam process using dental monitoring apps like Grin, including welcoming messages, scan instructions, and personalized video consultations from the orthodontist.
2. Strategies for maintaining strong patient communication and building trust through remote orthodontic care, including animated messages and timely responses to keep patients engaged throughout the virtual process.
3. How to position teleorthodontics as a convenience option for busy families, rural patients, and observation recalls while still offering traditional in-office exams for those who prefer a personal connection.
4. Best practices for working as a remote treatment coordinator, including staying connected with the practice team through staff meetings, group chats, and maintaining communication flow while managing virtual consultations and patient testimonials for marketing.

Ready to transform your practice? Tune in to Practice Talk for expert insights and actionable strategies to elevate your orthodontic practice management. Subscribe now and never miss an episode at Practice Talk, where your voice has value, and your success is our priority!

TIMESTAMPS:

00:00 Intro: Meet Kelly Smith, remote treatment coordinator

02:30 Grin technology, the new patient exam workflow and how the office presents virtual consultation options

09:21 Treatment plan delivery via teleorthodontics, followed by phone communication to discuss contracts, insurance, and next steps

15:55 Offering dual exam options and when to recommend virtual orthodontic exams versus in-office visits

21:02 Age considerations for remote orthodontic care: why 7-11-year-old patients are ideal candidates for virtual consultations

24:47 Building connection through digital orthodontic workflow: strategies for personalized communication techniques throughout the patient experience

33:48 Staying connected as a remote treatment coordinator: maintaining communication flow to stay integrated with the orthodontic practice team

37:21 Marketing virtual orthodontic exams: utilizing testimonials, lunch with referring offices, and patient word-of-mouth to educate the benefits of Grin technology

KEY TAKEAWAYS:

1. Virtual orthodontic exams with Grin technology can reduce new patient wait times by 50% (from 6-8 weeks to 3-4 weeks) while maintaining the personal connection that drives patient experience and treatment acceptance through...

Orthodontic practice management takes center stage in this best-of episode as Practice Talk host Lacie Ellis revisits the most impactful conversations from 2025. This compilation features industry experts sharing proven strategies for community events, virtual exams, and team leadership. Learn how to build relationships with local schools for orthodontics, discover why charging for consultations may hurt your bottom line, and unlock the secrets to maintaining a positive work culture. From leveraging social media to conducting effective staff meetings, these insights offer practical solutions that orthodontic practice management professionals can implement immediately to grow their practices and enhance patient experiences.

What You’ll Learn in This Episode:

✅ How to measure success beyond simple metrics in community events and dental practice marketing, focusing on brand awareness and long-term patient referrals rather than immediate conversion rates.

✅ Why virtual exams are an underutilized tool in orthodontic practice management that builds trust and genuine connections with patients while streamlining the consultation process and improving patient experience.

✅ The essential role of staff meetings and open team communication in creating a positive work culture, including strategies for collaborative discussions and following up on implemented systems.

Ready to transform your practice? Tune in to Practice Talk for expert insights and actionable strategies to elevate your orthodontic practice management. Subscribe now and never miss an episode at Practice Talk, where your voice has value and your success is our priority!

TIMESTAMPS:

00:00 Lacie introduces the best-of episode, highlighting key orthodontic practice management strategies and most frequently asked questions from growth consultants in the industry

00:52 Mary Katherine on measuring community events' success beyond immediate conversions, and the virtual exams workflow

04:17 Jamie delves into the virtual exam platform that’s changing the patient experience

07:13 Heather shares how to build school partnerships by asking what they need and providing genuine support.

14:42 Haley shares strategies for positive work culture and team leadership, highlighting the importance of honest team communication and scheduled staff meetings

18:82 Trisha on scheduled staff meetings ensure smooth practice operations, and encouragement brings out team gifts for social media engagement

23:20 Christi on getting the team involved in marketing efforts

30:37 Linda’s take on consultation fees, charging for exams and why free consultations enhance the patient experience

KEY TAKEAWAYS:

💎 Successful orthodontic practice management requires redefining community events metrics—focus on building brand awareness and presence in your market rather than counting immediate leads, as patients typically touch multiple marketing channels before scheduling.

💎 Virtual exams have evolved beyond pandemic necessity into a powerful tool for patient experience, allowing practices to build genuine connections through text and email while providing treatment plans, insurance verification, and financial discussions before the first in-office visit.

💎 Building school partnerships and homeschool groups relationships starts with asking "What do you need?" rather than pushing sponsorships—from providing mini deodorants to emergency kits for school nurses, thoughtful gestures create lasting community connections that drive patient referrals.

💎 Effective orthodontic practice management...

How can a mentorship-driven approach create an orthodontic practice where both staff and patients thrive? Today, Lacie Ellis is joined by Melissa and Katelyn from Horsey Orthodontics to discuss how their leadership fosters a culture of teamwork and patient care. You don’t want to miss Melissa and Katelyn’s insights on digital marketing or the secret of hiring the right talent. Tune in for strategy-driven actionable insights on building efficiency and collaboration in the orthodontics industry.

IN THIS EPISODE:

• (00:00) Introduction
• (01:53) Inspire a positive culture by focusing on leadership and teamwork
• (03:37) Daily morning huddles can enhance collaboration and set daily expectations
• (05:44) Utilizing a clinical manager as your "air traffic control" to improve efficiency and maintain patient flow
• (09:00) A listener's question about the clinical and admin team getting along and how cross-training may help
• (13:56) A listener's question about involving the team members in marketing and events
• (17:02) Patients leave referrals because they are rewarded with giveaways and incentives
• (19:57) Hiring strategies and finding people who fit the team’s culture
• (28:27) Creating a family-like patient experience through personalized care

KEY TAKEAWAYS:

• Fostering a positive culture through leadership. Daily morning huddles can enhance teamwork and patient care in your orthodontic practice.
• Clinical managers are like your practice’s "air traffic control" because they oversee and manage patient flow, which can help improve efficiency in your office each day. Utilizing a templated schedule enhances efficiency and collaboration, resulting in seamless patient flow.
• Internal referrals for hiring, as well as digital marketing strategies such as social media and patient contests, enhance engagement for both patients and staff, thereby bolstering practice success.

RESOURCE LINKS:

People + Practice - Website

Practice Talk Podcast - Free Downloads

KEYWORDS: Orthodontics, Hiring Strategies, Teamwork, Digital, Marketing, Culture, Leadership, Mentorship, Patient Care, Collaboration, Communication, Efficiency, Hiring, Family Experience Orthodontic Practice, Clinical Manager, Admin. Team, Personalized Care, Clinical Manager, Cross-Training, Horsey Orthodontics, Positive Culture, Patient Flow, Patient Referrals, Referral Programs, Marketing, Events, Community Events