How to increase treatment plan acceptance at your dental clinic
To increase treatment plan acceptance at your dental clinic, explain the treatment with the odontogram on screen, offer clear payment terms, follow up on every pending plan until a decision and measure your acceptance rate every month. In Pro365 GO, HartSystem's dental clinic management software, every plan has a status (accepted, pending or declined), installments linked to finance and WhatsApp campaigns for patients who are still deciding.
By Andreas Hartmann, CEO of HartSystem · updated October 15, 2026
- Accepted
- Pending
- Declined
How much money is sitting in pending plans?
Move the sliders to match your clinic. The calculation shows what wasn't accepted and what would come in if acceptance rose by 10 points.
4 reasons treatment plans stall
From plan to yes in 4 steps
Remind patients without being pushy
Choose who gets it by plan status and date. The campaign agent sends the message at the time you choose, and replies go to the front desk.
AudienceThe numbers behind treatment acceptance
| Metric | What it shows | How to calculate |
|---|---|---|
| Treatment acceptance rate | The share of presented plans that patients accepted in a period. It can be measured by count or by value. | Rate = accepted ÷ presented × 100 |
| Pending treatment plan | A plan already presented that hasn't been accepted or declined yet. It's potential revenue on hold. | Pending value = sum of plans without a decision |
| Time to decision | How many days patients take to accept or decline. The longer a plan sits, the lower the chance of acceptance. | Time = status date − plan date |
An approved estimate is several tools working together.
In Pro365 GO, the new ProDent, the plan starts in the odontogram, becomes an estimate, gets signed by link, followed up by agents and measured on the dashboard. Managing estimates no longer depends on the front desk's memory.
- Estimates and treatmentsClear prices, discounts and installments so the patient can decide.
- Electronic dental recordsThe patient signs by link on the phone, and the document is saved to their history.
How are the estimates doing?
95% of this month's estimates are approved. The rest are pending or declined. Shall I send the list?
Pro365 GO is the new ProDent
This tool grew out of more than three decades of ProDent working alongside dental clinics. Now it's 100% web, comes with Pro365 AI and keeps the same HartSystem support team. If you use ProDent, the team helps bring your data over and trains your staff.
Our story- since 1993building software only for dentistry
- 100% webin the browser on computer, tablet and phone
- From tooth to treatment planthe planned treatment becomes a plan and installments
Frequently asked questions
What is a good treatment acceptance rate?
It depends on the specialty and treatment value, so the best benchmark is your own clinic: measure the rate every month, by count and by value, and compare it with previous months and across providers.
How long should I wait before following up?
A first contact a few days after the presentation helps answer questions while the case is still fresh. Then space out contacts and change the topic: payment terms, a new assessment or another treatment option.
Do installments help close more plans?
Clear terms help patients decide on the spot. In Pro365 GO, the plan already includes down payment, number of installments, frequency and discounts, and once accepted the installments go straight to finance.
Who should follow up on pending plans?
Assign one person, usually at the front desk or in sales, with a list of pending plans and a contact routine. The dentist presents the case; the front desk follows up until a decision.
How does Pro365 GO help close more plans?
Every plan is recorded with status and date, with installments linked to finance. Pending plans become lists for WhatsApp campaigns, and KPIs and Pro365 AI show how much was quoted, accepted and is on hold.
Discover a new way to run your dental clinic.
See how Pro365 GO connects scheduling, clients, treatments, finances, KPIs and artificial intelligence.
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