Resources for dental offices
When referrals aren’t tracked properly, you lose more than just procedure revenue. Your team wastes time following up on missing paperwork, patients fall through the cracks, and referring dentists may stop sending cases. It adds up fast and undermines both your marketing and clinical efforts. The good news is that it's fixable. The five tips below will help you take control of every referral, improve communication, and build lasting partnerships with general dentists. You’ll also learn how to showcase your results and make your front desk part of the solution. Each step is practical and easy to fold into your existing systems.
1. Map and Track Your Entire Referral Workflow
Many referring dentists never find out if their patients completed treatment. That gap in communication costs you trust, time, and revenue. A clear, step-by-step workflow is the first step toward solving it.
Gather your team: front desk, clinical staff, insurance coordinator, and any referring providers you collaborate with closely. Walk through your current process from intake to case closure. Use plain language to describe who does what. For example: “Angela downloads radiographs,” “I call the patient,” “Dr. Kim sends the post-op note.” Writing it all out will reveal where tasks stall or details get missed.
Common issues tend to surface quickly. You might spot delays in getting radiographs, incomplete intake forms, or bottlenecks during insurance verification. High no-show rates often trace back to patient confusion or anxiety, not lack of interest. Track these five core metrics to see where things stand:
Referral acceptance rate
Treatment start rate
Revenue per referred case
Percentage of lost or inactive referrals
Average time from referral to case closure
Your practice management software may provide some of this data. Referral-specific tools like Dental eShare, CareStack, or ReferralMD offer more detailed tracking and better visibility into where referrals succeed or stall.
Assign one team member to own the referral process. Consistent accountability matters more than occasional follow-up. Start mapping your workflow this week, review metrics once a month, and tweak one step at a time. Once your process is visible and measurable, referrals become a reliable growth driver instead of a guessing game.
2. Build Strong Relationships with Referring Providers
Consistent, thoughtful communication sets the foundation. Host quarterly lunch-and-learns to walk through recent cases and answer questions. Co-host CE events to build mutual expertise and rapport. After each procedure, send a brief post-op email within 24 hours outlining key findings, follow-up needs, and when the patient will return. Clarity and speed matter more than length.
Support your referral partners in ways that help their practice. A handwritten thank-you note or a quick check-in shows genuine appreciation. If you sponsor a CE course, keep it educational and well-documented to avoid compliance concerns.
Monitor referral patterns regularly. Track sources in your PMS or a spreadsheet and flag providers who haven’t referred in 90 days. Reconnect with a call after the first missed quarter, invite them to collaborate on a case study if it happens again, and set up a visit by the third to understand what’s changed.
3. Showcase Your Specialized Expertise and Outcomes
Referring dentists want specialists they can rely on, and that trust comes from clear, consistent results. Highlighting your outcomes helps reduce uncertainty and encourages ongoing referrals. Create a referral packet that is visual, concise, and informative. Include:
Case selection criteria so referrers know which patients are a good fit
Before-and-after images or radiographs (with consent)
A one-page summary of your procedure protocol, including technology used, anesthesia approach, follow-up cadence, and typical turnaround times
Update this portfolio every quarter to reflect current results and demonstrate reliability. General dentists appreciate quick, straightforward insight into your process. Focus on the metrics that matter most to colleagues. If you haven't shared data before, a short white paper can help organize and frame your results.
Reputation also comes from the experience you provide. Ask satisfied patients and referring dentists for testimonials shortly after treatment. Use a direct email with a secure link to keep the process easy and compliant with ADA guidelines. No incentives, just a clear and respectful request.
Once you have permission, share approved quotes and visuals across your website, referral materials, and social media. A dedicated landing page or quarterly summary helps reinforce your value. Always confirm that your content follows ADA and state board advertising rules, especially when referencing outcomes or patient results.
4. Incorporate Digital Touchpoints for Improved Communication
When referrals rely on fax or email, cases can get delayed. Files go missing, forms arrive late, and follow-up notes often don’t make it back. This lack of visibility contributes to missed appointments and lost referrals. An organized digital system keeps patients on track and builds trust with referring dentists.
Start with a HIPAA-compliant portal for file uploads and status tracking. Tools like Dental eShare allow general dentists to upload radiographs or CBCT scans directly into your case folders. Look for real-time updates like “scheduled,” “in treatment,” or “completed” so they don’t need to call your front desk for status checks.
Secure messaging is the final piece. Encrypted in-platform chat lets you discuss treatment plans and share post-op photos without long email threads. Make sure your website supports this process too. Schema markup for “Dentist” and “MedicalOrganization” improves search visibility, while direct language like “Track referrals in real time” helps increase clicks.
5. Find the Right Staff to Keep Referrals and Patients on Track
Front desk and treatment coordination teams play a central role in referral success. A missed call, rushed explanation, or unclear follow-up can cause patients to cancel or never show, costing you revenue and straining relationships with referring dentists.
Staffing gaps make this worse. When phones go unanswered or communication feels transactional, patients lose confidence and often book elsewhere. Every missed interaction is a missed opportunity to complete treatment and build trust. Invest in people who bring both professionalism and empathy to every case. Look for staff who:
Communicate clearly and calmly, even under pressure
Navigate your software confidently while multitasking
Explain next steps and insurance details in plain language
Track deadlines and follow through until the case is closed
Share insights that help you improve the referral workflow
Finding these skills can be tough in today’s hiring market. Flexible staffing platforms like Teero offer access to trained dental hygienists who can step in during peak times or staff shortages. They’re ready to go from day one, keeping the experience consistent and professional. Patients who feel supported at every touchpoint are more likely to follow through with treatment and speak highly of your office when they return to their general dentist.
Use Teero to Find the Right Staff for Your Practice
You've built the tracking systems, strengthened relationships, showcased your expertise, and created digital touchpoints. None of this works without the right people executing it. A single missed follow-up call breaks the entire chain, and skilled, patient-focused staff close that gap. They confirm appointments, calm nerves, and keep referring dentists informed. These critical tasks disappear when turnover strikes.
If the current hiring crunch has left your schedule scrambled, Teero can help you find stability through vetted dental hygienists. Explore Teero today and build a team that brings every patient back.