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Academy of Treatment Coordinators

The Academy of Treatment Coordinators is an online educational program for team members with a desire to understand the fundamentals of the orthodontic consult and new patient process in orthodontics today. Authored by leading practice consultant, Tracy Martin, this program was designed to give TC’s proven strategies and techniques that are being used by the leading offices all over the world. With Tracy’s passion and understanding of the importance of the TC role, this program will help instill the mindset, methodologies and skillset to help you become an elite TC. As the orthodontic industry is rapidly changing, the ideas and techniques that worked even five years ago, simply don’t work today. This program will help provide you with the tools to help your practice evolve as the industry does.

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8 CE credits available

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Course Reviews

Dr. Michael Roth, Orthodontist

“I was at first reluctant to sign up for an “online” course because of the lack of interactivity. However, the course that I took right along with my Treatment Coordinator on TC’s was thorough, comprehensive, and most thoughtful. The lessons were excellent and Dana and I both learned a great deal. It was very easy to implement the changes in our practice that will certainly help us grow to the next level. Thank you Trapezio.”

“As a brand new TC, with an Admin background, I found this course SUPER helpful.  It prepared me for what the job entails, especially the sales aspect.  It also reassured me that just because I don’t have a clinical background doesn’t mean I can’t be as effective as our other TC. 

Release Date: March 23, 2020 | Review Date: May 10,2024 | Expiration Date: May 10, 2027

Educational Objectives

Lesson #1: The TC Defined

  • Understand the purpose and evolution of the Treatment Coordinator role.
  • Learn the five key functions that define success as a TC.
  • Embrace a “Yes” culture that builds trust and strengthens patient relationships.

Topics:

  • Our History
  • The Five Main Roles of a TC
  • One Central Purpose
  • Walking the TC Walk
  • Philosophy of Care: Creating a “Yes” Culture

Lesson #2: The New Patient Experience, Part I

  • Recognize how the TC experience begins before the patient enters the office.
  • Develop effective phone, insurance, and pre-consultation communication habits. • Master a structured system for preparing every new patient appointment.

Topics:

  • The Biggest Part of Your Job • Relationships Matter
  • Your Pregame Warm-Up
  • The 3-Step Setup

– Step 1: New Patient Call
– Step 2: Insurance Call
– Step 3: TC Call

Lesson #3: The New Patient Experience, Part II

  • Deliver an exceptional first impression through professionalism and warmth. • Learn how to make “Showtime” moments feel natural and engaging.
  • Present treatment and financial options clearly and confidently.

Topics:

  • First Impressions
  • Showtime!
  • Showtime: Deconstructed • Fee Presentation Script

Lesson #4: Ortho Essentials

  • Build a working knowledge of orthodontic terminology and treatment stages. • Strengthen communication between clinical and administrative areas.
  • Apply treatment examples to real patient situations with confidence.

Topics:

  • Two Sides to Your Role • Phases of Treatment
  • Case Examples

Lesson #5: Finesse & Impress

  • Elevate communication, confidence, and professional presentation.
  • Learn how to read patient and parent cues to build stronger connections.
  • Recognize the TC’s influence on both the emotional and operational heart of the practice.

Topics:

  • Let’s Take It Up a Level
  • Confidence & Appearance
  • Traits & Skills
  • Finesse: Reading Your Patient/Parent • The Future of Exams
  • The Heart of the Practice

Lesson #6: The Secret to Same-Day Starts

  • Understand the importance of same-day starts for both patients and practice success.
  • Set clear expectations that support confident decision-making.
  • Identify what qualifies as a same-day start and how to achieve consistency.

Topics:

  • Benefits of Same-Day Starts
  • Necessity of Same-Day Starts
  • Setting Expectations
  • The Key: What Counts as a SDS?

Lesson #7: Post-Consult Responsibilities

  • Manage all follow-up communication after the consult.
  • Maintain continuity between the TC, doctor, and administrative teams.
  • Learn effective methods for keeping potential starts engaged after the visit.

Topics:

  • After the Show
  • Sales Communication

Lesson #8: Pending Protocol

  • Create organized systems to manage pending patients efficiently.
  • Learn how CRM tools can improve communication and accountability. • Apply consistent follow-up methods that encourage timely starts.

Topics:

  • We Recommend: “Next”
  • The Importance of CRM

Lesson #9: Conversion Rate vs. Closure Rate

  • Define and differentiate conversion and closure rates.
  • Learn how to calculate, track, and analyze these metrics.
  • Use data to identify opportunities for improving TC performance.

Topics:

  • Conversion Rate • Closure Rate

Lesson #10: Marketing 101

  • Understand the basic principles of orthodontic marketing and patient attraction. • Learn to create a balanced marketing plan with community, internal, and online focus.
  • Build consistency through a structured marketing calendar and message strategy.

Topics:

  • The Sales Funnel
  • Three Pillars of Marketing Strategy
  • Why the Expanded Community Focus? • The Marketing Calendar
  • Internal Marketing
  • Social Media

Lesson #11: Observation & Recall Program

  • Develop systems for tracking observation patients and follow-up communication. • Understand how observation programs influence long-term growth.
  • Learn how to transition observation patients into active treatment successfully.

Topics:

  • Keep Track of Future Starts
  • Future Starts in OBS

Lesson #12: Where Do You Go From Here?

  • Reflect on your progress and professional development as a TC.
  • Identify where your practice falls within the five phases of growth.
  • Create a personal action plan for continued learning and contribution.

Topics:

  • Where Are You Now?
  • Five Phases of Practice Life Cycle