Understanding Dental Case Acceptance Rates

Case acceptance rate indicates how well patients understand and commit to their recommended treatments. It’s calculated by dividing the number of accepted treatment plans by the total presented.

General and restorative practices typically see acceptance rates of 80–90%, while orthodontic practices average around 60–70%. These differences reflect factors like case complexity, cost, and patient hesitations.

A strong acceptance rate means more completed treatment and better patient retention. If acceptance is low, it may signal a need for clearer communication, better financial options, or stronger trust-building strategies. Tracking and refining this metric helps create a practice where patients feel confident saying “yes” to care.

Common Barriers to Dental Case Acceptance

Several factors contribute to low dental case acceptance rates:

• Financial concerns: Often the primary reason patients decline treatment.

• Lack of insurance coverage: Some patients lack dental insurance, while Medicare doesn't cover dental care for patients over 65.

• Fear and anxiety: Emotional vulnerabilities significantly impact patients' decision-making.

• Poor communication: Ineffective communication about treatment necessity reduces acceptance.

• Lack of understanding: Patients who don't comprehend proposed treatments are less likely to accept them.

• Trust issues: Without trust between practice and patient, acceptance rates suffer.

1. Improve Patient Communication and Education for Better Dental Case Acceptance

Using clear, patient-friendly communication can increase case acceptance. Many patients hesitate due to fear, cost concerns, or a lack of understanding. Simplifying explanations, actively listening, and fostering trust help them make informed decisions.

Everyday language makes treatment discussions more accessible. Jargon like caries, calculus, or radiograph can make procedures seem complicated. Instead, familiar terms like cavity, tartar, or x-ray clarify explanations. Analogies, such as comparing gum disease treatment to repairing a house’s foundation, help patients understand the importance of care.

Active listening strengthens patient relationships and uncovers concerns. Maintaining eye contact, using open body language, and responding with nods or expressions show engagement. Paraphrasing their concerns and asking open-ended questions encourage dialogue and build trust.

Patients appreciate clear, concise explanations and organized discussions that address their needs. A patient-centered approach—considering financial factors, cultural background, and comfort level—creates a stronger partnership.

2. Address Financial Concerns Proactively

Cost is one of the biggest reasons patients delay or avoid dental care. Addressing financial concerns with transparency and discussing flexible payment options can ease hesitation and improve case acceptance.

Break down costs by procedure and explain their necessity. Written estimates give patients time to review expenses, and eliminating hidden fees instills confidence in their financial commitment. 

Flexible payment options make treatment more accessible. Third-party financing services help patients manage costs over time, while in-house payment plans offer direct payment alternatives. Subscription-based membership plans covering preventive care with treatment discounts provide additional support for uninsured patients.

Educating patients about insurance and alternative funding can ease concerns. Many are unaware of their coverage details, annual maximums, or tax deductions for dental expenses. Explaining FSAs, HSAs, and third-party financing options can help patients make informed decisions.

3. Leverage Technology

Modern technology can improve patient management and treatment presentations for higher case acceptance rates. 

AI-powered software simplifies booking, reduces no-shows, and automates reminders, allowing staff to focus on patient care. Digital treatment plans with intraoral photos, X-rays, 3D scans, and before-and-after galleries make procedures clearer, increasing patient confidence in recommended treatments.

Personalized messaging, strategic reminders, and virtual check-ins can boost patient commitment while reducing chair time. Research shows digital communication improves patient engagement by over 60%.

4. Optimize Treatment Presentation

How you present treatment plans significantly influences a patient’s decision to move forward with care. Emphasize the benefits of clinical procedures. Instead of detailing the mechanics of scaling and root planing, explain how it improves gum health, prevents tooth loss, and supports overall well-being. Patients are more likely to commit to treatment when they understand its real-life impact.

Avoid jargon and tailor explanations to the patient’s age, education level, and familiarity with dental care. Being direct and easy to understand helps eliminate confusion and builds trust.

Visual aids make complex treatments more accessible. Intraoral photographs, handouts, and models allow patients to see the problem and understand the proposed solution. Digital tools like intraoral scans and interactive resources can simplify treatment concepts and increase acceptance.

Addressing common concerns upfront—such as recovery time, pain management, and insurance coverage—helps ease hesitation. Patients feel more confident when they are actively involved in their care decisions. 

5. Track and Measure Dental Case Acceptance Rates

To calculate your dental case acceptance rate, use this formula:

Number of accepted treatment plans / Number of presented treatment plans * 100 = Dental Case Acceptance Rate

Consider these industry benchmarks when establishing targets:

• General dentistry target: 90% (high-performing practices)

• Average dental practice: 34%

• Average orthodontic practice: 60-70%

• Top-tier orthodontic practices: 80-90%

Set realistic incremental goals to move your practice toward these benchmarks. When patients decline treatment, ask why they opted not to proceed, as their answers can reveal valuable insights for refining your case presentation methods. Identify patterns in which types of treatments have higher acceptance rates and which team members may be more effective at presenting treatment plans.

Track dental case acceptance using:

• Practice management software features

• Manual tracking systems (spreadsheets)

• Dashboards for tracking dental KPIs

6. Create a Comfortable Environment

The physical environment, staff interactions, and overall atmosphere all contribute to patients’ comfort and trust in your care. A clean, well-organized space signals professionalism, while a quiet, distraction-free setting fosters relaxation and open communication. Even subtle details, such as lighting, background music, and seating arrangements, can influence a patient’s willingness to proceed with treatment.

Staff interactions play an important role in shaping patient confidence. Personalized interactions and an engaged team create a welcoming experience. When staff members enthusiastically discuss treatment options and reinforce the provider’s expertise, they help ease patient uncertainty.

Empathy and patient-centered communication further strengthen trust. Engage patients in discussions that align with their personal goals and values. A practice that prioritizes both clinical excellence and emotional comfort creates an environment where patients feel comfortable making decisions regarding their care. 

7. Offer Flexible Scheduling

Expanding availability makes dental care more accessible. Offering early morning, evening, or weekend appointments accommodates busy patients, making it easier for them to prioritize treatment.

Online booking simplifies scheduling by allowing patients to check availability, select appointment types, and receive automatic confirmations. A real-time system integrated with practice management software can reduce scheduling conflicts.

How you present scheduling options also affects follow-through. Instead of asking, "When would you like to come in?" offer specific choices like, "Would you prefer this week or next?" or "Morning or afternoon?" Providing structured options makes decisions easier and increases appointment commitments.

8. Highlight Success Stories

Practices that consistently use patient reviews and showcase patient testimonials create a compelling narrative of success that attracts new patients.

For example, before-and-after stories provide visual evidence of your clinical excellence. These transformation stories work because they:

• Make abstract benefits tangible through visual evidence

• Create emotional connections through personal narratives

• Demonstrate specific outcomes for particular treatments

• Allow potential patients to imagine similar results for themselves

To maximize testimonial impact, use both written and video testimonials.

For optimal results, guide patients when requesting testimonials. Asking specific questions about their experience helps them articulate the aspects of your care that resonated most, which is a key component of effective dental reputation management.

Increase Case Acceptance Rates with a Dedicated and Skilled Team

Implementing strategies to improve patient communication and building strong patient relationships can improve dental case acceptance rates.​ However, the success of these strategies heavily relies on having a dedicated and skilled team.

At Teero, we understand the challenges dental practices face in maintaining consistent staffing. Our platform connects you with top dental hygienists so your team remains robust and your operations smooth. This lets you focus on providing exceptional patient care and increasing case acceptance rates.​

Don't let staffing challenges hinder your practice's growth. Explore how Teero can support your team and contribute to your practice's success.