Fix Conversions · Automate Lead Follow Up
You've got the lead.
Now book the appointment.
We give you a Patient Relationship Management system, train your team, and set it up with gold standard follow-up sequences and email campaigns tried and tested across hundreds of practices for 15 years.
Speed to lead
Speed to Lead.
The Biggest Determinant.
The first practice to respond wins the patient. Contact a lead within five minutes and your odds of converting them are exponentially higher than if you wait an hour. Wait until the next day and most of them have already booked somewhere else.
The PRM triggers your follow-up sequence the moment a lead comes in, automatically. No relying on a team member member to remember. No leads sitting in an inbox over the weekend.
5 min
The window that matters
Responding within five minutes of a lead enquiry dramatically increases the likelihood of conversion. Most practices aren't anywhere near that.
78%
Go to the first responder
Of patients who contact multiple practices, the majority book with the first one to respond meaningfully, not the cheapest, not the closest.
88%
Expect a response within the hour
Practices that respond within an hour meet the expectations of 88% of patients. Most practices don't come close.
Short-term follow up
Nothing falls through the cracks.
Ever.
The moment a new lead enters the system, a preset sequence begins: calls and emails timed and worded to maximise the chance of a response. Your team members receive reminder tasks at exactly the right moments so every touchpoint gets made and nothing gets missed.
Your practice builds out the sequences based on your own preferences, with guidance from our coaches and trainers who draw on TIO's experience working with over 100 orthodontic practices.
Long-term nurture
Long-term nurture
Stay front of mind.
Until they're ready.
Most leads don't convert immediately. They're thinking about it, comparing options, waiting for the right time. A practice that stays in contact with useful, relevant content is the one they think of when they finally decide to act.
The long-term nurture sequences keep your brand in front of leads over months, not just days. They address the common knowledge gaps and concerns that stop people from starting, covering cost questions, treatment length, and what to expect, in a way that builds trust rather than pushing for a sale.
Email blasts
The nudge that gets
warm leads over the line.
Some practices don't want to advertise promotions publicly. But a targeted email to a warm list of leads who've already shown interest is a different thing entirely.
Email blasts tie into special moments in your calendar: a new school term, a quieter period, a limited consultation window. Sent to the right list at the right time, they consistently move leads who've been sitting on the fence into booked consultations.
Common questions
Frequently asked questions.
It's built on CRM infrastructure but it's not a generic CRM. We call it Patient Relationship Management software because everything in it is designed around the orthodontic patient journey, not sales pipelines or deal stages. The workflows, terminology, templates, and automations are all specific to orthodontic practice.
Stop losing leads to slow follow-up.
The system does it for you.
Book a call and we'll show you the PRM system, walk you through the default sequences, and explain how it gets set up inside your practice.