From Missed Opportunities to More Starts: How Green Orthodontics Closed the Conversion Gap

A High-Volume Invisalign Practice’s Journey from Lost Consult Opportunities to More Patient Starts

Green Orthodontics is a high-volume Invisalign practice that has scaled from roughly 40 to 100 patients per day. After nearly four years using Gaidge Analytics to track performance, the team had strong visibility into the business. But one challenge remained: converting interested consults into patient starts after they left the office.

Between a full schedule and patient drop-offs, the team struggled to retain patients under the burden of manual, reactive workflows. Gaidge Consult Manager allowed the team to capture patient decisions after the consult, convert more consults into starts, and sustain growth at scale.

The Challenge: Low Consult-to-Start Conversion

For years, Green Orthodontics had a way for patients to review and sign contracts outside the office. But when that capability was removed, there was no way to capture decisions after the consult. “We didn’t know we would miss it until we left… it filled a gap,” said Tracie Tucker, Practice Administrator.

Almost immediately, they realized how often patients were leaving without making a decision—and it wasn't always indifference. Some patients simply aren't comfortable committing in the chair. They need time to think, talk to a spouse, or review their finances on their own terms. In the consult room, patients asked questions and showed real interest, but many still walked out undecided and never returned. The leak was impossible to ignore:

"They’re probably losing 50% of their possible starts.” — Meghan Caldwell, Treatment Coordinator

With no way to complete the process after the consult, the team had to chase every next step. What should have been a clear handoff turned into repeated follow-up, delayed decisions, and return visits just to get a signature. "We had to be in constant communication," Alexis Pavlinich, Treatment Coordinator, described it, "making sure they didn't lose their momentum." It was an unsustainable process that cost them time, starts, and revenue.

The Solution: Turning Intent into Action

Gaidge Consult Manager gave the Green Orthodontics team one place to manage the entire new patient journey.

What changed most for the team:

Patients Could Review and Sign from Home

Patients no longer had to make a decision on the spot. They could review treatment details and complete agreements later, on their own schedule.

"If I'm at home at 7 o'clock, I can just do it... It frees us up. We don't lose those patients."
— Alexis Pavlinich, Treatment Coordinator

Financing Became Easier to Understand

The interactive payment slider allowed patients to explore options themselves, helping build comfort and confidence before committing.

‍"I love the slider… patients get to move their own numbers.”
— Meghan Caldwell , Treatment Coordinator

Follow-Up Became More Focused

Automated notifications helped the team know exactly who needed attention and when, removing guesswork from the process.

Payments Could Be Collected Seamlessly

Gaidge Pay enabled secure payment collection directly within the workflow, reducing friction at the point of decision.

The team went from chasing patients down to barely having to follow up at all.

"It makes a world of difference.”
— Alexis Pavlinich, Treatment Coordinator

The Results: Better Efficiency and More Opportunities Captured

By giving patients flexibility after the consult, Green Orthodontics improved the path from interest to start.

The team experienced:

• Up to 50% more starts captured after patients left the office
• Less manual chasing and follow-up work
• Faster movement from consult to signed agreement
• Better patient convenience, including after-hours completion
• Stronger adoption of add-on offerings during onboarding

One standout example was the practice’s Retainers for Life program.

"It’s probably doubled. Now they’re signing up at the start of treatment.”
— Meghan Caldwell, Treatment Coordinator

The New Standard in Orthodontic Patient Conversion

At Green Orthodontics, the consult now carries through to a clear next step. Gaidge Consult Manager brings the entire new patient journey—from first presentation to signed contract and collected payment—into one place, so patients can complete the process on their own time and nothing falls through the cracks.

“It wasn't an ‘aha,’” Meghan  says. “It was ‘thank goodness it's here.’”

Today's patients make decisions on their own time. Growth depends on a modern process that meets them there, even after they leave the office. And according to Alexis, it’s the only way forward: “It's a keep up or get left behind.”

Ready to convert more consults into starts? Schedule a demo to see how Gaidge Consult Manager can support your practice.