There are 400 unscheduled treatment plans in the system. Some are from last week and some are from 2023. The report prints them in patient name order. The question every morning is the same: who do I call first? This page is about a list that answers it.
The week as it usually runs
Monday is the plans presented last week that have not booked, if the list was printed. Tuesday and Wednesday are the follow-up calls, from the report, with the patient’s chart open in another window to see the fee and whether insurance was estimated. Thursday is the new consults, and the plans that come out of them. Friday is the question from the owner about case acceptance, answered with a number from a report whose definition nobody agreed.
The reports exist. Open Dental’s unscheduled treatment report and Treatment Finder, Dentrix’s Unscheduled Treatment Plans report and Treatment Manager, Eaglesoft’s outstanding treatment lists. They are good at listing and poor at ranking.
What Calibic gives a treatment coordinator
The Treatment list (LIVE) shows every planned and unbooked procedure by patient with the fee, the date presented, the remaining insurance benefit if known, and the last contact. It is sorted so that recent, high-value, well-insured plans sit at the top. Maria Alvarez, crown on #14, $1,240, presented eleven days ago, benefit remaining $1,100. That is the first call.
Focus today (LIVE) puts the top treatment follow-ups beside the day’s other actions so the owner sees the same names you do. Daily Huddle (LIVE) marks patients on today’s schedule who have open treatment, which is the easiest conversation of the day: they are already in the chair.
The Insurance benefits list (LIVE) adds the year-end angle from October: patients with planned work and money left in the plan year, so the call has a reason attached. The expiring benefits calculator sizes it.
Ask (LIVE) answers “how much treatment is planned but not booked” with a figure, a patient count, a split by procedure type and the records it came from. Crowns $14,200 across 17 patients is a different Tuesday from fillings $9,860 across 22.
Recovered (LIVE) is the part that makes the role visible. A plan is found when it appears on the list. It is recovered only when your practice software shows it booked, completed and paid. A coordinator’s month is then a verified dollar figure, not a count of calls made, and the Scorecards view (LIVE) tracks it by person if the practice runs a bonus on it.
What it does not do
Calibic does not call or text the patient; outreach is ROADMAP. It does not present treatment, change a plan status or write anything to Open Dental, Dentrix or Eaglesoft. The call, the estimate and the booking all happen in your practice software, as now. It does not read X-rays. It is built for HIPAA, and a Business Associate Agreement is sent with every sign up.
A Tuesday with it
8:00, Daily Huddle shows two patients on the schedule with open plans; both get a word at check-out and one books. 9:00, the Treatment list, top twenty, phone in hand. Three bookings by lunch, two voicemails, one “call me in January” that gets a note in the chart. 2:00, a consult; the plan is entered in the practice software and shows on the list by the next sync. 4:30, Recovered shows one of last week’s calls completed and paid this morning, $1,240, verified.
The case acceptance calculator gives the rate two ways. The treatment coordinator checklist covers the rest of the role. The product page is case acceptance and treatment follow-up, and the billing coordinator page covers the claims side of the same patients.