Why Planning Appointments Matter (a lot)
When we review your practice scoreboard, there’s always a clear pattern:
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Planning appointments go up → diagnosis and acceptance go up
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Planning appointments go down → chairside diagnosis takes over → revenue slides
It’s not magic. It’s math. 📊
The good news? Many of you have added planning appointments into your patient flow.
The not-so-great news? Some are… let’s call it “checking the box.”
In other words, you’re having planning appointments but still presenting dentistry the old way — same verbal vomit and still stealing ownership. That misses the entire point of why planning appointments work for both the patient and the practice.
Let’s fix that!
PURPOSE: Give the patient the steering wheel 🚗
Traditionally, dentistry has gone like this:
Doctor looks in mouth →
Doctor tells patient what’s wrong and what treatment they 'need' →
Doctor explains why they should fix it →
Patient nods politely… and does nothing.
The purpose of the planning appointment is to flip that script.
Instead of telling patients what they need, we help them:
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See it themselves (effective use of photos)
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Talk it through (Open-Ended Questions)
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Ask for the treatment (Patient maintains ownership)
When patients arrive at the conclusion on their own, case acceptance improves — and in many cases, diagnosis increases too.
People value what they help decide.
PLAN: Understanding comes before solutions
The plan is not just your opinion of what they need. It’s a blend of:
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The patient’s goals
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Their concerns and fears
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Their long-term vision
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And your clinical findings
So… which comes first — the exam or the “sale”?
If you’ve been around us long enough, you already know the answer. 😉
In a truly patient-centered practice, we seek first to understand the patient.
Only after we’ve built a foundation around what matters to them do we connect the dots to the best solutiion.
No rushing. No convincing. No over-educating.
POINTS TO REMEMBER (aka: how this actually works)
✔ Identify candidates early
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Identify planning appointment candidates before your morning huddle
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Say it out loud to the team — what gets discussed actually gets done
✔ Everyone is a candidate
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New and existing patients with treatment potential qualify
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It’s not about the amount of treatment — it’s about the patient’s awareness and readiness
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When in doubt… do the planning appointment
✔ Most adult new patients = automatic yes
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It’s usually been a while since they’ve seen a dentist
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Spoiler alert: there’s almost always something to talk about
✔ The first visit is for information-gathering ONLY
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Ask lots of open-ended questions
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Let patients describe their goals in their own words
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Resist the urge to present solutions
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Focus on end-result benefits, not technical details
✔ Invitations must be personal
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Planning appointments should be scheduled based on what the patient told you matters to them
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If it sounds generic, it won’t land
✔ Aim for 1 solid planning appointment per day/per doctor
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New OR existing patients
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Block time every day right after lunch and whatever you do, don't violate that block with anything else
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Identify candidates and share your intention in the AM huddle
✔ Photos are non-negotiable 📸
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No photos = no planning appointment
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Patients need something tangible to review before they return
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Send them home before/after images every time
✔ Set the assistant up for success
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Clear expectations
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The right tools
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The time to do it well
Bottom line:
Planning appointments aren’t a step that the Brady Group demands — they’re a strategy that when done correctly, they turn patients from passive listeners into active decision-makers… and that’s where real growth happens!
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Check out our comprehensive Planning Appointment Resource
Effective Planning Appointment Invitations
Set the assistant up for success - for hygienists
VIDEO RESOURCES -
All Roads Lead To The Planning Appointment
Mastering the Planning Appointment - What Every Assistant Needs to Know