Getting Started

Your first week.

The first week is designed to be low-friction for your team and high-value in terms of what we learn. Here's how it unfolds.

Starting a new consulting engagement can feel like one more thing on an already full plate. We've structured the first week specifically to avoid that. The workload on your team is minimal. What we need is access to data and a few hours of conversation. The heavy lifting in week one is on our side.

Day 1

Intake Call

A 60-minute call with the practice manager or owner. We cover your current scheduling setup, what software you use, how your front desk team is structured, and what you've already tried in terms of reminders or waitlists. We also ask about the specific no-show patterns you've noticed, even informally. This context shapes how we approach the data.

What we need from you:

60 minutes and your honest read of the problem

Day 2

Data Request

We send you a specific data request: appointment history for the past 12 to 18 months, exported from your practice management software. We include exact instructions for how to generate this report in the most common systems. If your software doesn't support the export format we prefer, we work with what's available.

What we need from you:

Appointment history export (instructions provided)

Days 3 to 5

Initial Analysis

Once we have the data, we begin the pattern analysis. This is internal work on our end. We look at no-show distribution by day of week, time of day, and appointment type. We cross-reference with any notes from the intake call. We build an initial picture of where the highest-risk slots and patterns are concentrated.

By the end of the week, we have enough to share a preliminary read with you and confirm the direction for the full Pattern Report.

What we need from you:

Nothing. This is our work.

End of Week 1

Preliminary Findings Call

A 30-minute call to share what we're seeing in the data. This isn't the full Pattern Report yet. It's a first-look conversation where we describe the patterns emerging, confirm they match what you've experienced, and identify any data gaps that need to be filled before we finalize the analysis.

Practices often find this call clarifying. Seeing the patterns laid out specifically tends to shift the conversation from "we have a no-show problem" to "we have a Tuesday afternoon and new patient problem." That specificity changes everything about how we address it.

What we need from you:

30 minutes and feedback on whether the patterns match your experience

A dental practice manager on a video call with a consultant, reviewing a scheduling report on a laptop screen
What Changes After Week 1

The first week sets the foundation.

After the preliminary findings call, the engagement moves into system design. By this point we have a clear enough picture of your specific patterns to begin building a reminder sequence and waitlist workflow that addresses them directly.

Practices that have been through this process often note that the preliminary findings call alone shifts how they think about their scheduling. Seeing the data mapped is different from sensing the problem.

Before You Start

What helps us move quickly.

Scheduling history access

The more historical data available, the more reliable the pattern analysis. Twelve months is workable. Eighteen to twenty-four months gives us a much clearer picture of seasonal and cyclical patterns.

Access to your software settings

To configure the reminder system, we'll need someone with admin access to your practice management software available during the implementation phase. This doesn't need to be arranged in week one, but knowing who that person is helps.

Front desk availability for training

Training sessions are most effective when the full front desk team can attend. We work around your scheduling constraints, but knowing your team's availability windows in advance helps us plan the training phase efficiently.

Any notes on past attempts

If you've tried reminder systems or waitlist approaches before, knowing what happened is valuable. What didn't work, what patients said, what the team found difficult to maintain. This context shapes how we design the new system.

Start Here

The intake call is the first step.

Reach out through the contact page and we'll schedule the intake call. No preparation needed on your end beyond 60 minutes and a willingness to talk honestly about what's happening in your schedule.

Contact Us
A dental front desk team gathered around a training table with a consultant leading a session on patient communication