Case Acceptance Strategies That Actually Work

If you’re ready to finally get patients to say yes with confidence, you’re in the right place! We'll share our proven case acceptance strategies to help your practice thrive and improve patient care.

In Part 1, we covered the mindset shifts necessary to boost case acceptance in any practice. If you haven’t listened to or read that yet, go back—because mindset is 80% of the equation. But today? We're diving into the tactical 20% that transforms results.

Whether you're a doctor, treatment coordinator, or dental team member, these practical, repeatable steps will help your practice close more cases—ethically, confidently, and consistently.

1. Mindset Still Matters (Even in the Tactics)

The words you use create your results. If you walk into a case with doubt or fear, your patients will feel it—and they’ll hesitate. Instead, approach every treatment conversation with this mindset:

"Everyone says yes to me. There is always a solution. We’ll find it together."

This isn't just positive thinking—it’s the foundation of confident communication. Confidence sells, not the treatment plan.

2. Doctors, Present with Clarity and Confidence

Comprehensive diagnosis is non-negotiable. Patients need to know exactly what’s going on and how to fix it. Don’t downplay the issue—use major league language for major league problems.

? Use the NDTR Handoff:

N – Next Visit

D – Date to Return

T – Time Needed

R – Recare Scheduled

This handoff is one of our most effective case acceptance strategies since it reduces confusion and objections, aligns the team, and gives the patient a clear path forward.

3. Treatment Coordinators—Schedule First, Present Second

This is the most powerful tactical change:

Always schedule before presenting fees.

It sounds backwards, but it sets the assumption that treatment is happening. When you lead with availability instead of cost, patients shift from “Do I want this?” to “How can I make this work?”

Try:

“Dr. Taylor recommended we get this taken care of. I have Monday at 1:00 or Wednesday at 2:00. Which works best for you?”

If they ask about the price, respond confidently:

“Absolutely, I’ll walk you through everything. Let’s secure your spot and then I’ll go over the full breakdown so you’re 100% confident moving forward.”

4. Present the Plan in the Right Order

Sequence matters. Avoid leading with insurance. Instead, try:

“Here’s the total investment for treatment. Insurance is expected to cover X, so your total out-of-pocket will be Y.”

Pro Tip: Don’t talk patients out of treatment by offering payment plans or discounts before they ask. Present with confidence—then provide solutions only if needed.

5. Objections Aren’t Roadblocks—They’re Opportunities

Most objections come from uncertainty. Your job? Bring clarity and build trust.

Common Objections & Responses:

• “I need to check with my spouse.”

  “Absolutely! What questions do you think they’ll have? I can help you prepare answers so you're ready.”

• “I need to check work.”

  “Let’s pencil you in. If anything needs to change, just give me a quick call!”

• “I’m not sure about the cost.”

  “Totally understand. Let’s talk about options. Do you have savings or would financing be helpful?”

• “This feels overwhelming.”

  “Let’s simplify this. Here’s what we’re doing and why—just one step at a time.”

When you see objections as a chance to support instead of defend, patients feel seen and safe—and they’re far more likely to say yes.

Case Acceptance Strategies: The Bottom Line

What you say—and how you say it—matters. These simple shifts in treatment planning:

• Help patients feel confident.

• Increase your case acceptance.

• Create a healthier, happier patient base.

• Boost practice production without being “salesy.”

And the best part? It’s not hard. It just takes practice, the right framework, and consistency.

Ready to Train Your Team with our Case Acceptance Strategies?

Dental A Team has helped hundreds of practices increase case acceptance by millions—with ease, integrity, and fun. If you're ready for expert coaching that actually works, schedule a call!

We love nothing more than to make sure YOUR dental practice is truly thriving! 

Don't forget to check out our podcast for more tips.