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.

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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 personalized videos and consistent patient communication.
2. Successful remote treatment coordination requires intentional strategies, including personalized messaging with emojis, frequent updates through the dental monitoring app, and orthodontist-recorded videos that replicate the in-office consultation experience through teleorthodontics while staying connected via staff meetings and group chats.
3. Marketing virtual consultations effectively involves website testimonials, lunch-and-learns with referring dental offices, and leveraging satisfied patients' word-of-mouth to educate the community about the convenience and efficiency of digital orthodontic workflow options for busy families and rural patients.