How to Maximize Case Acceptance & Improve Collections in Today’s Orthodontic Market

Key Takeaways

• Affordability is a key factor in orthodontic case acceptance, making flexible payment options essential for practice growth.
• Without a solid financial strategy, increasing case starts can still lead to cash flow and revenue issues.
• Modernizing financial workflows helps ensure that case acceptance translates into actual revenue.
• Tracking collections data and using projections models can prevent financial strain on the practice. ‍
• Gaidge 360 Consulting provides expert coaching and financial strategies to help orthodontic practices improve profitability.‍

In today’s orthodontic landscape, patients are more financially conscious than ever. With rising costs in every aspect of life, affordability has become a key factor in orthodontic case acceptance. In response, many practices offer flexible payment options and adjust sales techniques in the consultation room.  

But without a solid financial strategy, closing more cases can still lead to cash flow and revenue issues. You need a collections process that supports flexible payments without risking stability.  

At Gaidge 360 Consulting, we refine in-office coaching and orthodontic financial management processes to turn case acceptance into revenue and strengthen your practice.  

Here’s what we recommend to help you increase collections and support long-term success:

Orthodontic Sales & Collections Must Evolve Together

While traditional orthodontic payment models have worked in the past, today’s patients require more personalized and adaptable financial solutions. Modifying how you present treatment options is not enough. Your collections processes must also evolve to ensure new starts become actual revenue.

Below are key strategies to modernize financial workflows and strengthen the connection between case acceptance and collections:

1. Prioritize Flexibility in Payment Plans

Offering flexible financial options makes treatment more accessible, but how payments are collected must also be optimized. Practices should:

• Align payment drafts with patients' pay periods to ensure funds are available when payments are due.
• Implement text-to-pay options to quickly resolve declined payments before they become overdue.
• Use auto-drafting whenever possible to make it easy for patients and reduce the risk of missed payments.

2. Focus on Value Over Treatment Time—Without Disrupting Cash Flow

A growing trend in orthodontics is decoupling the treatment fee from time in treatment, focusing instead on the value of the result. While this approach enhances case acceptance, it must be carefully managed to prevent cash flow issues.

To maintain financial stability, practices can:

• Increase paid-in-full discounts to encourage upfront payments and offset lower monthly payments.
• Use strategic down payment structures to balance affordability for the patient while maintaining predictable revenue.
• Monitor collections data to ensure extended payment plans aren’t putting unnecessary strain on the practice.

3. Implement a Projections Model for Financial Stability

Before making significant changes to payment structures, practices must understand the financial impact. A well-designed projections module can:

• Help practices forecast revenue changes based on different payment scenarios.
• Identify potential cash flow gaps before they become problems.
• Allow for data-driven decisions that align financial flexibility with business profitability.

4. Reinforce Financial Expectations at Debond

One of the most overlooked opportunities in collections is the debond appointment. Patients nearing the end of treatment should clearly understand any remaining balances and expectations moving forward.

• Hold a financial consultation at debond to ensure patients know exactly what they owe.
• Confirm auto-payments are scheduled for any remaining balances post-treatment.
• Reiterate financial agreements to prevent disputes or confusion after active treatment ends.

Gaidge 360 Consulting: Your Partner in Orthodontic Financial Success

At Gaidge 360 Consulting, we specialize in in-office coaching and implementation plans to help practices increase case acceptance while securing collections. We ensure financial processes evolve alongside sales techniques to create a seamless and profitable patient experience.

Our orthodontic practice consultants work closely with teams to:

• Audit and optimize financial workflows to prevent revenue leakage and keep your practice performing at its best, using industry benchmarks.
• Implement flexible, patient-friendly collections strategies that improve payment reliability.
• Develop financial policies that balance patient affordability with business profitability.
• Establish accountability measures to ensure collections grow alongside case acceptance.

Orthodontic treatment is a life-changing investment, and we want to help practices make it more accessible, sustainable, and profitable. If you’re ready to take a data-driven approach to increasing case acceptance and collections success, we’re here to help.

Contact us today to schedule a consultation and transform your practice’s financial processes. Together, we can streamline your financial systems and pave the way for greater success!

Orthodontic Financial Management FAQs: Maximizing Revenue & Collections

How can I reduce dependence on insurance while maintaining case acceptance?

Many orthodontic practices welcome insurance as a tool to assist patients with affordability, but prefer not to rely on it entirely. Instead, they aim to tailor financing solutions based on each patient’s unique situation. A structured in-house financing approach, combined with strong value-based communication, can help practices maintain financial flexibility while ensuring treatment remains accessible to patients.

What’s the best way to handle financial conversations with hesitant patients?
Some TCs struggle with overcoming financial objections. Using transparent, patient-friendly financial presentations and offering customized payment solutions can make a difference.

How do I prevent accounts from becoming delinquent without damaging patient relationships?
It's important to be proactive. Identifying at-risk accounts, confirming payments early, and offering flexible options can help prevent delinquencies while preserving patient trust.

How do I track financial KPIs beyond collections and revenue?
Collections and revenue are vital, but tracking AR aging, case acceptance by payment type, and profitability per case can provide a clearer financial picture.

How can Gaidge help my practice improve how we manage our finances?

Gaidge combines data-driven insights with hands-on coaching to help practices make informed financial decisions. Our tools track key performance indicators, ensuring collections, case acceptance, and revenue growth stay aligned.

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About the Author

Kellie Vinson is a financial expert with nearly 30 years of orthodontic experience, specializing in insurance and financial management. At Gaidge 360 Consulting, she helps practices optimize collections, resolve delinquencies, and improve profitability. Known for her attention to detail and strategic approach, Kellie is dedicated to strengthening the financial health of orthodontic practices.