PROFESSIONAL ONBOARDING

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A custom onboarding plan based on

Internet leads need to be filtered and qualified before they enter your office. SmileSnap helps to:

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Two purposeful sessions to ensure success


Looking for a top-to-bottom tour of the SmileSnap platform? Let our team of friendly onboarding experts be your guide. This is the best choice for maximizing the value you get out of SmileSnap.

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Foundational Onboarding Session

During your first 50 minute session, an Onboarding Specialist will work with you to:
– Explore tools and features of particular interest
– Get your widget setup and ready for integration
– Familiarize with the dashboard & create a plan of action
– Provide a recording for other team members

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Customization Onboarding Session

1-2 weeks after your Foundational Session, you’ll have a 50-minute customization session to go over:
-Develop workflow and processes to easily and successfully manage your virtual consultations
-Identify and assign team members specific roles in the process
-Review scripting and messaging to communicate your virtual consultation option to new patients and leads
-Create a follow up protocol to increase your number of starts!

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SmileSnap is for Game Changers

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Take their world, Not Ours

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“90 plus percent of patients that are coming to us through SmileSnap and doing a virtual consultation have closed. I think it’s also helped us increase our start ratio of those particular types of appointment.”

Nicole Pruitt
Director of Operations, Boschken Orthodontics

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“When I heard about SmileSnap a few months ago, I couldn’t envision a productive way for it to exist in our new patient workflow. Today, given our new reality, I can’t envision any scenario where this technology isn’t incredibly important in our future workflows.“

Jamie Reynolds, DDS
Orthodontist, Spillane & Reynolds Orthodontics | Co-founder, OrthoFi

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“Virtual is new to many of us and SmileSnap was there when we needed a platform to use for virtual consultations. Onboarding was extremely easy, user friendly, and I closed more cases than I thought possible. Treatment coordinators should really look into it!”

Kim Gordon
Treatment Coordinator, Lupi Orthodontics, Stafford, Virginia

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“We live in the economy of “NOW.” People expect to be able to get results online now in a quick manner and dentistry should be NO different. SmileSnap is the first platform in dentistry built from a robust tech platform and checked all the boxes for our 4 locations FFS practice. We’ve had amazing success with virtual consultations from SmileSnap.“

Peter Boulden,

DMD, FACE, FIADFE, FAGD, FACDS
Dentist, Atlanta Dental Spa

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“Doing over 300 virtual consultations in the last year has taught us that the best way to increase your conversion rate is to pre-qualify your patients using a high quality virtual consultation experience.”

Alexander Waldman, DMD MMSc

Orthodontist, Waldman Orthodontics,

Beverly Hills

Blogs

HIPAA, Security, and Trust: How SmileSnap Builds Patient Confidence

By Kenner Medina • July 28, 2025
Security isn’t optional—it’s essential. Patients want reassurance that their data is safe and private. SmileSnap is HIPAA‑compliant by design. But how do you communicate that trust? In this blog, we’ll break down SmileSnap’s security features: end‑to‑end encryption, secure cloud storage, data access controls, video audit logs, and regular compliance audits. Then we reveal how to build trust on your website and patient intake flows with clear messaging: trust badges, FAQ transparency, and privacy reminders at form submission. We’ll also guide your staff in verbal reassurances during calls or chats. Included: email templates and scripts that explain “Why privacy matters to us + how we protect you.” Plus, strategies to proactively address data concerns: opt‑out info, consent acknowledgment, and easy deletion requests. We’ll include a sidebar “Show‑don’t‑tell” checklist: where to place badges, which copy phrases work best, and how to train your team. The result: patients feel secure, perceived risk drops, and consult volume rises. This isn’t just HIPAA—it’s smart marketing.

Leveraging Virtual Consults for Specialty Treatments: Invisalign, Implants, and More

By Kenner Medina • July 21, 2025
Virtual consults aren’t just for cleanings and checkups—they’re powerful for specialty services, too. Think Invisalign, implants, whitening, veneers: patients love initial screening with clear pricing, photos, and treatment previews—all without leaving home. In this blog, we dive into best practice workflows for five specialties. For example, Invisalign: intake asks for smile selfies, occlusion angles, and lifestyle tags (e.g. athletic). Snap results? Upload a Clarity photo with overlay graphics. Team responds with aligner pricing tiers and an interactive scheduler. For implants: intake collects gum health history and bite force notes; response includes radiograph prep tips and provisional timeline. We also explore cosmetic treatments like whitening and veneer preview technology. Each specialty needs tailored intake, messaging, and follow‑up. We share sample form questions, video prompts, and demo scripts. You’ll see how SmileSnap’s customizable widget and video tools align with specialty conversion goals. The result: higher case acceptance, fewer in‑office assessments, and deeper patient trust from the first click.

The ROI of Virtual Consults: What SmileSnap Analytics Reveal About Practice Growth

By Kenner Medina • July 14, 2025
Stop guessing— virtual consults deliver measurable returns. SmileSnap’s analytics dashboard (appointment volume, case value, conversion rates) gives real‑time visual reports . In this post, we translate numbers into strategy. Learn how one practice tracked a 20% lift in lead conversion and a 15% increase in treatment plan acceptance within three months. We’ll break down key metrics: consult intake to visit ratio, treatment value distribution, and revenue per consult. Discover how seasonal trends impact consult volume, and how targeted follow‑ups improved uptake by 10%. You’ll also get formulas to calculate your consult ROI and set growth goals. We’ll spotlight customizable dashboards and export tools for your team. Plus, tips for interpreting anomalies: what to do if conversion stalls, or consult numbers spike suddenly. End goal? Empower teams to run data‑driven strategy meetings, set KPIs, and optimize consult flow. With SmileSnap analytics, you're not just offering virtual consults—you’re investing in measurable practice growth.

From Virtual to In‑Office: Designing the Seamless Patient Transition Workflow

By Kenner Medina • July 7, 2025
Transitioning patients from online consults to chair‑side visits is an art—one SmileSnap helps you perfect. Imagine a patient completes a virtual consult: they receive a branded review, schedule links, and a welcome video in minutes. Your automated workflow guides them with confirmation texts, prep instructions, and model photos. When they arrive, their concerns are already logged, photos attached, and expectations framed. The clinical team is prepped, treatment options vetted, and chair time maximized. Patients feel their experience is personalized and transparent from day one. In this blog, we’ll walk through each step: widget integration, timed messaging, staff coordination, video previews, and follow‑through. We’ll also explore communication best practices—like tone, timing, and value delivery—that make conversions smoother. Smilesnap analytics offer insight into open rates, booking lag, and dropout risk—so you can fine‑tune your funnels. With each improvement, patients feel more seen, staff works smarter, and conversions climb. This isn’t just workflow: it’s a patient journey crafted with intention. The post ends with a toolkit: templates, timelines, role assignments, and troubleshooting tips. If you're ready to sync virtual convenience with in‑office excellence, this is your blueprint.

How SmileSnap Reduces No‑Shows & Increases Acceptance

By Kenner Medina • July 1, 2025
Wondering how some practices see nearly zero‑no‑show rates and sky‑high case acceptance? Enter AI‑powered triage on SmileSnap. When patients submit photos and intake forms, AI helps flag high‑risk cases and suggests prioritization, lightening your team's manual load. This smart pre‑qualification gives patients the confidence that their concerns are being taken seriously. Practices report fewer reschedules as follow-up prompts adapt based on patient responses, ensuring timely outreach. With AI recommending next steps, providers consistently deliver faster, more accurate feedback. When combined with your clinical lens, triage creates a seamless blend of automation and human touch. As a result, patients feel engaged early and are more likely to commit. No‑shows drop, conversions rise, and your team operates with optimized bandwidth. This proactive model turns potential drop‑offs into full‑fledged treatment starts. In this post, we’ll dive into how AI triage works, how to configure thresholds, and real-world success stories from SmileSnap users. Expect tips for onboarding, monitoring triage accuracy, and tailoring alerts. By integrating AI smart triage, your practice can boost efficiency and patient satisfaction, without extra work. Ready to turn virtual consults into high‑impact conversions? SmileSnap’s AI capabilities are the way.

What Patients Love About SmileSnap—and How It Builds Loyalty

By Kenner Medina • June 9, 2025
First impressions matter, and SmileSnap helps you make a great one. Patients appreciate being able to reach out on their own terms, without the pressure of a phone call or the delay of waiting for a consultation. They also love the fast feedback, clear communication, and personalized approach. When patients feel heard and supported early on, they’re more likely to trust your team and commit to treatment. SmileSnap doesn’t just help attract new patients —it builds long-term loyalty. By offering a better experience from the start, your practice becomes the obvious choice for their care.
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SmileSnap is revolutionizing the patient acquisition process in dentistry because the traditional model is antiquated

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