Patient Acquisition & Intake
☐Is your new patient intake form available online — and does it actually pre-populate into your practice management software?
☐Are insurance benefits verified before the patient arrives, or does the front desk scramble day-of?
☐Do new patient inquiries get a response within 5 minutes during business hours?
☐Is there a phone script for new callers — so every team member presents the practice consistently?
Scheduling & Chair Utilization
☐Do you know your hygiene reactivation rate — how many overdue patients actually come back?
☐Is your schedule optimized for production per hour, or is it filled first-come, first-served?
☐Are same-day openings filled from a short-call list — automatically, not manually?
☐Do you track open chair time weekly and know its dollar cost?
No-Shows & Cancellations
☐Are appointment reminders going out via text and email — at least 48 hours and 2 hours before?
☐When a patient no-shows, does an automated follow-up go out within the hour?
☐Do you know your no-show rate this month, and is it trending up or down?
Treatment Plan Follow-Up
☐Are unscheduled treatment plans followed up on within 7 days — by someone other than the doctor?
☐Do you know the total dollar value of unscheduled treatment sitting in your system right now?
☐Is there a sequence for patients who say "let me think about it" — or do they just disappear?
Patient Recall & Retention
☐Is your recall system automated, or does someone manually pull a list each week?
☐Are patients who have not been seen in 12+ months getting a reactivation campaign — not just a postcard?
☐Do you have a referral program that current patients actually know about?
Reputation & Reviews
☐Are you asking every satisfied patient for a Google review — with a specific, easy process?
☐Is every online review responded to within 24 hours — including the positive ones?
☐Do you know how many new patients found you through Google this month vs. referrals vs. insurance directories?
Score Yourself
0–7 checked — Critical gaps. Growth is being held back by operational friction you may not see day-to-day.
8–14 checked — Room to grow. Your practice has a solid base, but you are leaving production and patients on the table.
15–20 checked — You are ahead of most dental practices. Time to automate what works and focus on scaling.
Want help closing the gaps? holyautomation.com/free-audit.html