All the Tools. All the Solutions. All for Your Success.

Data Tracking In a Single Cloud-Based Platform

Through our partnership with Rise DDS, you will have access to their proprietary cloud-based platform that centralizes your marketing and patient data, providing full visibility and actionable insights. It integrates with all major Patient Management Systems and marketing channels - including Google, Meta, YouTube, Bing, and offline sources like radio and direct mail - to track performance and optimize your marketing budget. Features include detailed call monitoring, missed opportunity tracking, and marketing attribution, allowing you to see which campaigns generate the most revenue. With real-time new patient analytics, demographic reports, and Google Business Profile integration, our platform empowers your practice to make data-driven decisions that maximize patient acquisition and ROI.

Call Tracking

Think of Call Tracking as a doctor that cures businesses. Through call tracking, we examine the marketing, sales and training aspects of a particular company, just like a physician examines a patient. Call Tracking technology serves as the instrument that diagnoses your problems so we can provide solutions. If you aren’t tracking incoming sales calls, odds are you are missing vital leads generated by our call-to-action ads. Unless you use call tracking, you can’t tell how effective your advertising really is!

How It Works

Call tracking captures every caller’s phone number and location, identifies the advertising source and records calls for review, enabling you to return missed calls and recapture lost leads.

Why It Works

• Captures the lead
• Maximizes returns on investments
• Improves conversion rate of leads
• Allows you to hear first-hand what your customers and employees are saying

Effective Front Desk Training/Lead Intake Coaching

It's not enough to simply attract a high volume of high-value patients if your practice isn’t able to convert them into long-term loyal patrons. Having a well-trained front desk staff that can convert phone leads into new patients is critical to maximizing your marketing investment and running a profitable practice. Research shows that most dental consumers don’t fully understand clinical acumen or know how to assess a dentist’s skills. Instead, they rely on proxies such as availability, insurance handling, and the overall experience during the initial call. This makes your front desk team’s phone etiquette and ability to pre-sell the patient experience crucial to patient conversion.

At Rapport Dental, we offer consultancy services for your call staff as part of our core marketing package because we believe in its importance so strongly. Your administrative team is often the first point of contact for new patients, and it’s essential that they set the right expectations while guiding patients into the practice. Our dedicated Call Grader listens to and analyzes the vast majority of calls coming through our marketing campaigns using our proprietary grading system. We regularly provide feedback and coaching on industry-leading sales and service techniques to ensure your staff can convert new leads into loyal patients. By aligning your phone strategy with world-class service, we help ensure your practice achieves long-term growth and success.

Full Lead Tracking and Monitoring

We provide three types of reports each month to keep your practice informed and ensure you’re maximizing every patient lead:

Daily Alerts

We send alerts via email to your Office Manager (or any designated staff member) when calls come in that could have converted into new patients but didn’t. These alerts allow your team to quickly follow up on missed opportunities and recover potential revenue. Our vigilant monitoring of phone calls alone has helped clients generate significant additional income by ensuring no lead is left unattended.

Weekly Performance Reports

• Ad Positioning: A clear view of how your ads are performing compared to competitors, along with your average ad positions on Google.
• Demographic and Audience Data: Insights into who is engaging with your ads, when they’re interacting, and what they’re searching for. This valuable data can be applied across all your marketing efforts to further improve targeting and results.
• Website Traffic and SEO Performance: Metrics on how many visitors are coming to your site, along with detailed keyword performance data to gauge the effectiveness of your SEO strategy.
• Secret Shopper Call Samples: We randomly sample incoming calls to monitor script adherence, assess appointment availability, and ensure your team is fully prepared to meet patient demand.

Monthly Reports

In addition to a summary of the daily and weekly data, our monthly report includes a full breakdown of confirmed patient bookings and identifies the largest missed opportunities. We’ll also outline a strategic plan to address these gaps in the following month, ensuring continuous improvement in your patient acquisition efforts.

New Patient Tracking - We’ll show you the name of every new patient we bring you

Our 'Booked New Patients' tool provides valuable insights into the sources of your new patients and how effectively your team is managing them. You’ll have access to key details for each patient, including the marketing channel or ad that brought them in, their insurance information, the treatments they’re interested in, and a summary of how your staff handled the initial call. This feature bridges the gap between your marketing spend and patient acquisition, ensuring that every lead is tracked efficiently. You’ll also be able to measure the performance of each marketing channel and track the revenue generated by each patient, giving you a clear view of your marketing return on investment (ROI).

Missed Opportunities Tracking

A common challenge for dental practices is missed opportunities with potential patients. Rise DDS platform screens all new patient calls and monitors front desk performance to automatically generate reports on cases where appointments should have been booked but were missed. By providing a detailed view of every missed opportunity and insights into why patients didn’t schedule, we equip your practice with actionable data. This allows us to make necessary adjustments in your business and marketing strategies and coach your staff to improve conversion rates and enhance overall practice performance.

Lightning-Fast Website Hosting + 4 hours/mo of Development Updates

Your website will be hosted on a private, secure, and encrypted server, backed by our expert web development team to ensure seamless performance. We take pride in offering robust hosting solutions designed to meet the highest standards of speed, security, and reliability.

Hosting Specifications:

• Available resources: Ultimate Plan with 2 CPU, 1 GB RAM, and 125 entry processes. Economy & Deluxe plans offer 1 CPU, 512 MB RAM, and 100 entry processes, ensuring scalable options based on your needs.
• Our Premium DNS optimizes your site's availability, enhances security, and addresses common access issues, ensuring that your website remains fast, responsive, and dependable.

In addition to secure hosting, we include all necessary WordPress updates, plus up to 4 hours per month of content and image updates, ensuring that your site remains up-to-date and aligned with your business goals.

Google Ads

Google AdWords is one of the most powerful tools to attract implant patients and other high-value cases to your practice. When executed properly, this form of digital advertising can drive the majority of your online patient flow—and even surpass other channels in generating new patients. As a Premier Google Partner, we gain exclusive access to valuable insights, such as customer behavior patterns, localized search trends, and competitor intelligence.

Our first step is to refine your geographic and prospect targeting to ensure that your marketing budget is optimized, preventing wasted spend on leads that are unlikely to convert. This detailed map and profile breakdown will be approved by you right from the start, and it can be applied across all of your marketing channels to maximize efficiency and patient acquisition.

On-Site Lead-Driven SEO Optimization

Search Engine Optimization (SEO) is essential for organically driving your website, links, and profiles to the top of Google, making it one of the most reliable ways to bring new patients to your practice. Why is this so powerful? Because patients will always turn to search engines like Google when seeking local dental services, and being at the top is key to capturing their attention. The landscape of SEO is continually evolving. For example, ranking #1 on Google Maps can often drive more targeted traffic to your landing page than specific website keywords, illustrating just one of the many ways SEO delivers value.

Our SEO strategies are designed to ensure your Google Ads remain as cost-effective as possible, your map listings stay at the top when it matters, and your website ranks high for the key terms that drive patient growth. This comprehensive approach ensures you see tangible results, with a steady stream of new patients and a strong return on investment.

We recommend targeting at least 10 specific keywords to maximize your practice’s visibility for core services and achieve optimal market saturation.

With your Live SEO Dashboard, My Practice Portal, you’ll have 24/7 access to a live SEO dashboard, showing your current rankings for all targeted keywords, total website traffic, and other key performance metrics in real-time, so you can track your progress and stay informed every step of the way.

Full Social Strategy Consulting and Online Reputation Management

Most social media management today lacks substance and fails to effectively bring new patients into your practice. Our approach to platforms like Facebook, Instagram, and YouTube (the second-largest search engine after Google) focuses on creating informative, engaging, and original content tailored to your community. We collaborate with you to produce 2-3 videos for each of your key treatments, as well as general practice content, ensuring that it reaches the right people in your local area—not just your existing followers.

Each week, we’ll also post 1-2 image-based content pieces, showcasing office events, dental-related holidays, and themes that resonate with your audience. Based on market insights, we’ll curate content designed to drive engagement and new bookings. By transforming the most popular pieces into targeted Facebook ads, we’ll extend your reach to relevant community members within a 10-20 mile radius. This builds trust in your practice and increases visibility, attracting new patients beyond just those who follow you on social media.

Additionally, we’ll help you generate as many 5-star reviews as possible through our proven system, which has consistently helped offices accumulate hundreds of new, authentic reviews on platforms like Google, Facebook, and Yelp in just a few months.

Our Social Media Consultant will also work directly with an in-office contact to promote events on your Google My Business and Facebook pages. We fully optimize and boost your Google My Business listing, which is increasingly becoming the top way for prospective patients to discover and book your services online. A minimum of two unique posts per week is guaranteed, in addition to support for event promotion.

Ongoing Marketing/Positioning/Business Strategy Sessions

We believe in continuous improvement, which is why we’ll regularly check in with your team to provide updates and actionable feedback on your marketing, positioning, and overall business strategy. By leveraging existing data from your clinic and staying ahead of evolving trends in both the dental industry and marketing, we ensure your strategy remains relevant and effective.

In addition to monitoring these trends, we also adjust your approach based on new competitors entering the market or existing competitors adopting innovative strategies. Our goal is to keep you one step ahead by refining your positioning and optimizing your marketing efforts in response to changing dynamics. With our ongoing sessions, you’ll stay informed and equipped to capitalize on new opportunities while ensuring long-term success.

Targeted, Data-Driven Mailers

Our primary objective is to generate maximum brand awareness and familiarity within the closest 15,000 to 20,000 households near your office. These households represent over 60,000 potential patients, most likely to stay engaged in ongoing care. Based on data derived from our clients' search histories, we know that dental consumers tend to use practice names, practitioner names, and variations of both when searching for dental services.

We follow a business model similar to Apple’s, ensuring your practice is visible to as many potential patients as possible. Alongside effective signage, direct mail remains one of the most affordable and impactful ways to reach your target audience. We handle every aspect of the process—from design to printing, addressing, and mailing—delivering targeted direct mail brochures for less than the cost of a stamp. Our oversized brochure (11.25 x 17 inches) stands out compared to traditional 6x11 or 9x6 postcards, ensuring your message gets noticed.

Our designs are focus-group tested and market-validated. In 2022 alone, we mailed 133 million pieces across the U.S., helping our clients grow by an average of 15%, despite industry challenges. We build customized mailing lists based on factors like proximity to your practice, homeownership, income levels, and households with children, targeting insured and employed individuals. By tracking new patient return visits for hygiene, we ensure every touchpoint is optimized to drive long-term patient engagement.

Each location will receive a complimentary Demographic Report, Saturation Map, and Penetration Report, providing an in-depth analysis of the mail routes surrounding your practice. These reports offer valuable insights into the closest households, helping you strategically target potential patients.

We distribute a minimum of 5,000 brochures per month, ensuring that each home within your target area is reached every 60-90 days. This frequency helps build strong brand recognition and fosters a lasting connection with your local community.

To further enhance your patient retention strategy, we analyze 24 months of patient data to assess the effectiveness of your office in maintaining patient loyalty. After all, acquiring new patients is only part of the equation—retaining them is key to long-term success.