Why Choose Firegang Dental Marketing for Call Coaching?
At Firegang Dental Marketing, we understand that growing your practice means turning every phone call into a scheduled appointment. That’s why we include call coaching in every Practice 360 Program—at no extra cost. With our call auditing and call coaching, you’ll capture every opportunity and gain valuable insights into what’s driving patient calls, allowing us to fine-tune your marketing efforts to connect with the right patients.
Here’s what makes our call coaching stand out:
- Call Auditing: Our in-house call auditors record and listen to your new patient calls to identify strengths and areas for improvement.
- Front Desk Support: We understand the challenges of running a busy front desk and provide hands-on coaching to address exactly what your team needs.
- Personalized Training: We tailor every coaching session to your practice, pulling real calls to identify specific areas for improvement.
- Deeper Insights: We go beyond the basics to uncover missed opportunities— like converting those common “price shopper” and “do you take my insurance” calls.
- Turnover Training: Bringing in new staff? We’ll onboard and train them, ensuring seamless transitions, fewer disruptions, and less work for you.
- Specials Alignment: We ensure your team is up to date on any promotions listed on your website, so they can confidently answer patient questions and keep messaging consistent.
Our call coaching doesn’t just improve skills; it boosts your marketing ROI by driving more call-to-appointment conversions. Book a free Practice Growth call today to discover how our call coaching can help your practice thrive.
What is Dental Call Coaching?
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Dental call coaching is all about training your front desk team to handle patient calls effectively, ensuring your office converts opportunities into appointments. The first step to improving your practice is developing the right systems to respond to new patient calls. Whether a caller is inquiring about treatments, payment options, or insurance, how your team conducts that phone call will determine if they book an appointment—or turn to your competitors.
Our coaching helps your team develop vital communication skills, such as:
- Listening actively to patient concerns and needs.
- Identifying objections and providing effective solutions.
- Creating a friendly, welcoming experience during every call.
- Responding immediately to patient inquiries with confidence.
- Guiding conversations about restorative treatments or implants with ease.
- Discussing payment options and insurance coverage without hesitation.
With Firegang’s call coaching, your team will develop the skills to handle every inquiry confidently, helping you avoid broken appointments, miscommunications, and missed opportunities.
What You Can Expect from Firegang’s Call Coaching
Driving patient calls is just the beginning—turning those inquiries into scheduled appointments is where success happens. At Firegang, our call coaching ensures your front desk team has the skills to transform every conversation into a patient visit.
With our tailored coaching, your team will learn to:
- Actively listen to patient concerns and provide solutions that lead to bookings.
- Overcome objections related to treatment costs or insurance with ease.
- Confidently guide patients through the scheduling process.
- Deliver a positive first impression that builds trust from the first hello.
Each session is customized to align with your practice’s goals, helping your team master real-world scenarios. We start with a video call to provide 10 actionable recommendations. Ongoing sessions focus on reviewing actual calls—either in a collaborative group setting or through personalized 1:1 coaching for those who prefer individual attention.
We even encourage self-assessment, empowering your team to identify areas of improvement before diving into feedback with our experts. Firegang’s call coaching ensures every call counts, leading to more appointments and long-term patient relationships.
Here’s what makes our coaching different:
- One-on-one or group coaching tailored to your practice.
- Role-playing exercises that simulate realistic patient interactions.
- Systems and processes to help your office manage calls smoothly.
- Techniques for handling objections related to cost, treatment, or insurance.
- Practice management insights to reduce broken appointments and boost practice profitability.
Our training gives your team the tools to excel with every phone call and immediately improve patient interactions. With the right systems and guidance, you can stop losing patients to competitors and start filling your schedule with confidence.
Ready to fill your schedule with high-quality new patients and improve your patient experience? Contact Firegang today to learn more about our dental call coaching services. With the right training and tools, your team can confidently turn every call into a booked appointment, helping your practice grow and thrive.
Tulip Tree Grows $46,000/mo with Dental Call Coaching
Shortly after launching a new marketing program for Tulip Tree Dental Care, they experienced a surge in new patient calls to the practice. With so many more calls coming in, Tulip Tree needed to ensure they could convert those calls into appointments.
They utilized our personalized Call Coaching program to train their front office staff, and we set a goal to maintain a monthly conversion average of 70-80%. With just a few sessions they achieved an average of 71.43%, meaning out of every 4 new patient calls, they were scheduling roughly 3 of them. This was a massive improvement for them, and combined with our Practice 360 marketing program, led to a monthly production increase of $46,000 for the practice.
Click below download the full case study to learn more about how we helped Tulip Tree grow.
Firegang's Practice 360 Program
Firegang’s Practice 360 Program is built on the foundation of our flagship 3-part marketing model and includes all our services, including Dental Call Coaching. This model enables practices all across North America to attract & schedule more new patients and fully control their patient flow. The 3 parts are:
Differentiation: How to differentiate yourself in your market, become remarkable, and show patients why they should choose you over every other dentist.
Visibility: How to maximize your online visibility, and show up consistently in front of your dream patient.
Conversion: How to develop a highly deliberate and dialed in conversion system so you can generate more profit from every patient, stop missing opportunities, and turn your front staff into a goldmine.
All Services Included in Our Practice 360 Program
Design
Brand Development
Website Design and Copywriting
Photo & Video Media Packages
Promotion
Google Ad Management
Facebook Ad Management
Social Media Management
Development
Conversion-Optimized Website Development
SEO (Onsite Search Engine Optimization)
Local SEO (Google Maps Optimization)
Reputation Management Software & Training
Growth
Dental Call Coaching Programs
Deep Level Reporting
Call Tracking & Call Auditing
1:1 Client Success Management & Support
What I realized, working with Firegang, is it’s a custom tailored experience to our practice... We have a really excellent website because of it, and the NUMBER ONE ranking website in our area for every single category. - Dr. Burk
Anchorage Midtown Dental
Frequently Asked Questions
Effective call coaching plays a critical role in building trust and rapport with patients. The way your front desk team handles patient calls directly impacts how valued and understood patients feel. Instead of focusing solely on fees, well-coached teams emphasize the value of care, fostering stronger patient trust and loyalty.
Time management is also key. Efficiently managing inbound calls improves patient satisfaction and can significantly boost your practice’s revenue. When calls are handled smoothly, it creates a positive patient experience that can serve as an informal testimonial, easing treatment anxieties and making your practice more appealing to new patients.
Beyond patient interaction, call coaching provides leadership and business strategy training. This holistic approach sharpens not only clinical communication skills but also equips your team with the management and motivational tools needed to run a successful dental practice.
Perfecting patient calls involves mastering essential communication techniques to create a smooth and professional experience. Speaking clearly and at a measured pace, especially with new patients, ensures your message is conveyed accurately and easily understood. This attention to clarity helps avoid misunderstandings and builds confidence with your callers.
Active listening is another critical component. When front office staff listen carefully and respond thoughtfully, callers feel heard and valued, which significantly enhances their experience—especially during those crucial new patient calls.
Rephrasing the patient’s requests and acknowledging their concerns helps confirm understanding and builds trust. It demonstrates empathy, showing patients that their needs are taken seriously, which is especially important in a healthcare setting.
Personalizing the conversation by using the caller’s name and offering consistent, warm greetings adds a friendly touch. These small yet impactful actions help patients feel welcomed and appreciated, setting the stage for positive future interactions with your practice.
These key elements work together to create a meaningful patient experience, boosting patient satisfaction and increasing the likelihood of patient retention.
Handling fee inquiries professionally is essential for any dental practice. Talking about fees can sometimes feel challenging, but it’s a vital part of building trust with potential patients.
When callers ask about high-value services—such as restorative or cosmetic treatments—it's important for the front desk team to respond with clarity and confidence. Rather than simply quoting a range of prices, staff should focus on communicating the value and benefits of the services. This approach ensures patients feel comfortable, informed, and confident in moving forward with their care.
Setting up clear financial arrangements in advance can also help improve patient commitment to their scheduled appointments. Providing information about fees and available payment options upfront prevents misunderstandings and ensures patients are fully prepared for their visits.
By being transparent about costs and payment plans, practices can build trust with patients, encouraging them to follow through with necessary treatments and strengthening long-term relationships.
Managing time effectively is essential for a busy dental office. Prioritizing tasks based on urgency and importance can greatly enhance front desk operations, ensuring smoother workflows and fewer delays.
One way to improve efficiency is by utilizing automated appointment scheduling systems. These systems help reduce the administrative burden on your front desk staff, freeing them to focus more on engaging with patients and delivering excellent customer service.
It’s also important to allocate time for unexpected emergencies and to hold regular staff meetings. These practices help minimize disruptions and foster better team communication, which is key to managing time efficiently.
With proper time management strategies in place, your dental practice can increase productivity, improve patient satisfaction, and create a more cohesive work environment. Firegang’s dental call coaching equips your team with these skills, ensuring they handle patient calls efficiently while maintaining a positive experience.
Handling patient objections effectively is crucial for boosting conversion rates and turning inquiries into scheduled appointments. With enhanced call-handling techniques, your team can confidently address concerns, ensuring more potential patients choose to move forward with treatment.
Monitoring call performance is another key aspect. It allows practices to spot missed opportunities, identify recurring objections, and make strategic adjustments to improve future conversations.
A well-trained dental team stays adaptable to industry changes, which keeps your practice competitive and resilient. Recognizing common objections and developing tailored strategies to address them not only enhances the patient experience but also increases the likelihood of securing treatment commitments. This flexibility ensures your practice thrives in a competitive market.
Call tracking technology is a game-changer for dental practices, helping monitor and enhance how patient calls are handled. It identifies areas where improvement is needed and measures the effectiveness of your marketing strategies, ensuring that every phone call is managed properly.
With call tracking, practices gain real-time insights into which marketing efforts are driving the most patient calls. This allows you to allocate your marketing budget more efficiently, focusing on what works best and avoiding wasted efforts.
The data also reveals which advertising sources generate the highest call volumes, so you can concentrate on the most successful strategies. Without call tracking, you could miss valuable opportunities to attract new patients and grow your revenue.
By tracking performance over time, your front office team can continuously refine their skills, improve appointment booking rates, and boost patient numbers. This not only enhances your patient experience but also drives overall practice profitability.
Real-life call examples offer valuable insights into common issues and best practices for managing patient calls. By analyzing real scenarios, dental practices can identify typical pitfalls such as lack of enthusiasm, awkward silences, and loss of conversation flow. These issues can negatively affect patient engagement and reduce conversion rates.
Through targeted coaching, front desk teams can learn how to address these challenges and provide a better patient experience. A well-prepared team member can significantly increase conversion rates during callbacks, highlighting the importance of readiness and effective communication.
Demonstrating real-life examples of successful call techniques not only improves patient interactions but also boosts appointment bookings, enhances patient satisfaction, and drives overall practice profitability.
Ongoing training is crucial for improving the skills of your dental team and boosting your practice's profitability. When your staff continuously develops their abilities, they can handle both complex cases and routine tasks with greater efficiency.
Investing in continuous education not only enhances team performance but also improves morale by fostering career growth and progression. A motivated team is more engaged, productive, and committed to providing excellent patient care.
By analyzing recorded calls, dental offices can fine-tune their staff training. Call tracking offers valuable insights into staff performance, helping to identify areas for improvement and ensuring a consistent, high-quality patient experience.
Ongoing call coaching opens doors to new revenue opportunities by refining service delivery and expanding service offerings. In short, it’s a powerful, long-term investment that can elevate the patient experience and drive sustainable growth for your practice.