Danielle Bloom
Misc, Practice Marketing, Tips

Top 10 COVID-19 Dental Practice Resources

Keeping up with the latest information regarding COVID-19 is critical for dental practices. As new updates emerge, it is vital that you refer to resources that have real-time data that can help your practice evaluate developments over the coming weeks.

In order to help you navigate through the pandemic, here is a list of top 10 resources to help you navigate these unprecedented times

  1. American Dental Association (ADA). The ADA offers the latest information in dental industry news. This website has the latest information on the COVID-19 relief bill and what it means for dentistry and your practice. They also share continued guidance on dental emergency procedures, and whether to offer nonemergency care: https://www.ada.org/
  2. California Dental Association (CDA). The CDA website is a great resource for dental practices looking for the latest webinars, HIPAA compliance, helpful resource library, tips on practice management, as well as providing urgent updates by text: https://www.ada.org/en/member-center/coronavirus-resource-toolkit-for-ada-members
  3. Dental Economics. This valuable business journal is a practice management resource that helps dentists in every stage of their careers, from dental students to new dentists to seasoned clinicians: https://www.dentaleconomics.com/
  4. National Network for Oral Health Access. This resource for dental practices offers case studies, consent forms, and the latest updates on the pandemic and what it means for your practice: http://www.nnoha.org
  5. Apple and Center for Disease Control (CDC). This joint effort with Apple and the CDC offers a FREE COVID-19 Screening Tool. This tool can help you understand what to do next about COVID-19: https://www.apple.com/covid19
  6. American Association of Endodontists (AAE). Their website offers a full page on COVID-19, including implications for Dental Care and current best practices. As their website notes, they will offer new recommendations as the pandemic evolves: https://www.aae.org/specialty/clinical-resources/covid-19-updates-resources/
  7. Center for Disease Control (CDC). The CDC website is updated frequently to cover recent events and contains comprehensive guidelines such as “Interim Infection Prevention and Control Guidance for Dental Settings During the COVID-19 Response” to protect your practice and your patients: https://www.cdc.gov/coronavirus/2019-ncov/index.html
  8. Dentistry Today. This a valuable article for dentists looking to compare their preparedness to the rest of the industry: https://www.dentistrytoday.com/news/todays-dental-news/item/6014-dentists-already-are-prepared-for-the-coronavirus
  9. Health Resources & Services Administration (HRSA). The Health Resources and Services Administration (HRSA), an agency of the U.S. Department of Health and Human Services, is the primary federal agency for improving health care to people who are geographically isolated, economically or medically vulnerable. They include a helpful list of FAQs that cover need-to-know information on dealing with the outbreak: https://www.hrsa.gov/coronavirus
  10. United States Environmental Protection Agency (EPA). The EPA provides valuable resources such as a list of the most effective disinfectants to use against COVID-19, as well as emerging viral pathogen claims for SARS-CoV-2: https://www.epa.gov/newsreleases/epa-releases-list-disinfectants-use-against-covid-19 and https://www.epa.gov/coronavirus

We hope you find these resources helpful.

We are here to help. ProSites is also here to help you with your patient communication needs. Reach out to an Internet Marketing Advisor today at (888) 932-3644 or click here to request a free consultation with our industry experts.

Misc, Practice Marketing, Tips

Using the Latest Technology to Increase Patient Satisfaction

Finding ways to delight your patients is essential for the modern dental practice, as it allows you to fill your appointment book, increase referrals, and build a stellar reputation in your community. Though excellent customer service is still the first step, technology gives you the opportunity to go above and beyond for your patients. Here are ways to increase patient satisfaction using the latest dental office technology.  


Provide Online Appointment Booking 

One of the biggest benefits you can provide for your patients is the ability to book appointments right from your website. In today’s climate, online appointment booking helps patients stay current on their dental work. Patients will appreciate the ability to see your schedule and book right from their phones, tablets, or computers. Your staff will also appreciate the break from making appointment reminder calls, allowing them to spend more time running your office.  


Offer Appointment Reminders by Text 

Your patients will have different preferences about how to receive appointment reminders, but the vast majority prefer the simplicity and convenience of a text message. According to a recent Hanover Research Study, over 80% of dental patients prefer to receive their upcoming appointment reminders via text message. Text messages also have an average response time of 90 seconds, so you’ll save time for your staff while still confirming each upcoming appointment. Offering appointment reminders by text both increases patient satisfaction and streamlines how your office is run.  


Stay in Communication Between Appointments 

In addition to delivering excellent customer service during each appointment, you can increase patient satisfaction by staying in contact between their visits. Creating helpful and informational Facebook Posts keeps you top-of-mind with your patients and increases referrals. In addition, you can send out holiday greetings to show your patients that you care. Both Facebook posts and holiday messaging can be included in your PracticeMojo plan, so be sure to take advantage of these essential features! 


Simplify Dental Care for Families 

Families are an essential part of running your practice, and busy parents are extra appreciative of the latest dental technology. With PracticeMojo, you can send the entire family reminders in the same text, making it simple for parents to confirm appointments for all their children in one go. With Online Billing through ProSites, parents can also pay for their entire family’s services online, and they can use your Online Forms to quickly confirm changes for individual family members without having to re-enter all their informationParents are more likely to recommend your services when you simplify their busy schedules, so offer these dental technologies to increase referrals!  



While you should still provide excellent customer service, patient satisfaction also relies on their experiences before and after each appointment. Providing appointment reminders, consistent communication, and features like online appointment booking helps to remind patients why they come back to your dental practice and encourages them to recommend you to their friends and family.  

Misc, Practice Marketing, Tips

How Automated Patient Communications Grow Your Practice

As you expand your client list, it’s essential to streamline your patient communications to save your staff time while increasing patient satisfaction. PracticeMojo, a ProSites brand, automates your patient communication to reduce no-shows and help you spend more time focusing on what matters most: your patients.

Save Your Staff Time with Automated Appointment Reminders

As your practice grows its patient roster, it’s essential to automate your appointment reminders without sacrificing quality or customization. PracticeMojo provides customizable, automated campaigns that you can tailor to your practice’s unique needs. From upcoming appointment reminders to recall campaigns, holiday messaging to benefits reminders, PracticeMojo provides ready-to-launch campaigns…and allows you to make any adjustments you need!

Customization is extremely important on the patient’s side as well, because all of your patients have different preferences. PracticeMojo gives you the flexibility utilize a mix of text messages, phone calls, voicemails, emails, and even postcards depending on what each patient prefers.

Limit Contact Between Patients and Staff with Online Forms

COVID-19 has made it more important than ever to limit touchpoints between patients and staff, so use technology to limit the time spent in your waiting room. Having patients complete their onboarding forms online prevents passing paper between multiple people, limiting contact during this complicated time. PracticeMojo provides you with a HIPAA-compliant portal with customizable online health forms that patients can complete on their mobile phone, tablets, or computers. These forms can be accessed directly from your practice’s website and include your branding and logo to create a seamless experience.

Support Your Social Media Presence with Facebook Pro

For most busy practices, it can be difficult to find the time to run your practice’s Facebook page. PracticeMojo provides you with two post ideas every week so your staff can easily copy and paste onto your page. These topical posts are designed to engage your followers and encourage new appointments, and they include quick tips, how-to’s, and relevant dental care updates. While your staff may not have time to write bi-weekly posts, copying and pasting PracticeMojo’s content will help your Facebook page stay active with minimal effort.

Get Support from Marketing Experts

Since ProSites and PracticeMojo have been supporting dental practices for decades, we understand that your business is unique and deserves personalized support. That’s why our PracticeMojo Managed Plan includes two free marketing consultations with our experts. We’ll help you explore what’s working well, recommendations for improvement, additional marketing channels that your practice can utilize, and the latest marketing trends!

Customized Campaigns

Though your PracticeMojo dashboard already features predesigned marketing campaigns including benefit reminders, recall programs, holiday greetings, and more, your practice probably has additional ideas for campaigns you’d like to run throughout the year. That’s why the Managed Plan includes six additional custom campaigns! Just tell our team what ideas you have, and we’ll write the copy, create images, and plan out the timing and channels, all according to your practice’s unique needs!

Maximize Your Online Presence

First impressions used to take place when a patient drove past your office or looked you up in the phone book, but now almost all of them take place online. In the modern world, building a stellar online reputation is essential to attracting new patients and giving them the confidence to book that first appointment.

Our Dental Reviews Pro feature gives you control over your online reviews, allowing you to highlight glowing reviews from your patients. It also automatically encourages patients to leave reviews for your practice, and you can specifically choose which review websites you want to focus on, whether it’s Yelp, Google My Business or Angie’s List.


As you grow your practice, technology can help you streamline patient communications from start to finish. From the moment patients read your first online review to the minute their appointment begins, PracticeMojo can help you automate every touchpoint with your patients. To learn more about how our comprehensive Managed Plan can support your practice, reach out to us today!

Misc, Practice Marketing, Tips

Using Dental Office Marketing to Attract New Patients

If you’re looking to expand your practice, take the time to explore all your different marketing options. Services like SEO and social media provide slow but steady growth, whereas pay-per-click advertising can aggressively grow your patient base, but with an increased cost. This breakdown helps you review your dental office marketing options and make an informed decision! 


The Benefits of Dental Office Marketing 

When your practice is just starting out, it can be tempting to just let new patients find you organically. But steadily growing your patient base is essential for the ongoing health of your practice, especially as patients may move away, change insurance providers, or leave your practice for other reasons. Having a strategic and consistent plan for your dental office marketing keeps your practice busy, increases revenue, and helps expand the impact you can have in your community. So whether you just founded your practice, or have been in business for years, marketing is worth the investment! 


Use Patient Reviews to Build Your Reputation 

When you look for a new service, where do you start? Like everyone else, you probably look at review websites like Yelp, Google My Business, and Angie’s List to make sure you’re hiring the right provider. To maximize the impact of your reviews, ask your patients to leave positive reviews on these sitesIf you work with ProSites, we help you send automated review requests after annual appointments, but you can also do this manually by writing your own emails. 

When choosing which review websites to focus your efforts on, we recommend evaluating your competition. If they have the most reviews on Yelpsend your patients there to submit reviews for your practice. Once you have a comfortable amount of reviews on the first site, you can direct patients to another platform. By switching between all three reviews platforms, potential patients can read about your great customer service wherever they look! 


Master Your Social Media Pages 

Social media is an essential tool for attracting leads and engaging with your current patients. Facebook allows you to continually interact with your communityshare dental care tips, and build your brand awarenessTo maximize the impact of your dental office marketing, you should launch a few posts every week. Rather than writing your posts one at a timecompose one month’s worth of posts and have your office staff copy and paste the content onto your Facebook page on scheduled days. If your staff is too busy, you can also hire a service like ProSites to create content from scratch and post it for your team. 


Use Search Engine Optimization to Gain Local Traffic 

You’ve likely heard the term “Search Engine Optimization,” and its abbreviation “SEO,” ait’s an essential part of your dental office marketing. Since patients won’t drive too far to visit their dentist, local SEO should be your central focus to find patients near you. For each service you offer, like family dentistry, teeth cleaning, root canals, you’ll want to create custom content that is focused around your location. This will help potential patients find you when they search for the services they need most! 

It takes time and dedication to create an ongoing SEO strategy, especially since Google constantly re-evaluates pages and prioritizes different factors. Since dental offices are busy supporting patients, SEO may be the best option to outsourceDental office marketing services like ProSites will create pages that focus on the best keywords for your practice and include all the technical minutia that will help you to rank. 



While dental office marketing requires a lot of time and effort, it helps bring in a steady stream of new patients that will boost your practice’s revenue. If you decide to focus on your patients and outsource your help to a team of marketing experts, reach out to ProSites for a consultation! We have a team of experts that can help you develop a strategy and execute a tailored marketing plan! 

Misc, Practice Marketing, Tips

How to Build a Dental Marketing Strategy that Grows Your Practice

A comprehensive dental marketing strategy can help you quickly fill your appointment book, so it’s important to sit down and evaluate your different options. By making sure you have a strong foundation in place, testing new ideas, and delighting your existing patients, you can put marketing to work for your practice!

Build Out Your Practice’s Website

When it comes to attracting new patients, the only thing that’s more important than your physical dental office is your online presence. While patients might drive by your location and decide to book an appointment, having a well-developed website expands your opportunities and allows you to reach patients all around your city.

In the modern age, just having a website isn’t enough. It has to present a professional image and provide a user-friendly interface so potential patients will feel confident in your services. Take the time to build a website that is mobile-responsive, modern, and contains helpful information for patients and prospects alike.

Since your website acts as the centerpiece of your dental marketing strategy, this is the one thing you may want to leave to the experts. ProSites can design your website, provide excellent dental care content, and drive users to convert using our 20 years of dental marketing experience!

Encourage Reviews

The second step of your dental marketing strategy is to provide what’s called “social proof.” When patients are looking for a new dentist, they’ll research local practices on sites like Google My Business, Yelp, and Angie’s List. Take a look at what review services your competition is using, and then encourage your existing patients to submit reviews there after each appointment. If you use an automated communications service like ProSites’ PracticeMojo, you can automate your review emails and easily select the website you’d like to focus on. To help give a rounded view of your practice, you may want to switch reviews services every quarter. For example, you can use a link to Yelp from January-March, then switch to Google My Business from April-June, then Angie’s List from July-September, and then back to Yelp for the rest of the year.

As you gather a huge list of reviews, you’ll also want to highlight the best ones on your website! This provides social proof so new patients feel confident booking their first appointment with you.

Establish a Referral Program

Like reviews, a referral program taps into the market you’ve already developed: your devoted patients. When a friend or family member mentions their search for a new dentist, you want your patients to eagerly recommend your practice. One of the easiest ways to accomplish this is to offer some sort of referral program by providing a discount, gift card, or other incentive for every new patient referred to your practice. In addition to mentioning this program to your patients, you can include it on your business cards, website, and emails to keep the program top-of-mind after every appointment!

Consider Advertising Locally

If you’re looking to aggressively grow your practice, your dental marketing strategy should include some paid advertising. For dental practices, it’s essential to perfect your targeting so you’re only reaching local audiences, as patients likely won’t drive far for care.

There are a number of avenues for paid dental advertising, but the two most popular are Facebook Advertisements and Pay-Per-Click. Both allow you to customize your messaging, audience targeting, and focus on your city. When deciding which dental marketing strategy is best for your practice, look at your budget and competition. What are your competitors doing to bring in new leads? What can your practice do better? If you’d like personalized guidance on where to start, reach out to ProSites today!

Automate Your Cosmetic Leads

Patients who need a series of treatments can quickly fill your appointment book, so cosmetic leads are an excellent demographic to target in your dental marketing strategy. However, patients who need extensive cosmetic work can be understandably nervous to get started. An easy way to start the conversation with potential patients is to offer a virtual consultation right from your website. Patients will be able to select between emergency and cosmetic consultations, then submit a series of photos and comments on their problem. You’ll be able to evaluate their case, come up with a treatment plan, and respond right from your dashboard. This feature can be implemented directly on your ProSites website, and you can direct leads to your consultation page to streamline conversion.

Delight Existing Patients

While bringing in new leads should be a priority, delighting your existing patients needs to remain your primary goal. It takes less effort to retain an existing patient than attract a new one, so keeping a loyal patient base is essential to the overall health of your practice. In addition to excellent customer service, high-tech features will help you remind patients why they choose you over the competition. Consider implementing online forms so patients don’t have to complete paperwork before each appointment, as well as automating your appointment reminders so patients stay organized. Overall, your goal is to simplify each step for your patients and help them prioritize their oral health!


The digital age provides a myriad of tools to assist with your dental marketing strategy, so take the time to evaluate what will benefit your practice the most. If you need a marketing expert to review your options—and take a look at your competition—reach out to ProSites today!

Misc, Practice Marketing, Tips

The Complete Guide to Marketing for Dental Offices

You’ll need to take time to evaluate the best strategy if you’re looking to expand your dental practice. Services like SEO and social media provide slow but steady growth, whereas pay-per-click advertising can aggressively grow your patient base, but with an increased cost. Our complete guide helps you make an informed decision on the best channels for marketing for dental offices.


Perfect Your Dental Website

Your website acts as the hub of your marketing efforts, giving you a home base that you can direct all traffic back to. It’s essential to give off a professional and modern impression, as potential patients will make a snap decision about your practice based on what they see. Here are some of the essential website design components that will help your practice convert visitors:

  • Automatically resizing for different screens (including mobile phones)
  • Securely encrypted (Beginning with HTTPS instead of HTTP)
  • Dental care content to showcase your expertise
  • Images and graphics that speak to your target market
  • SEO-optimized pages for each of your services (cleanings, root canals, family dentistry, etc.)
  • Forms to help new visitors book their first appointment
  • Features that highlight your locations to assist with local search
  • Reviews from existing clients to highlight your great customer service

Creating a beautiful, mobile-responsive website is the first step to marketing for dental offices. If you feel that your current website could use some improvements, schedule a consultation with one of ProSites’ marketing experts!


Maximize the Impact of Your Reviews

When patients are searching for a new dentist, they’ll likely start by looking at reviews. Websites like Yelp, Google My Business, and Angie’s List can help you showcase your practice and stand out from the competition. To make the most of these services, you’ll want to ask your dedicated patients to leave reviews and support your practice. ProSites helps you send automated review requests, but you can also do this manually. Since there are so many platforms to choose from, we recommend evaluating your competition. If they have more reviews on one site than the others, focus your efforts there as well. Once you have a comfortable amount of reviews on the first site, you can change the link in your emails and direct patients to another platform. By switching between all three reviews platforms, you can establish a great reputation across the web and maximize the impact of your marketing for dental offices!


Mastering Social Media

Once you’ve fully optimized your website and reviews, your next step should be to focus on social media. Platforms like Facebook make it easy to communicate with existing clients, build up your brand awareness, and even attract new patients. Fully optimize your profile by checking that your address, contact information, website, and hours are correct. We recommend checking these a few times a year to ensure nothing has changed, so potential patients always have the most up-to-date information.

You should also add a profile picture and cover photo that speak to your practice. If you don’t have professional photos, you can start with using your practice logo as the profile picture and a wide-angle view of your waiting room as the cover photo.

Once your profile is fully optimized, take time to brainstorm some content. To create sustained social media marketing for dental offices, you should post a few times a week. Rather than sitting down and coming up with one post at a time, write out a month’s worth of posts and have your office staff copy and paste the content on certain days. You can also use a service like ProSites to create content for you if your staff is too busy!


Use Search Engine Optimization to Gain Local Traffic

You’ve likely heard the term “Search Engine Optimization,” and it’s an essential part of marketing for dental offices. By tailoring your website content to the terms people search for when looking for a new dentist, you have a better chance of showing up on the first page of relevant Google searches. Since the average person will not go past the first page of Google results, having a comprehensive SEO plan is essential to finding new patients.

Since patients want to find a dentist close to home, local SEO is going to be your bread and butter. Focusing your content around terms like “dentist in [your city]” will help bring the right leads to your website. You’ll want to create separate pages for each of your services (for example, family dentistry, teeth cleaning, root canals, and more) all focused around your location. This will help potential patients find you when they search for the services they need most!

It takes sustained effort to create an effective SEO strategy, especially since Google frequently implements algorithm changes and re-prioritizes content. Since most dentists are busy focusing on running their practice, SEO may be the most important aspect of your marketing to outsource. Marketing services like ProSites will create content for you, make changes to your site to capitalize on algorithm changes, and monitor your rankings.


Utilize Pay-Per-Click Advertising

It can take time to build up both local reviews and SEO to bring ongoing traffic to your website, so consider using Pay-Per-Click Advertising to speed up your leads in the meantime. Go to Google and run a quick search for “dentist in [your city].” You may notice that the first few results are advertisements. If so, it means that your competitors are being aggressive in trying to grow their practice. On the other hand, if no ads come up, it means that you can be the first to market in your area.

Pay-Per-Click is an effective tool for marketing for dental offices, as you have complete control of your spending. You can set maximum bids for each term, as well as weekly and monthly spending limits. However, it can take a bit of testing to perfect your strategy. You’ll want to start by creating a long list of keywords you want to target, always staying focused around your city name. Since you aren’t sure what competitors are willing to bid, start with a low weekly spend targeting many different keywords. You can then monitor to see if any of the keywords have a dramatically high cost per click. If so, your competitors are bidding on that keyword as well. Once you have this data in hand, you can decide how to proceed.

If you decide to run your Pay-Per-Click campaigns yourself, check in frequently to see how things are performing. In addition to constantly testing keywords, you should also A/B test different copy and landing pages to maximize both click-through and conversion rates. If you decide to outsource all this work, ProSites can help!



While marketing for dental offices requires a lot of effort, it will quickly pay off as you grow your patient base. If you decide to bring in experts to support your marketing, reach out to ProSites for a consultation! Our team is entirely focused on dental marketing and will help you evaluate each channel and your competition to find patients in your area.

Misc, Practice Marketing, Tips

Use your Dental Clinic Website to Drive New Business

In the modern age, having a professional, mobile-optimized website is a necessity. Your dental clinic website acts as the hub for all your marketing activities, helping you to attract new patients, build a reputation in your community, and increase patient loyalty. Here are some tips to optimize your dental clinic website!


Start with the User Journey

When building out your website, your central focus should be on your potential patients. Your website needs to be user-friendly, contain helpful information, and guide your visitors to book an appointment. Pay attention to what you look for when visiting a new website, as your visitors will follow the same patterns. They’ll likely search for a list of your services to determine if you offer what they need, so build out your patient care pages diligently. Once they understand your offerings, their next step will be to research why they should choose you over your competition. This is where it’s essential to build out a compelling story showcasing your staff, personality, and what makes you unique in your area.


Showcase Your Patient Reviews

When trying to choose a new local service, most people start by looking at reviews. This provides what marketers call “social proof” and helps them to find the right fit. While these reviews are housed on sites like Yelp, Angie’s List, and Google My Business, you can still showcase them on your website. Highlighting some patient testimonials and your star ratings on these sites paints a complete picture for new visitors and gives them the confidence to take the next step.


Perfect Your Dental Clinic Website Design

When considering how to design each page, think about the websites you visit frequently. Most successful sites have text that is easy to read, a logical structure with different headings, and images added throughout to give you a break from reading. Here are a few things to keep in mind as you create your pages:

  • Keep the most important information at the top of the page
  • Use headers to break out different sections
  • Implement the same structure between pages for consistency
  • Break up large chunks of text with images and headers for readability

By following these rules, you ensure that visitors will take the time to explore your content! If you use a website design service like ProSites, you can skip this step and use the pre-coded page templates they create for you.


Include Compelling Calls to Action (CTA’s)

The ultimate goal of your website is to book new appointments, so give visitors a compelling reason to do so. Speak to their needs and how you can solve their problems. Adding sentences like “Ready for your cleaning? Call us today!” can help convince visitors to book their first appointment. You may also want to implement specials for first time patients or create limited time offers for different holidays. These “Calls to Action” are essential to help increase conversion, so sprinkle them throughout your dental clinic website.


Add New Content to Support SEO

Search Engine Optimization (SEO) is an essential part of your business, as it helps you rank on the first page of Google for essential terms. Being on the first page for terms like “dentist in [your area]” brings in consistent visitors and helps you steadily book new appointments, but there are a number of hurdles to jump through before your site can make the first page.

Continually updating your website is one of the most important requirements from an SEO standpoint. Your average website visitor will want to see that your practice is adding new blogs and content, and Google looks at how often you make changes to your website when deciding where to rank you. A good rule of thumb is to add at least one new blog or product page a month while ensuring that each new page has over 300 words of content. Services like ProSites can create this content for you, so evaluate whether you want to outsource your marketing efforts!


Direct Traffic Back to Your Dental Clinic Website

Another huge element in boosting your SEO is how many visitors come to your website. Google evaluates your website traffic—and that of your competitors—when deciding who to rank on the first page for key search terms. An easy way to accomplish this is to direct people back to your website in all your marketing efforts. Whether you’re creating Facebook posts, pay-per-click ads, or putting advertisements in local papers and newsletters, you want to be sure that all traffic directs back to your dental clinic website! Create specific URLs for each campaign so you can direct visitors to the right pages and include your contact information and a CTA on each page.



Your dental clinic website is the cornerstone of your business, so ensure it gives off the right impression. If you’re not sure whether your current website makes the cut, reach out for a marketing consultation with ProSites today! We’ll walk you through improvements you can make to your website, and new features that can help you stand out from the crowd.

ProSites has been ranked as one of Design Rush’s top 10 Dental Website Design companies, making it the perfect fit for your practice! To learn more about Design Rush’s rankings, click here: https://www.designrush.com/agency/dental-web-design-companies


Misc, Practice Marketing, Tips

Creating a Virtual Waiting Room to Protect Patients and Staff

The COVID-19 situation is forcing dental practices to adjust their operations in order to limit the contact between patients and staff. Though it will take a bit of work to redesign your intake process, there are many tools you can use to simplify this transition. Here’s a guide on how to create a virtual waiting room with minimal effort!

Implement a Virtual Waiting Room

To limit the contact between patients and staff, your team should implement a virtual waiting room. Having patients wait in their cars will reduce the contact points on hard surfaces, the number of droplets in the air, and face-to-face interactions with front office staff. This process will allow you to reduce contact to the bare minimum while still providing excellent care. If you use an automated patient communications system, it’s extremely easy to send out a text when you’re ready to see your next patient, so add this as an additional step to your communications.

Go Paperless

To reduce contact on hard surfaces, your staff should also stop offering paper forms. You can easily switch to online patient forms if you use a service like ProSites. These customizable forms can be added to your website, allowing patients to complete their assessments before they arrive.

It will also be essential to prevent sick patients from coming into your office, so ProSites has already added a “Coronavirus Questionnaire” to our online form library. Your practice can easily add the ADA recommended health questions to all your patient forms, which allows you to reschedule patients who have experienced any symptoms of COVID-19 in the past few weeks.

Notify Your Patients of New Procedures

To keep your patients informed about these changes, we recommend outlining the new steps on your website. You can create a new webpage that describes the virtual waiting room process, along with guidelines on when patients should stay home.

In order to avoid confusion, also send your patients an email detailing your new process a few days before their appointment. Here are some important details we encourage you to include in this email:

  1. The American Dental Association recommends that you conduct contactless temperature screenings for both patients and staff, so advise patients that their temperature will be taken before they can enter your office.
  2. Provide details on how to use your new virtual waiting room. Let patients know that they should wait in their car until they receive a text from your office letting them know that it’s time to come inside.
  3. Provide a link to your online patient forms so they can complete this paperwork before arrival.
  4. To boost patient confidence, also share your updated cleaning regimens and any additional safety protocols your practice has implemented. You may also want to encourage or require patients to wear masks based on the guidelines in your state.

Sending all of this information ahead of time ensures your patients are informed and prepared for their appointments!


A virtual waiting room can help you tend to your patients while still prioritizing the safety of your patients and staff. If you need any help implementing your new system—or making any other adjustments in a post-COVID landscape—reach out to ProSites!

Misc, Practice Marketing, Tips, Website Design

Using Dental Practice Technology to Optimize Your Business

Using the latest dental practice technology has always been essential to delighting patients and supporting your staff, but the COVID-19 outbreak has also highlighted how technology can help protect our communities. With careful planning and implementation, technology can limit the exposure of both staff and patients while delivering excellent customer service. Here are our recommendations for implementing dental practice technology:


Automated Patient Communications

This has been a staple of the dental industry for years, as texting with patients is proven to increase patient satisfaction. According to Off the Cusp, 64% of people prefer a text message over a traditional call as a customer service channel. Being able to send appointment reminders and recall messages is essential to creating brand loyalty and keeping your patients happy.

However, the COVID-19 outbreak has created another necessary use for automated patient communications. Given the need to limit contact between people, the American Dental Association recommends that you ask patients to wait in their cars until you’re ready to treat them. Limiting the time spent in the waiting room protects both patients and staff, and an automated communication system makes it easy to send a text when you’re ready to welcome patients into the office.

It’s also important to clarify your new policies regarding COVID-19, which can be easily done with a patient communications software. You should inform patients to stay home if they are coughing, sneezing, or running a fever, and ask them to wear masks into your office if possible. Most patient communication software providers have already built custom campaigns into their dashboards so you can inform patients of your new policies before their appointments.


Online Forms

Over the past few years, most medical industries have been moving away from paper forms and implementing secure online assessments for patients to use. These have the benefit of being HIPAA-compliant, less wasteful, and more convenient for patients. Providers like ProSites can tailor the forms so they have the same color, branding, and design as your practice’s website, providing a seamless experience for your patients. These forms are also mobile-optimized so patients can conveniently complete their evaluations on personal phones and tablets. The COVID-19 outbreak has highlighted another benefit of this dental practice technology, as online forms allow you to avoid passing paper between patients and your staff, limiting contact touchpoints.


Social Media

Thanks to the stay-at-home orders, people have been spending more time on social media than ever before. Take the time to brush up your profile, confirm your contact information, and share helpful dental content to encourage engagement from your followers. As restrictions start to lift, you may want to use Facebook advertising to announce extra weekend hours, or any summer specials you want to offer. If you’ve never run a Facebook ad before and want to work with a team to perfect your messaging and audience, ProSites’ team of social media specialists can help!

If your office has temporarily closed or reduced hours, be sure to frequently check your Facebook messages. This is an easy alternative for patients to reach you, and you want to be quick to respond to any questions they have.


Virtual Dentistry and Telemedicine

Recent events have also created a rise in telemedicine and video conferencing with patients. Though the regulations vary by state, dentists may want to explore whether this dental practice technology is an option for initial consults. They can video chat with patients about any pain or complications they’re experiencing and determine if an in-person appointment is warranted. There are a few hoops to jump through to ensure compliance with both state and federal regulations, but this is a possibility to reduce face-to-face interactions while still helping patients in need.


Call Tracking and Recording

If you’re spending less time in the office, it’s essential to have a phone system that tracks all of your calls from the get-go. Your online dashboard through ProSites allows you to see missed calls from your computer, so you know when you have to return a patient’s call without physically going to your practice. If you’re adjusting your hours due to COVID-19, this is an easy way to maintain patient satisfaction without visiting your practice every day.


Cleaning Procedures and Air Filtration

As you return to your practice, it’s essential to implement thorough cleaning regimens to protect your patients and staff. It’s recommended that your practice purchase an automatic hand sanitizing machine to reduce contact on shared surfaces. In addition, your staff should thoroughly disinfect examination rooms between appointments, and sanitize flat surfaces and doorknobs.

For additional protection, you may want to invest in an air filtration system for your practice. There are dozens of different companies that provide surgical-grade air filtration systems, so do your research to find one that meets your budget and needs. Implementing a filtration system can reassure both staff and patients, and it also provides ongoing protection against the typical influenza virus, allergens, and dust particles.



Dental practice technology has always been essential for supporting your staff and patients, but the recent COVID-19 outbreak has highlighted how much technology can help us adjust to new problems. ProSites is here to support the dental community however we can during this unprecedented time, so please reach out to us with any questions!

Misc, Practice Marketing, Tips

Jumpstarting Your Dental Practice After COVID-19

The American Dental Association is releasing guidelines on how to reopen your dental practice safely, so take the time to evaluate how your business will change in the coming weeks. Though you will have to take extra precautions to keep your staff and patients healthy, handling the COVID-19 situation well presents the opportunity to strengthen your patient relationships and expand your practice. Here are some tips to help jumpstart your dental practice.


Communicate Your Hours and New Procedures

After the stay-at-home order is lifted, you should enact new procedures to protect both patients and staff. The American Dental Association will release recommendations based on conditions in your area, including safety measures like having patients wait in the car until their appointment time, reducing contact at all touchpoints, and even temperature checks for everyone entering your practice.

To help your practice plan your reopening, we’ve outlined some recommended communications that you can send:

  1. Email on plans for rescheduling appointments

Reach out to every patient who had their appointments postponed or cancelled. Update them on your expected reopening date and ask when they’d be available for an appointment. If you don’t hear back within a week, you should follow up with a phone call. If it’s feasible, you may want to consider adding after-hours and weekend appointments to make up for lost time and provide additional patient support.

  1. Email about updated office hours

Once your reopening date is confirmed, send all clients an email about your opening date and updated office hours.

  1. Reminder of your safety protocol and visit requirements

A few days before each patients’ appointment, email them about your updated health and safety protocol. The American Dental Association recommends that you conduct contactless temperature screenings before allowing patients into your office, so advise patients of this new measure. You may also want to implement a system where patients wait in their cars, instead of the waiting room. If you use an automated texting service, it’s extremely easy to send out a text when you’re ready to meet with your next patient. This limits contact between patients and minimizes the amount of time that patients spend in your office. To boost patient confidence, also share your updated cleaning regimens and any additional safety protocols your practice has implemented.


Update Hours and Procedures Your Website

Before you reopen, you should also incorporate your revised hours and procedures into your website. A pop-up or banner across the top of your homepage is a simple solution to update your patient base, and it allows you to quickly make changes based on the situation in your area. If you have a website through ProSites, our Member Services team can help you implement this page on your site, or you can set it up within your website editor.


Update Your Hours Across All Online Listings

As you reopen, eliminate confusion for your patients by ensuring that your new hours are correct across Google My Business, Yelp, Facebook, and your website. While you’re there, check to ensure that your contact information is correct as well.


Provide Valuable Info on Social Media

Posting on social media is an easy way to communicate with your patients, so once you have a confirmed plan for reopening, launch a series of posts with these updates. Be sure to cover your new hours, updated safety procedures, and how to reschedule appointments that were cancelled due to COVID-19. And as always, encourage engagement by responding to comments quickly!


Consider Stepping Up Your Marketing Efforts

As you ramp up your business, consider whether it’s the right time to step up your marketing efforts to get your practice revenue back. Due to the COVID-19 situation, many of your competitors may have reduced their marketing efforts, allowing you to jump in and fill the gaps.

One of the best avenues for marketing right now will be Pay-Per-Click advertising. How much you spend on each click is largely determined by the competition going after the same keywords, so you may see a decrease in cost in your area. The keywords you target will largely depend on your location, but some key phrases to explore will be “open now” and “emergency dental.” To maximize the impact of your campaigns, consider partnering with ProSites over the next few months. Our team of marketing experts specializes in Pay-Per-Click for dental practices, and we provide constant testing of new keyword groups to help you stay on top of the competition.

For a long-term marketing strategy, nothing beats Search Engine Optimization (SEO). The goal of SEO is to rank on the first page of Google for dental terms in your area, bringing in a constant stream of new leads. To achieve perfectly executed SEO across your website you may want to hire an SEO Team like the one at ProSites. Since it can take a while to start seeing huge impacts, starting now will bring in new leads and position your practice for success!



As you reopen your practice, you have the opportunity to delight your existing patients and attract new ones. To learn more about how a comprehensive marketing strategy can position your practice for success, call us at (888) 932-3644 or request a free consultation

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