Overcoming Front Office Overwhelm: Strategies for Following Up with Leads and Closing More Deals

Is your dental practice struggling to manage front office workloads? Ann Schelin, a Success Coach for Dental Implant Machine, recently shared her insights from a meeting with an office that had started using Dental Implant Machine just two weeks ago. She highlighted the challenges faced by smaller practices where one person handles multiple responsibilities, and shared her tips on how to manage the workload and generate more dental implant leads.

Overworked Front Desk in Busy Office Environment

The office that Ann met with had generated over 65 well-qualified leads in just two weeks. However, the one struggle that the office was facing was that only one person was working the front desk. This person was responsible for handling various tasks, such as checking people in and out, calling general dentistry patients, verifying insurance, presenting treatment plans, and confirming appointments for the next day or two.

Make Dental Implant Machine Part of your team and try out their free 30-day trial >>

Converting Dental Implant Leads Requires Time

According to Ann, the office had the potential to generate around 120+ well-qualified dental implant leads per month, but this would require a lot of extra time and commitment to get these patients scheduled for their dental implant consultations. Ann also highlighted the potential for the office to achieve an 8 to 10 ROI within their first four months if they could dedicate the time needed to focus on these patients.

Helping Overwhelmed Staff with the Setter Center Program

During the meeting, Ann talked to the front office person and found out that she was feeling overwhelmed trying to call all the new leads. Ann recommended that the office fill out the onboarding form for Dental Implant Machine’s Setter Center service, which could help them manage new leads without adding more to their already busy team’s plate. Although there is currently a 4 to 5 week waiting period for the Setter Center, this would give Ann time to work closely with the front office person to get her in her groove and find out the best time to call leads or if using the Setter Center is the best option for them.

Finding the Best Time to Call Leads

Ann emphasized that finding the best time to call leads was crucial, as it varies depending on the area. She called this the “sweet spot” time, which could be first thing in the morning, lunchtime, the end of the day, or a random 2:00 hour. Once the front office person was in her groove, she could block out her own time to make her calls, which would probably be around 10 to 15 per day.

Making Dental Implant Patients a Priority

Ann reminded the office that dental implant patients are searching for high-ticket services and should be given priority. Although the front office person may consider her active general dentistry patients her priority, Ann suggested finding a balance between giving her current general dentistry patients and potential implant patients the appropriate attention.

To sum up, Ann’s advice on managing workload and generating more dental implant leads can be beneficial for dental offices. By identifying the optimal time to contact leads and giving priority to dental implant patients, practices can enhance their ROI and offer top-notch care to their patients.

Schedule your consultation with one of Dental Implant Machine’s
Growth Analysts and get your first 30 days free!

Schedule 2X your dental implant consults now


Download this free guide and discover DIM’s key strategies to double your implant consultations this month!

We use Dental Implant Machine’s Setter Center.  Our setter, Eileen, has booked so many consults that we’re going to have to add some Fridays to get them all in!

Dr. Wong

Dublin, CA

Struggling to Grow Your Implant Practice?

Find out where your key barriers to growth are, how you can overcome them quickly, and 10X your practice in 2024! Dental Implant Machine is offering these FREE Assessments for a limited time.


This free guide gives you all the secrets our very own setter center uses to schedule dental implant consults at a rate far beyond the typical office.

Use our proven strategies and scripts to double your dental implant consults this month!

You have Successfully Subscribed!


Our #1 performing dental postcard templates.

Get new patients on auto-pilot. Download your four FREE templates here!

You have Successfully Subscribed!


This free guide gives you a side-by-side comparison of all the top dental implant finance companies in the industry to help you choose the financial partners that best suit your practice. 

Download now to make it easier for your patients to accept high-ticket treatment!

You have Successfully Subscribed!


This free guide gives you the language each member of your team should use during the decision-making phase of the patient journey. 

Download now to make it easier for your patients to accept high-ticket treatment!

You have Successfully Subscribed!