Big improvements at a small practice

As a small practice, Barnfield needed a cost-effective system that could help them go paperless. A Software of Excellence consultant was happy to show them how EXACT would fit into workflow, and work towards achieving their goals.

What could you achieve?
Once we felt comfortable with EXACT, our private revenue increased and debt and FTAs decreased – all great signs!
Dalene Theunissen Practice Owner and Dentist Barnfield Dental Studio

“Transferring practice data from our old system to EXACT was fuss-free,” says practice owner and dentist, Dalene Theunissen. We then introduced Barnfield’s team to Mypractice Cloud, a feature that gives a quick view of all the major practice performance metrics including:

  • Hourly rates
  • Predicted takings
  • FTAs
  • Patient distribution
  • Chair time utilisation
  • Issues with NHS courses of treatment

This gave our team a unique insight into Barnsfield’s KPIs, and the goals they could help to work towards achieving.

From good to great

“Our reception team was really enthusiastic about the new software,” Dalene says. “The convenience of messaging patients directly from their file improved communications and created a ‘digital paper trail’.”

The next step was proactive marketing. Campaign+ gave the team an easy and cost-effective way to personalise marketing assets and increase awareness amongst patients. Their first tooth whitening campaign had fantastic results: 39 appointments booked directly from the email campaign.

“Thanks to the quality of EXACT’s Automatic Recalls system, patients are now more motivated to book exams in advance,” Dalene notes. The team also loves the short-notice cancellation function. “Reception staff simply click on an open diary slot which sends a text to all suitable patients. The first patient to reply with the word ‘book’ is automatically booked in with a text confirmation.”

Tracking UDAs against targets is a key aspect of practice performance. With that in mind, we advised practice co-owners Dalene and Ruan to delegate more responsibility to the clinicians to maintain their own NHS lists.

Increase in private revenue in 12 months
Increase in chair time utilisation
Drop in FTAs

A rise in

EXACT’s Online Reputation Manager has helped drive word-of-mouth recommendations. “Within two days of setting up automatic reviews with Online Reputation Manager, we received three 5* Google reviews,” Dalene says.

And the system is automatic so it doesn’t require any input from staff. Patients only receive a request for a review once a year. “This has caused a big upturn in new patient numbers.”

Speak to us and see what your practice could achieve

0123 456 789

Join the Customer Success Programme

Open to all SOE customers and included within your existing service fees, our award-winning Customer Success Programme ensures you get the most of your journey with SOE, sustaining your business and allowing you to plan and develop your practice.

Your dedicated Customer Success Consultant will work with you to identify opportunities, fill in the gaps, set realistic targets, and show you how to monitor and achieve your goals. We have a team of experts who can advise on workflow efficiency, practice development, sustaining your practice, and patient experience on hand, ready to help you and your team.

Of practices on the programme grow their private revenue, with 42% of these growing by more than 50%.
Of practices on the Customer Success Programme hit their UDA target in 2019.
Of practices on the programme would highly recommend it to their peers.