How to Build Your Relationship With Patients

The dentist-patient relationship thrives on effective communication, trust, and patient-centered approaches. When patients feel comfortable with their dentist, they're more likely to share honest medical histories, discuss concerns, follow treatment plans, and return for preventive care. This can all lead to better clinical outcomes.

Strong dentist-patient relationships deliver business benefits too: patient loyalty, referrals, positive reviews, and a better practice reputation. They also help temporary staff assimilate more smoothly, as patients feel secure in the overall practice relationship.

1. Use Clear and Comprehensive Communication

Patients rely on you to make complex information accessible, especially when anxious or unsure. Avoid dental jargon and break procedures down into simple, digestible steps. Visual aids like diagrams or models can help.

But clarity goes both ways. Strong communication also means listening without distraction or interruption. Reflect patients' concerns in your own words and show empathy. Open-ended questions can uncover issues that might otherwise go unspoken, especially in patients who are hesitant to ask questions.

Nonverbal cues matter, too. Warm eye contact, relaxed posture, and positioning yourself at eye level help create a sense of ease. These small, intentional gestures build trust over time, making patients more likely to return, follow through on treatment, and refer others to your care.

Build trust by following up with patients after major treatments with a quick phone call or a personalized message to check on their recovery. Schedule their next visit before leaving the office, and reply quickly if they reach out between appointments. These small actions show that your care continues after the treatment.

2. Tailor Patient Interactions

Personalized care should be about making every interaction feel thoughtful and specific to the patient's needs. Patients notice when you remember past concerns, preferences, or milestones. These small touches can significantly shape their perception of your care.

In your practice management software, document key details such as anxiety triggers, preferred appointment times, or sensitivities. Review these notes before each visit and make sure your team uses them to tailor communication and treatment. Even brief follow-ups on personal updates, like a recent surgery or family event, help reinforce connection.

Personalization improves satisfaction, builds trust, and increases referrals. Patients who feel seen and remembered are more likely to return and recommend your practice.

3. Respect Patient Autonomy and Encourage Shared Decisions

Patient-centered care is a foundational principle of modern dentistry. Today’s patients want to be active participants in their oral health, not passive recipients of treatment. That starts with respecting their autonomy and creating space for genuine collaboration.

Use visuals like intraoral photos, digital scans, or treatment diagrams to make options clear and tangible. Connect each option to the patient’s goals, lifestyle, and values. Ask open-ended questions like, “What concerns you most about this treatment?” or “How do you feel about these options?” Their answers can reveal priorities that might not be obvious from a clinical perspective.

Give patients time to reflect, ask questions, and weigh their choices without feeling rushed or pressured. Be transparent about outcomes, risks, and alternatives, even when the news isn’t ideal. This level of honesty builds trust and demonstrates respect.

4. Address Dental Anxiety with Empathy

Dental anxiety can be a major barrier to care, leading patients to delay or avoid treatment altogether. Recognizing and responding to that fear with empathy is imperative for building trust and improving long-term outcomes.

Normalize the experience by openly acknowledging that many patients feel anxious, especially before unfamiliar or invasive procedures. Listen carefully, without brushing off their concerns or jumping to solutions. Your calm, nonjudgmental presence can go a long way in putting them at ease.

Use the “Tell-Show-Do” method to reduce uncertainty: clearly explain each step in everyday language, show the tools you’ll use, then proceed only when the patient signals they’re ready. Agreeing on a hand signal to pause treatment gives patients a sense of control, which can help manage fear.

Consider the environment also; soft lighting, calming music, or even essential oils can help create a more soothing space. Teach patients simple coping techniques like slow breathing, progressive muscle relaxation, or visualization. These small, thoughtful efforts help patients feel more confident returning for future care.

5. Be Consistent, Reliable, and Respectful of Time

Being consistent and reliable establishes trust in the dentist-patient relationship. Follow through on promises about appointments, treatments, and post-operative care to demonstrate you value patients' time and well-being.

Minimize wait time frustrations by buffering scheduling for unexpected complications, using strategies to reduce patient wait times, and communicating proactively about delays.

Offer sincere apologies and explanations when wait times occur, and provide estimated wait times rather than leaving patients uncertain. These practices and efficient practice management demonstrate respect for patients' commitments and responsibilities outside your practice.

You can also help patients feel secure with predictable experiences. Create standardized protocols for common procedures and verify that team members follow consistent communication approaches.

Document patient preferences for all staff to access and thoroughly introduce new team members with context about patient history. This consistency creates a sense of stability that puts patients at ease during visits. Continuity of care is equally important. Keep detailed records, follow up after major procedures, and make sure care stays consistent, even if different team members are involved.

6. Use Technology to Maintain a Dentist-Patient Relationship

Technology can help strengthen the relationship between dentists and patients while keeping communication smooth and consistent.

For example, automated reminders by text or email help reduce missed appointments and keep patients in the loop. There are also two-way messaging platforms that allow patients to ask questions between appointments. This creates a continuous connection and allows for timely responses to concerns that might go unaddressed until the next visit.

You might also consider using digital patient forms to eliminate redundant paperwork and establish accurate information capture. Patient portals that provide secure access to dental records, treatment plans, and payment options are another helpful implementation.

These digital solutions allow patients to take more active roles in their oral healthcare, and help you automate administrative tasks.

Last, but equally important, are cloud-based practice management systems. These guarantee the dental team has access to complete patient history, preferences, and treatment plans. This is particularly valuable when patients see different providers.

Keep in mind that technology should add to, not replace, the human element of the dentist-patient relationship, supporting more meaningful interactions rather than substituting for them.

7. Use Feedback to Improve and Grow

When you collect and act on patient feedback to identify areas for improvement, you strengthen relationships and improve your practice.

Incorporate multiple feedback channels, such as post-appointment digital surveys and casual check-ins before patients leave. Track online reviews, use anonymous suggestion boxes, and run regular surveys to understand how patients feel. Make gathering feedback a regular part of your practice to keep improving.

When patients give feedback, thank them quickly and look for common themes. Use what you learn to make helpful changes, and let patients know what you’ve done. This shows you truly care about their opinions and want to keep improving their experience.

Be open to feedback, even when critical, to show you’re committed to doing your best. Go over feedback with your team and work together on ways to improve. When everyone is involved, it helps create a practice culture where growing and getting better is a regular habit, not just something you do when there’s a problem.

8. Train Your Team to Reflect Patient-First Values

To give patients a great experience every time, your whole team must put patients first. When everyone is on the same page about caring for patients, it shows in every part of their visit.

Clearly define what patient-first means for your practice, like showing empathy, listening carefully, respecting time, and being honest. Talk about these values regularly in team meetings to keep them in mind. Put up visual reminders with simple, patient-focused messages, and celebrate team members who live out these values. This makes patient care a daily focus and supports your team’s well-being.

Develop Strong Dentist-Patient Relationships with the Right Staff

Building strong relationships with your patients is at the heart of a thriving dental practice. Patients who feel genuinely cared for and understood are more likely to trust your advice and recommend your services to others. This trust leads to better oral health outcomes and fosters a loyal patient base that supports the growth of your practice.​

However, maintaining this level of personalized care can be challenging, especially when faced with staffing shortages or the need for temporary team members. Introducing new staff smoothly is integral to preserving the patient experience you've worked hard to cultivate.​

This is where Teero can make a difference. Teero is an easy-to-use dental staffing platform that provides flexible scheduling, W2 employment, workers' compensation, instant pay, and more. By partnering with Teero, you can promptly fill any staffing gaps with professionals who align with your practice's values, allowing you to maintain the high-quality patient care that sets your practice apart.​

Call to learn more about how Teero can support your practice's staffing needs and help you continue building strong patient relationships.