How to Write Orthodontic Case Presentations That Win More Treatment Starts

An effective orthodontic case presentation should include: a reflection of the patient’s specific concern back to them, a visual representation of the expected outcome (smile visualisation or comparable case study), a clear plain-language explanation of the recommended treatment including appliance type, duration, and appointment frequency, the total investment with monthly payment option presented together, and a non-pressured invitation to start or a clear next step if the patient needs more time. GDC Standards also require that all material risks, realistic timelines, alternatives (including no treatment), and retention requirements are included in the information provided before the patient makes their decision.

The factors most consistently associated with higher case acceptance in UK orthodontic practice are: a skilled treatment coordinator who leads the case presentation (clinician-only presentations consistently convert at lower rates), visual outcome tools that show the patient their expected result before the clinical process is explained, proactive presentation of finance options, and a structured follow-up process for patients who do not decide on the day. Practices that implement all four of these consistently see consultation-to-start conversion rates of 55 to 70%, compared to 30 to 45% for practices without a dedicated TC and follow-up process.

The most effective post-consultation follow-up sequence is: a written summary of the treatment plan and finance options sent by email within 24 hours of the consultation, a personal phone call from the TC at three to four days after the consultation, and a final email at ten to fourteen days if no response has been received. At each touchpoint, the tone should be warm, non-pressured, and outcome-focused — “We wanted to make sure you had everything you need to make your decision — is there anything else we can help with?” Approximately 40 to 50% of eventual treatment starts do not decide on the day of their consultation; structured follow-up converts a significant proportion of these patients within two to four weeks.

Yes — GDC Standards require that patients are given all the information they need to make an informed decision before consenting to treatment. This includes a clear explanation of the treatment (what it involves, how long it takes, how many appointments are required), the realistic expected outcome, the material risks and limitations, the alternatives (including no treatment and less intensive options), the total cost including retention phase costs, and what happens if the patient does not complete treatment. A case presentation that focuses on outcome and cost but omits risks, alternatives, or retention requirements does not meet GDC informed consent standards.

An effective orthodontic case presentation should include: a reflection of the patient’s specific concern back to them, a visual representation of the expected outcome (smile visualisation or comparable case study), a clear plain-language explanation of the recommended treatment including appliance type, duration, and appointment frequency, the total investment with monthly payment option presented together, and a non-pressured invitation to start or a clear next step if the patient needs more time. GDC Standards also require that all material risks, realistic timelines, alternatives (including no treatment), and retention requirements are included in the information provided before the patient makes their decision.

The factors most consistently associated with higher case acceptance in UK orthodontic practice are: a skilled treatment coordinator who leads the case presentation (clinician-only presentations consistently convert at lower rates), visual outcome tools that show the patient their expected result before the clinical process is explained, proactive presentation of finance options, and a structured follow-up process for patients who do not decide on the day. Practices that implement all four of these consistently see consultation-to-start conversion rates of 55 to 70%, compared to 30 to 45% for practices without a dedicated TC and follow-up process.

The most effective post-consultation follow-up sequence is: a written summary of the treatment plan and finance options sent by email within 24 hours of the consultation, a personal phone call from the TC at three to four days after the consultation, and a final email at ten to fourteen days if no response has been received. At each touchpoint, the tone should be warm, non-pressured, and outcome-focused — “We wanted to make sure you had everything you need to make your decision — is there anything else we can help with?” Approximately 40 to 50% of eventual treatment starts do not decide on the day of their consultation; structured follow-up converts a significant proportion of these patients within two to four weeks.

Yes — GDC Standards require that patients are given all the information they need to make an informed decision before consenting to treatment. This includes a clear explanation of the treatment (what it involves, how long it takes, how many appointments are required), the realistic expected outcome, the material risks and limitations, the alternatives (including no treatment and less intensive options), the total cost including retention phase costs, and what happens if the patient does not complete treatment. A case presentation that focuses on outcome and cost but omits risks, alternatives, or retention requirements does not meet GDC informed consent standards.