Clear aligners are increasingly popular with patients and dentists alike. Integrating them into your practice can help boost your success. However, to operate a dental practice effectively, a carefully crafted plan is necessary. Here, we present a checklist for clear aligner success in a dental practice and to guide it to the next level.
The steps to follow for success:
Become a Proligner provider
Set your clinic up for success
Accept your first patient
Focus on aligners
Train your team
Marketing
If you're just starting with Proligner simply work through this guide, or if you've treated a few cases already feel free to skip to the relevant section. Remember, we are available to help at any step.
Download this checklist to check off each item.
1. Become a Proligner Provider
Collaborating with a skilled clear aligner provider with extensive experience in clear aligner treatment planning and fabrication is crucial. A skilled lab ensures the production of high-quality aligners that fit the patient's teeth correctly and achieves the desired tooth movements. They provide effective communication and regard timely feedback as essential throughout the process. Proligner cares about your clinic and enabling you to increase your skillset and comfort in treating increasingly challenging cases.
Proligner provides a range transparent, removable trays designed to best match a patients’ treatment needs and provide a more comfortable and discreet alternative to traditional braces. This is matched with a responsive service who care about your clinic.
Register at proligner.com
(Read: How to register)
Log in to the doctor’s portal at dr.proligner.com and familiarise yourself.
[Watch the How to submit a case on YouTube. LINK TBC]
If you’re new to orthodontics, read each of the Proligner series on:
Get acquainted with your Account Manager. Tell your receptionist to expect a call from a Proligner a day or two after registration. You can also email (support@proligner.com) or call us on WhatsApp.
2. Set your clinic up for success
a. Equipment:
Gather the necessary equipment required to manage clear aligner cases. This includes equipment for:
Capturing patients’ dentition
We recommend clinics invest in a digital intraoral scanner. They are an increasingly essential tool in a modern dental clinic’s tool kit, accelerating workflows, increasing accuracy, and enabling greater revenue generation, with multiple uses beyond aiding the accurate provision of aligners. Aligners can only be as accurate as the initial detail provided on the teeth. Intraoral scanning is more accurate in every respect than taking traditional impressions with PVS. Cutting-edge technology, such as digital scanners, can capture detailed 3D images of the patient's teeth, ensuring precise measurements. Their cost is quickly offset with reduced patient chair time with faster turnaround times, and reduced rework from poor impressions.
To capture your patients’ dentition, you’ll need:
an intraoral scanner; or
PVS impression material and plastic impression trays.
Proligner does not accept alginate impressions, stone models, or metal impression trays. Please provide them to your clinic or ask Proligner for a referral to a recommended lab. Be sure to use disposable trays when submitting impressions.
Taking photos
You’ll need a way to take and upload high-quality photos:
Digital camera or smartphone
Mirrors for buccal and arch photos
Read the article on Taking pictures for Proligner clear aligner cases
Placing attachments
This may not be initially required for simple cases, but will be necessary as you increase your experience and take on increasingly complex cases.
Equipment includes:
Scaler
Light curing gun
Acid etch
Paste type composite
Flowable composite
Bonding agent
Petroleum jelly (optional, to coat the engage voids so they are simpler to remove)
Engager template (comes with the patient’s aligners)
To clearly identify a case’s complexity download the Movement Difficulty Classification Guidelines.
Performing IPR
Again, this may not be initially required for simple cases, but will be necessary as you increase your experience and take on increasingly complex cases.
Read the Guide on IPR. This article addresses the various equipment options for performing IPR which can be grouped into either hand stripping or mechanical techniques. As you increase the number of clear aligner patients we recommend you invest in a mechanical option, such as a Swingle. This reduces patient chair time and improves results, quickly returning its investment. It also improves the otherwise uncomfortable IPR experience for your patient.
b. Education:
Register for an online or workshop Introduction to Clear Aligners Course. While this isn’t required, we highly recommend it. These courses answer many of the most common questions that our support staff receives. Your staff are encouraged to read the Proligner articles and accompany you to live workshops at a reduced rate.
c. Marketing Material:
Proligner provides a library of free marketing collateral available to download such as: posters; patient information flyers; pull up banners; booklets; a strut card; digital logos and graphics, web assets, and videos.
d. SEO:
Hire a marketing firm that specialises in building SEO for dental clinics that provide aligners. Start this early as SEO takes time and consistency. Ask your Account Manager for a recommendation.
e. Clinic Documents:
Have the necessary clinical and legal documents on hand to assist you provide treatment. These include: Movement Classification Guidelines; PVS Guide; Patient Informed Consent Form; Patient Information Booklet, Privacy and Data Protection Policy; and Patient User Guides. Proligner provides these free to Download.
f. Pricing:
Set your pricing. Usually this depends on the complexity of treatment that drive the patient’s chair time, and length of treatment. Be sure to allow yourself a sustainable profit margin.
3. Accept your first patient
Start simple. Accept a case with only minor issue to be corrected in less than a dozen steps, without major crowding that might require interproximal reduction (IPR) or challenging movements requiring attachments. Anterior teeth are easier to correct than posterior teeth, and tipping is easier than extrusion or rotation. Read the Movement Classification Guide to provide you an indication of a case’s complexity. Also take into consideration a patient’s likelihood they shall follow the strict requirement to wear the aligners 22 hours a day. Consider initially treating a staff member, a family member, or perhaps even yourself.
Read the articles on:
Informed consent. Every patient should read and sign an informed consent form. Make sure they understand these key points:
You, the doctor, are responsible for their care.
Proligner aligners are based on your prescription.
Patients should contact you if they have any questions or concerns.
Any orthodontic treatment carries some risks.
No one can guarantee a successful outcome.
Aligners need to be worn consistently: 22 hours a day, every day.
Most people will need retainers after completing treatment.
There may be additional costs for revisions, replacements, or retainers.
Take x-rays, photos, and impressions or scans. For impressions, refer to the PVS Guide. Proligner does not accept impression but as approved clinics we can recommend. For digital scans, refer to you’re the manufacturer.
Submit your prescription at dr.proligner.com.
Review and approve the treatment setup.
Teach your patient how to wear and care for their aligners. Instructions are in the Patient Guide included in their aligner box. Have your patients watch: How to wear your Proligner clear aligners and What comes in your Premium Aligner Box? It is absolutely essential for your patient to understand the importance of wearing aligners consistently. This is the single most important factor in treatment success.
Aligners. Provide the patient their aligners and check their progress at each appointment. For some patients it is advisable only to provide a few aligners at a time to get them through to the next appointment. A great advantage of aligners is that your patient can remove them, which is also a risk that they will not wear them or lose them all together. Use your judgement regarding who will likely be compliant and responsible.
Regular Monitoring and Adjustments. Throughout the treatment, it is important to schedule regular check-ups with the patient to monitor progress and make any necessary adjustments. This allows the dentist to ensure that the teeth are moving as planned and make modifications if required. Monitoring also involves timely provision of replacement aligner trays if the previous ones become damaged or lost.
Patient Compliance and Education. Patient compliance plays a vital role in the success of clear aligner treatment. Providing patients with detailed instructions on wearing and caring for their aligners is crucial. They should be educated about wearing their aligners for the recommended hours daily, removing them only when eating or drinking, and maintaining proper oral hygiene. Clear communication can help patients adhere to the treatment plan and achieve optimal results.
Retainers. After completion of the clear aligner treatment, a retention phase is necessary to prevent relapse. Using retainers, either removable or fixed, helps maintain the achieved teeth alignment. Customised retention plans for each patient should be formulated, taking into consideration individual needs and the complexity of the initial malocclusion. See Retention.
Regular Follow-up. Even after the completion of the retention phase, regular follow-up appointments should be scheduled to monitor long-term stability and address any concerns. This helps ensure that the treatment outcome remains successful in the years to come.
Help. Don’t hesitate to ask for guidance.
Send us a message (www.proligner.com/contact)
Email (support@proligner.com),
WhatsApp to chat or
Call your Account Manager.
Be prepared with your office email or phone number, and (if applicable) the case number.
4. Focus on aligners
Patients need guidance and rely on you to inform them what is best for them. Most patients spend little time thinking about dentistry and will rarely walk into your practice asking for clear aligners. Most people don’t consider correcting a malocclusion until a solution is presented to them and they’re made aware of the benefits. Put these actions in place to establish yourself as a successful practice:
Query. Ask every patient whether they’re happy with their smile, prompting them with questions like:
How would you rate your smile from 1 to 10?
What would you change about your teeth?
Does it feel like your teeth fit together properly when you bite down?
Inspire. Let them know the benefits of an attractive smile, and that straight teeth are not superficial but provide real health, lifestyle, and self-confidence benefits.
Educate. Talk to every patient about clear aligners, regardless of what they come in for. Even if a patient isn’t a good candidate, they may know someone else who is. If they are a good candidate, include aligners in their treatment plan and make sure they have a brochure and are aware of their benefits when they leave.
Hands on. Provide a typodont and sample aligners while teaching them about them.
Front of Mind. Play videos for patients in the waiting and exam rooms to introduce them to Proligner clear aligners, as well as motivational videos for improving their smile. These can be played on a loop. (YouTube or Videos for download).
Promotional Materials. Place Proligner promotional materials in each part of your practice that patients visit. You can order promotional materials from your Account Manager or download them.
Display brochures in your waiting room and exam rooms.
Hang posters throughout the office.
Update your website. Add information about Proligner to your practice’s website. Logos, images, and other collateral is available for free download.
Set achievable treatment goals. Start simple and work your way up to treating more difficult malocclusions as you gain experience and confidence with clear aligner treatment. Even minor anterior corrections can make a big difference in a patient’s self-confidence.
5. Train your team
Have your whole team involved. All staff need to understand their role in successfully implementing clear aligner treatment. All staff need to be prepared to promote clear aligners to any patient that could benefit from them.
Staff education. All staff need to understand the basics of clear aligners and where to get help. Action for them to:
Read the Proligner Introduction to Aligners series.
Become familiar with the Doctor Portal.
Take an online course or attend a workshop: Education.
Become acquainted with the Account Manager.
Chat with Support.
Roles. Provide staff laminated cards detailing their roles and responsibilities. See below for suggestions.
Monitor. Conduct regular staff check-ins to review each staff member’s development and effectiveness, and review the contribution of clear aligners to the growth of the practice.
Examples of specific responsibilities you could assign to staff members:
Receptionists. As usually the first to welcome new patients they need to be able to discuss clear aligners. They can:
Promote the practice as a provider of clear aligners
Identify potential clear aligner patients
Have patients complete a new patient survey/questionnaire
Take note of patients taking interest in the videos showing in waiting room
Dental Hygienists. Amiable hygienists can initiate a conversation about clear aligners and are close enough to clearly identify potential patients before passing the conversation to the doctor. Educating hygienists on the basics of orthodontics and their benefits notably contributes to sales. They can:
Identify conditions that may benefit from orthodontic correction.
Identify symptoms of occlusal disease.
Educate patients about how correcting malocclusion can improve oral health.
Educate patients on the basics of how clear aligners work and their benefits.
Dental Assistants. With direct, frequent contact with patients, Assistants can contribute strongly towards patient education and aligner promotion. They can:
Engage with potential patients by discussing:
Whether there’s anything that they want to change about their smile
The benefits of clear aligners over traditional metal bracers
Perform a workup:
Confirm that the Informed Consent Agreement has been signed
Take scans/impressions
Take photos
Conduct a chairside examination
Complete an online prescription
Educate:
How to wear aligners
The importance wearing the aligners the required amount everyday
How to clean and care for aligners
What to expect regarding attachments and IPR, if necessary
Appointment assistance:
Retrieve the necessary sets of aligners
Review the treatment plan
Prepare for attachment and IPR, if necessary
Identify whether the patient is following the prescription and wear time of 22 hours a day
Identify whether there is any discomfort or issues
Document the progress in the treatment notes
Encourage patients to share their Proligner experience with their friends
Enrol in education for clear aligner treatment
Treatment Coordinators or Office Managers. An important role in closing a decision to progress with clear aligner treatment is a discussion regarding pricing and financing with patients. Some practices have the Treatment Coordinator or Office Manager who is skilled at comfortably discussing these topics is key to sealing the decision to proceed. They can:
Discuss clear aligners with patients to identify prospects for the doctor
Show patients their treatment plans when needed
Promote the benefits and ultimate return on investment
Discuss insurance, pricing, payment, and financing options
Inform patient of their responsibilities with regards to payments, appointments, etc.
Follow up with potential patients that were interested in clear aligner treatment
Clear Aligner Manager. Some practices find it helpful to dedicate a team member to managing the clear aligner workflow. This could be implemented by assigning additional responsibilities to an existing employee, or dedicating a staff member in a high-volume practice. They can:
Aid the doctor to submit clear aligner prescriptions online
Inform the doctor when treatment setups are available for review
Manage the storage of aligner boxes
Schedule patients for the fitting of their aligners and check ups
Order and track revisions
Order retainers and replacements
Organise marketing and promotion of clear aligners
Coordinate with a Proligner Account Manager to get promotional materials and resolve support issues
Act as a team leader in motivating all staff members (and the doctor) to successfully integrate and maintain the practice’s community leadership in clear aligner
Work with the practice’s financial manager to administer clear aligner treatment
Coordinate with the finance company to verify qualified patients and promote to them
6. Marketing
In-clinic
Create on-hold phone message promoting clear aligners.
Generate good word of mouth. Hold a staff meeting to get everyone on board identifying actions to create positive referrals.
Print referral cards. These can offer services such as free x-rays, exam, and a consultation, and should be distributed to every patient that comes into your office. Be sure to mention the typical cost of these services, to increase the perceived value of the offer.
Have a staff member in treatment as a conversation starter. They’ll be able to speak directly from personal experience.
Establish a practice mission statement and regular goals.
Conduct “Lunch and Learn” sessions with other interested professionals.
Ask your patient financing service to conduct a “soft hit” to identify pre-qualified prospects in your patient database, and target them in your marketing.
Social media
Establish and maintain your practice’s Facebook page. Have contact details, an address and basic content showcasing your speciality and the good work you have done for your patients. Patients often check whether you have experience with clear aligners by checking your social feed. With the patient’s permission, post before and after images, and handing tips for patients. A post once or twice a month is all that is required and assigned as a responsibility of a team member.
Pass your before-and-after successes with details of treatment to us and we will promote your success on the Proligner platforms too.
Manage your presence on social media. Stay in touch with patients and prospects on Facebook, Twitter, and Instagram, and keep up your reputation on review sites like TrustPilot, and Google My Business.
Direct Mail/Email
Friendly reminders to existing patients of an upcoming check-up may feature an offer for a free clear aligner treatment plan or a discount for treatment for them or a friend, as a limited time offer. This may also boost referrals.
Send promotions to current and potential patients announcing that you offer Proligner.
Send monthly newsletters promoting current specials and services.
Sales and Promotions
Offer occasional limited time introductory promotions. Coordinate the promotion across your channels, including your website with a custom banner, social platforms, and direct email, accompanied with some non-digital media.
Run promotions such as:
Free whitening with clear aligner treatment
Free or discounted initial consultation and treatment setup
Free starter kit items (cleaner, remover tool, chews, aligner case)
Discounts on aligners or retainers
Send promotional material to patients starting treatment such as cookies, a branded mug, toothbrush, balloons or a gift card along with referral cards.
Consider traditional advertising like TV, newspaper, radio, and billboards if they fit your budget and location.
peak about clear aligners at community meetings, school programs, and other events.
Schedule a “Proligner Day” promoting clear aligners and offering discounts for anyone who signs up that day.
Hold contests and giveaways to gather leads for potential patients.
Give back to the community. Select a cause that will position you better with your targeted audience.
Website
Add “Proligner” and “clear aligners treatment” to your website as a service that you offer. When potential patient enters these key search terms when searching for a local provider, your practice will be shortlisted. This simple step can make a tremendous difference to sourcing clear aligner patients. You can source Proligner logos from the Proligner marketing page. Create a link to the Proligner website to increase patient confidence and enable them to self-educate.
Make sure your website is up to date and optimised for search engines. You can also invest in paid search results and email marketing. Proligner can refer to a marketing firm that specialises in promoting clinics that offer clear aligners. Offers can include SEO promotion, discounted website design, and internet marketing services to Proligner providers.
Treatment Plan as a Sales Tool
Provide your patient a link to their treatment plan. They will be able to interact with it and see how their smile will improve over their treatment plan, get excited about their treatment, and enable them to share the treatment with family and friends to also boost referrals.
Confidence
Be confident in yourself and the improvement you are offering for your patient’s health and lifestyle. You should be frank about these improvements. There is no requirement to pressure patients to progress with treatment, rather simply educate the patient how treatment works and the benefits they’ll experience. This approach often resonates best with the dentist's personality and their motivation to help patients.
Conclusion
By following this guide for clear aligner success in a dental clinic, dentists can optimise patient outcomes and provide effective orthodontic treatment using clear aligners. The emphasis on thorough examination, treatment planning, patient education, and collaboration with skilled labs will contribute to the success of this modern orthodontic treatment approach.
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