Practice by Numbers allows you to send treatment plans directly to patients through the Communication Center or from the patient's information window.
This guide walks through both options and explains what to review before sending a treatment plan.
Send a Treatment Plan from the Communication Center
The Communication Center allows you to select a patient, review their treatment plan, and send it without leaving your current workflow.
Step 1: Open the Communication Center
Click the SMS button in the bottom-left corner of Practice by Numbers to open the Communication Center.
Step 2: Start a New Message
Click the pencil icon in the top-right corner of the Communication Center.
Search for the patient using their name or phone number.
Select the correct patient from the matching results.
Always verify that you have selected the correct patient before sending treatment or financial information.
Step 3: Select Send Treatment Plan
After selecting the patient, click Send Treatment Plan at the bottom of the Communication Center. The Treatment Planning window will open so you can review and customize the treatment plan before sending it.
Step 4: Review and Customize the Treatment Plan
Before sending the treatment plan, review the information for accuracy.
You can:
Review the procedures included in the treatment plan.
Adjust applicable codes and fees.
Click directly into editable areas of the treatment plan to make changes.
Review insurance estimates and the patient's estimated portion.
Make any necessary changes before presenting or sending the treatment plan.
Step 5: Choose How to Send the Treatment Plan
Select the appropriate delivery option at the bottom of the Treatment Planning window.
Available options include:
Text Message
Email
Direct to the Patient
Family Member
Tablet in the Office
When sent electronically, the patient receives a secure link to access their treatment plan.
Tip: Always verify the recipient's contact information before sending treatment or financial information.
Send a Treatment Plan from the Patient's Information Window
You can also send a treatment plan while reviewing an individual patient's information.
Step 1: Find the Patient
Use the search bar in the top-right corner of Practice by Numbers to search for the patient.
Select the patient to open their information window.
Step 2: Open Treatment
Click Treatment at the top of the patient's information window.
Step 3: Review the Treatment Plan
Review the treatment plan and verify that the appropriate treatment and financial information are displayed.
Check information such as:
Procedures
Fees and discounts
Primary insurance estimate
Secondary insurance estimate, when applicable
Patient portion
Step 4: Send or Present the Treatment Plan
Once you have verified the information, select the appropriate option to send or present the treatment plan to the patient.
Important Information About Treatment Plan Messages
Secure Patient Access
Patients who receive their treatment plan electronically are provided with a secure link to access the plan.
Always confirm that the treatment plan is being sent to the intended recipient.
Email Templates and Dentrix
Treatment plan email templates do not automatically populate treatment plan details from Dentrix.
If your practice uses Dentrix, review the email before sending and manually update any patient- or treatment-specific information that needs to be included.
Automate Follow-Up for Unscheduled Treatment
If a patient does not schedule recommended treatment, your practice can use an Unscheduled Treatment Campaign to automate follow-up instead of manually sending repeated messages.
Automated follow-up can help your team:
Consistently follow up with patients who have outstanding treatment.
Reduce manual outreach.
Re-engage patients who have not scheduled recommended care.
Encourage patients to return and schedule treatment.
Use the Communication Center to send or discuss an individual treatment plan, and consider an Unscheduled Treatment Campaign when ongoing follow-up is needed.
Additional Resources
How to Send a Text Message — Learn how to send text messages through PbN.
Automate Follow-Ups for Unscheduled Treatment — Learn how to automate outreach for patients with pending or unscheduled treatment.