7 Ways Orthodontists Use Virtual Evaluations to Stay Booked All Summer

Every orthodontist knows the summer paradox. Demand is high—kids are out of school, families finally have time for treatment—but your schedule is already slammed, and new-patient slots are the hardest thing to find. The patients who could become your best cases end up on a waitlist or lost to phone tag.

Virtual Evaluations fix that. A Virtual Evaluation lets a patient submit photos of their smile and a few details about what they want—remotely, with no account or login—so you can review the case and decide next steps before they ever take a chair. Here are seven ways orthodontists use them to stay booked, and booked with the right patients, all summer.

1. Pre-screen new patients straight from your website

Embed the PepCare widget on your practice website and visitors can start a free smile assessment anytime, day or night. They answer a few questions, upload photos, and tell you whether they're interested in Invisalign, braces, or are open to options. You wake up to pre-screened leads instead of a voicemail backlog. It turns your website into a 24/7 front desk during your busiest season.

2. Send an evaluation link instead of playing phone tag

When a lead calls but can't be seen for weeks, don't lose them while they wait. Send a Virtual Evaluation link from your dashboard in seconds. Patients submit their photos and information remotely, keeping the conversation moving without using one of your limited chair appointments.

3. Triage who actually needs to come in

Not every concern requires an immediate appointment. Reviewing submissions remotely helps you identify patients who are ready to begin treatment while handling simpler concerns virtually. That means your chair time stays available for the cases most likely to convert.

4. Re-engage no-shows and waitlist patients

Summer no-shows are inevitable. Instead of letting a missed appointment become a lost patient, send a Virtual Evaluation invitation. It's a simple, low-friction way to restart the conversation without creating more work for your front desk.

5. Keep follow-ups on track with virtual recalls

Virtual recalls automatically remind patients to submit progress photos and updates on schedule. Treatment monitoring continues even when your calendar is completely booked, helping ensure that nothing slips through the cracks.

6. Hand off referrals with records already attached

Most teledentistry tools stop after the virtual visit. Referrals often happen somewhere else, requiring staff to enter everything again manually. When evaluations and referrals happen within the same platform, specialists receive consultation notes and photos automatically, making collaboration faster for everyone.

7. Educate patients between visits with asynchronous video

Share short educational videos and screen recordings before appointments so patients arrive with a better understanding of their treatment options. Better-informed patients lead to shorter, more productive appointments when every minute matters.

The thread running through all seven

None of these features replace in-person care. They protect it. Virtual Evaluations help you screen demand, prioritize the right patients, and keep treatment moving without adding more appointments to an already full schedule.

The real advantage is integration. Evaluations, recalls, referrals, and patient education all work together in one platform instead of being spread across multiple disconnected tools.

Practices often spend more than $600 per month combining these capabilities. PepCare's Virtual Care Suite brings everything together for $199/month—or $149/month through August 31 with promo code SUMMER25.

Frequently Asked Questions

What is a Virtual Evaluation in orthodontics?

A Virtual Evaluation is a remote assessment where patients submit smile photos and a few details about their concerns. The orthodontist reviews the case and recommends the next steps before an in-person visit—without requiring an account or app download.

Do Virtual Evaluations replace in-person orthodontic visits?

No. They help orthodontists pre-screen and prioritize patients while handling appropriate concerns remotely. Patients who need treatment still receive in-person care.

How do orthodontists use Virtual Evaluations during the summer?

Summer schedules fill quickly. Virtual Evaluations help practices capture new-patient demand around the clock, reconnect with no-shows, and keep follow-up care moving without adding more appointments.

How much does a virtual care platform for orthodontists cost?

Comparable solutions often cost more than $600 per month across multiple tools. PepCare's Virtual Care Suite costs $199/month, or $149/month through August 31 with promo code SUMMER25.

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