Send and Manage CoTreat Packs with Confidence

Why this matters

Your role is to help patients clearly understand their treatment options after the appointment, without adding pressure or extra admin.
Using CoTreat Packs consistently saves time, reduces follow-up effort, and helps patients feel confident reviewing their options at home.

You are supporting understanding and continuity of care, not selling.

Who this is for

Treatment Coordinators
Reception / Front Desk team members

(For clinics without a dedicated Treatment Coordinator, this role is usually handled by Reception or Front Desk.)

When you’d use this

You’ll use CoTreat after the dentist has discussed treatment and images are available, usually on the same day as the appointment.

Your role in CoTreat

You support the dentist’s clinical conversation by:

Preparing and sending CoTreat Packs
Reinforcing clarity using the same images discussed chairside
Following up calmly, without pressure

Your focus is patient confidence and clarity.

The 4-Step Treatment Coordinator Flow

1. Capture the Dentist Handoff (Before Sending)

Before sending a plan, confirm with the dentist:

The treatment focus
Which 1–3 images to include (X-rays, scans, photos)
Any guidance for the patient (for example: early, optional, not urgent)

This ensures the plan is clinically aligned and personalised, without requiring the dentist to send or follow up themselves.

2. Send the Customised CoTreat Pack (Core Habit)

When to send

Same day as the appointment
Ideally before the patient leaves the clinic

CoTreat Packs should be the default follow-up for all eligible patients. Consistency here has the biggest impact on outcomes.

What to send

Use CoTreat templates as the default
Include dentist-recommended images
Keep plans clear, focused, and relevant
Avoid rebuilding plans unless clinically required

Templates ensure speed, consistency, and a high-quality patient experience.

3. Introduce the Plan to the Patient

How you introduce the plan directly affects whether the patient opens it.

Standard send script (most appointments)

“I’ve just sent you your CoTreat Pack. It’s a personalised plan created just for you, with your images, the options discussed today, and clear next steps. You can open it on your phone now or review it at home when it suits you.”

Creating excitement (aesthetic or elective treatments)

“Once you open the plan, you’ll see your scans and a visual breakdown of your options. Most patients find this much clearer than trying to remember everything from the appointment.”

If the patient says “I’ll think about it”

“That’s exactly why we send this. It gives you something clear to review at home so you don’t have to rely on memory.”

4. Manage Follow-Up (Build the Habit)

Conversations

Monitor patient replies and questions
Respond to clarification requests or next-step discussions

This reduces phone tag and manual chasing.

Pipeline (visibility, not pressure)

The pipeline helps you see where each patient is and what to do next. It is a tracking tool, not a pushing tool.

Example starting pipeline stages

Not Yet Sent - Conversation happened, plan not sent
Sent - Plan delivered
Follow-Up Required - Viewed, no response yet
Requested to Proceed - High intent
Booked - Treatment scheduled
Treatment Completed - Outcome confirmed
Not Proceeding (For Now) - Closed, or revisit later

When a Plan May Not Be Needed

Follow-up treatment with no new information

“Because today is a follow-up treatment and everything is already underway, we don’t need to send a new plan. If anything changes or you’d like a summary, just let us know and we’re happy to send one.”

Best-practice tips

Send plans the same day while the appointment is still fresh
Focus on 2–3 follow-ups per day rather than chasing everyone
Keep messages short and consistent
Use CoTreat instead of handwritten notes or long emails

If something doesn’t look right

If a patient isn’t appearing or a plan won’t send, double-check their mobile number and appointment details.
If you’re unsure, our support team can help.

Why the Treatment Coordinator role matters

When this process is followed consistently:

Plans are sent reliably
Patients are more engaged and informed
Follow-ups feel easier and more natural
Less time is spent chasing or re-explaining
The clinic delivers a professional, consistent experience

CoTreat helps Treatment Coordinators work smarter, not harder — turning follow-up into a structured, value-driven process.

Need help?

If you’d like a hand or something doesn’t look right, our support team is happy to help.