CUSTOMER STORY
Streamlining Bookings While Maintaining a Personal Touch
Dearne Kimpton is the Practice Manager and primary receptionist for Grovedale Dental Clinic, a Geelong dental practice that’s closely connected to its local community.
Practice snapshot
Grovedale Dental is a three-practitioner dental practice. Established three years ago, the practice offers general dental dentistry with a personal touch.
“We do the bread-and-butter stuff,” says Dearne. “We offer general dental care including fillings, crowns and veneers, and our practitioners are working towards providing orthodontic treatments and implants in future.”
Why Grovedale Dental switched to HotDoc
The Grovedale team were looking for a platform that would not only streamline their appointment bookings, but also save the practice money.
Dearne says,
“We were using HealthEngine to manage our bookings before, and reducing the cost of our booking system was one of the main reasons we decided to make the change. We’ve reduced those costs by about $500 per month.”
How HotDoc supported the switch
Dearne says while some team members were hesitant to change to an unfamiliar system at first, HotDoc has proven to be user friendly and easy to learn.
Dearne says,
“HotDoc staff were brilliant in training us how to use it. Even though one of our staff members was on maternity leave when that training happened, it’s been easy for me to teach her now that she’s back. We’re all on the ball now.”
“HotDoc integrated all the appointments that had already been made, so I didn’t have to re-enter those manually.”
“We chose to run both our booking systems at once for a week, just to make sure we knew how to use everything,” she adds. “HotDoc were really easy to get in touch with if I had any questions at any point.”
Results
Grovedale Dental have chosen to run HotDoc alongside their practice management platform, Dental 4 Windows. As Dearne explains, patient communications and appointments are now running more smoothly, and Grovedale has also seen a boost to its online presence.
“The SMS reminders are great—it’s so easy to see whether a patient has confirmed,” Dearne says. “This just happens in the background, so it’s one less job for me to worry about. Before, I used to contact each patient one by one to remind them about their appointment.”
HotDoc has also made it easier for the Grovedale team to gather patient information before appointments.
Dearne says,
“We used to collect new patients’ details with an iPad in the waiting room, but with HotDoc they’re sent an online form as soon as they book in,” Dearne explains. “This means we run on time more often, and we know a little bit about our patients when they arrive."
“We loved the option to ask patients for Google Reviews after their appointment,” Dearne adds. Grovedale Dental now has a 4.9 star rating from 75 reviews, reaching this rating after receiving 17 five star reviews since joining HotDoc.
“I want to thank the HotDoc team for all their support,” Dearne says. “They’ve been great.”
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