Mastering Virtual – Part 2 of 5: Tips for Tracking Reception & Conversion Rate

SmileSnap • October 27, 2020

In part 1 of our 5-part series on mastering virtual with our partners over at The Invisible Orthodontist (TIO), SmileSnap’s Director of Customer Success, Stacey Bagwell and TIO’s Director of Community and Content, Casey Bull, shared with us an overview of the optimized new patient experience. In case you missed it you can catch part one here!


In part 2 of our series, Stacey and Casey dive deeper into tracking and reporting. Knowing what to track and what is possible with virtual consultations can help you and your busy team identify practical KPIs (key performance indicators). KPIs are healthy goals you set for a specific component of your practice to see the effectiveness a new or continuing process.

You will find that there is a lot of discussion around the difference between a reception rate and a conversion rate and why it is helpful to track both. This is a common misconception on what numbers to track. Casey and Stacey do a great job of explaining the why as well as the importance of tracking from the start of the new patient journey, not just when they show up in the office.


When it comes to tracking the virtual consultation side specifically, there are some minor changes you want to consider tweaking as you incorporate your virtual solutions or dental software. This shouldn’t be a complete overhaul of your tracking, but you should be aware of when conversion rates need to start being tracked compared to your old process of seeing new patients.



All of the tips that Casey and Stacey share are around setting your practice up for a successful virtual consultation process. Without good tracking, we never know if we are truly successful with a new or evolving process.

 

Coming Up Next – Part 3 of the 5-part mastering virtual series: Using live video effectively in your new patient process.

 

Sign Up for SmileSnap Today!

Register for Smilesnap Now!

SCHEDULE A DEMO

Seamless Lead Management from First Click to Consultation

By Kenner Medina • October 13, 2025
Once a lead comes in, the real test is how you manage it. SmileSnap's virtual dentist app centralizes every interaction into one system—no more juggling spreadsheets, emails, and sticky notes. As soon as a patient submits their details and images, your team sees it in the dashboard with all necessary context. You can then sort, prioritize, or follow up quickly based on urgency or case type. SmileSnap’s automation features are designed to reduce friction: triggers can send welcome messages, reminders, or educational content automatically. You can even send a quick video reply to make the interaction feel more personal. Because communication history is preserved, your staff always knows what’s been sent, when, and how the prospect responded. Key Management Tools in SmileSnap: Centralized dashboard for all leads and data Automated workflows and message triggers Multi-channel communication (SMS, email, video) Full interaction history for context This streamlined management allows your team to focus on converting leads rather than chasing them. With SmileSnap, lead flow becomes organized, responsive, and conversion-friendly.

Capture Smarter Leads, Save Chair Time with SmileSnap

By Kenner Medina • October 6, 2025
In dental practices, chair time is one of your most precious resources. SmileSnap helps you stop wasting it by filtering out unqualified leads and ensuring only serious prospects move forward. Patients begin their journey by submitting photos and basic information through the SmileSnap widget, which you embed on your website. Once submitted, that lead is automatically logged in your dashboard, ready for review. You can assess candidacy before inviting them in, so you only schedule appointments with truly viable patients. Automation lets you send immediate, personalized responses via SMS, email, or even video messages — reducing lag time and building trust instantly. Multi-channel communication ensures you reach prospects in the way they prefer, improving responsiveness. You’ll also have tracking built in, so you know which leads convert best and which sources provide the highest quality. Because many SmileSnap customers report conversion rates well above 90%, your ROI can skyrocket. With the combination of lead capture, management, and conversion tools all in one platform, SmileSnap turns your website into a powerful dental patient acquisition engine. The result? More qualified patients, less wasted time, and smoother growth for your practice.