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End-to-End Sale Scenario:
Dr. Sarah Chen — Lancaster Family Dental

Full walkthrough · Cold outreach → Signed client → Month 1 delivery  ·  Reference scenario for training and prep

Prospect Profile
PracticeLancaster Family Dental
DoctorDr. Sarah Chen, DMD
LocationLancaster, PA 17601
PMSOpen Dental
Providers2 dentists, 3 hygienists
Revenue (est.)$1.8M annual · fully scheduled day = $12,000
SourceGoogle Maps → Lancaster dentist → found Open Dental logo on "About" page
ICP Score5★ — ideal Independent, small team, right PMS, PA-based
1
Prospecting & First Contact
Day 0 — Monday morning
30 min work
✅
Step 1
Add to CRM — crm.html → CRM Pipeline → + Add Prospect
PracticeLancaster Family Dental
DoctorDr. Sarah Chen
PMSOpen Dental
StageNew
ICP5★
SourceGoogle Maps
Next ActionSend Email A
Next DueToday
📧
Step 2
Send Email A — from [email protected], 8:15 AM
Jason Todd → [email protected]
Subject: $120K sitting in your Open Dental — worth 5 minutes?

Dr. Chen,

My name is Jason Todd. I run Todd Dental Operations out of Palmyra, PA.

I integrate directly with Open Dental and recover scheduled revenue from three lists most practices ignore: unscheduled treatment, overdue hygiene recall, and no-show patients.

The average practice I work with has $80,000–$180,000 on those lists right now. My team contacts them. You do nothing. We report everything weekly.

One question: what does a fully scheduled day produce at your practice?

If the math works, I'd like 15 minutes to show you what's sitting in your system.

— Jason Todd
Todd Dental Operations LLC
(910) 818-1345 · [email protected]
todd.dental
CRM action after sending
Check Email A in cadence tracker. Set next action: "Call Dr. Chen — reference email." Due: Wednesday.
2
Cold Call — Doctor Answers
Day 3 — Wednesday, 10:22 AM
4 min call
📞
Live call — follow scripts in crm.html → Scripts & Close
Cold Call Script — When Doctor Answers
Jason (you)
"Dr. Chen, this is Jason Todd calling from Todd Dental Operations. I sent you an email Monday — you may have seen it. I'll be brief.

I work with independent dental practices in Pennsylvania to recover unscheduled treatment and reduce no-shows. Most practices I talk to have $80,000 to $180,000 sitting in their PMS right now that no one is calling on.

I'm not here to sell you anything today — I just want to ask two questions to see if what we do is even relevant to your practice. Is that fair?"
Dr. Chen
"Sure, go ahead — I've got a few minutes."
Jason — move into Discovery (5 questions)
"Quick question — how many no-shows per week would you say you're averaging?"
Dr. Chen
"Probably eight to ten a week. It's been bad lately."
Jason
"Do you have a follow-up system when someone no-shows?"
Dr. Chen
"Front desk tries to call them back but honestly it's hit or miss. We're slammed at the front."
Jason
"Got it. What PMS are you on?"
Dr. Chen
"Open Dental."
Jason
"Perfect — that's one of three we integrate with directly. Last question: do you have any sense of what's sitting in your unscheduled treatment list? Patients you've diagnosed but haven't scheduled yet?"
Dr. Chen
"Oh it's a lot. I know we pulled a report once and it was over a hundred thousand dollars. Nobody's touching it."
Jason — plant the ROI seed
"That's exactly what I'm talking about. Those patients want the treatment — they said yes, they just haven't scheduled. My team calls them. You do nothing. We track everything. Last question: what does a fully scheduled day produce at your practice?"
Dr. Chen
"A good day is around twelve thousand. When we're fully booked, which doesn't happen enough."
Jason — transition to booking
"So ten no-shows at — let's say $300 average — that's $3,000 a week leaving through the door. Plus $100,000 in unscheduled treatment sitting untouched. Dr. Chen, I think there's a real conversation to be had here. Can you do 15 minutes this week so I can show you exactly what we'd recover in your system? I'd pull your actual numbers."
Dr. Chen
"Yeah, let's do that. What about Thursday afternoon?"
✓ Discovery call booked — move prospect to "Discovery" stage in CRM
Log activity: "Call 1 — Dr. Chen answered. 10 no-shows/wk. $100K unscheduled. Open Dental. Day = $12K. Discovery call Thu 2PM." Check Call 1 in cadence. Set next action: "Run discovery call — pull their numbers."
3
Discovery Call — Show the System
Day 5 — Thursday, 2:00 PM · Via Zoom or phone
15–20 min
📋
Before the call — prep
Open dashboard.html — this is what you walk her through

Open dashboard.html in a second tab. This shows the reactivation workflow system live — pipeline board, patient table, activity log. Walk her through it as if it's her practice.

Her numbers to use10 no-shows/wk × $300 avg = $3,000/wk = $12,000/month in missed production
Unscheduled TX$100,000+ sitting in Open Dental
Recall overdueTypical 2-provider practice: 200–400 patients 12+ months overdue
Break-even$10,500 recovered = 3× our $3,500 fee — profitable on day 1
🎯
Call flow
Discovery Call Script
Jason — open
"Dr. Chen, thanks for the time. I'll keep this tight — 15 minutes and you'll know exactly whether this makes sense. I want to show you how the system works and then show you the numbers for your specific practice. Does that work?"
Jason — show dashboard.html
"This is the dashboard your practice would see. These are real patient types — unscheduled treatment, overdue recall, no-shows. Every patient tracked from first contact to booked appointment. [Walk through the pipeline board, the patient table, the activity log.] Your front desk never touches this. My team runs it. You just get the weekly report and the appointments."
Jason — the math
"Here's the math for your practice specifically. You said ten no-shows a week at maybe $300 average — that's $3,000 a week, $12,000 a month, $144,000 a year walking out the door. Plus $100,000 in unscheduled treatment. We don't need to recover all of it. We need to recover $10,500 in Month 1 — that's three times our fee — for you to be profitable from day one. That's three crowns. Five hygiene visits and a crown. Given what's sitting in your system, that is a conservative number. Are we in the right ballpark?"
Dr. Chen
"Yeah, I mean — if you can actually move those patients, that's real money. How does the HIPAA piece work?"
Jason — HIPAA answer
"Great question. We sign a Business Associate Agreement before we touch a single record. That's non-negotiable on our end. View-only access to Open Dental — we can't write anything, we can't change anything, we can't extract data. The BAA is two pages, plain English. Your attorney can review it in ten minutes. We've structured it so there's no ambiguity."
Dr. Chen
"What does it cost?"
Jason — assumptive close
"$3,500 a month plus a one-time $500 setup fee — that covers the integration, script development, and onboarding. Based on everything you've told me, the Starter program makes sense. Here's what happens next: I send our service agreement and the HIPAA BAA — both two pages. Once signed and first month processed, we schedule a 30-minute onboarding call and your team is operational within five business days. Does that work, or would you prefer the Growth tier so we also run your full reactivation campaign for inactive patients?"
Dr. Chen
"Let's start with Starter and see how it goes. Can you send me the agreement today?"
✓ VERBAL YES — move prospect to "Proposal" stage in CRM immediately
Log: "Discovery call — verbal yes on Starter. $3,500 + $500 setup. Sending MSA + BAA today. Expect signed by Friday." Send post-call follow-up email within 60 minutes.
4
Send Proposal, MSA & BAA
Day 5 — Thursday, 3:15 PM (within 1 hour of call)
15 min
📄
Action
Send proposal.html (pre-filled) + DocuSign MSA + BAA

Open proposal.html with URL parameters to pre-fill her info:

proposal.html?name=Dr.+Sarah+Chen&practice=Lancaster+Family+Dental&city=Lancaster%2C+PA&pms=Open+Dental&unscheduled=%24100K%2B&noshows=10%2Fwk

Print to PDF from the proposal, attach to the email below along with DocuSign links.

Post-call follow-up email — send within 60 min
Subject: Todd Dental Operations — next steps for Lancaster Family Dental

Dr. Chen,

Thank you for the time today. Per our conversation:

What I heard:
· 10 no-shows per week at ~$300/appointment = $3,000/week in missed production
· Unscheduled treatment list: $100,000+
· PMS: Open Dental
· Current follow-up system: Front desk, inconsistent

What we're doing:
Todd Dental Operations Starter — $3,500/month + $500 setup
· Open Dental integration (view-only, no IT required)
· Structured outreach: unscheduled treatment + recall + no-show recovery
· Weekly reports, monthly P&L review by the 5th
· HIPAA BAA executed before we access a single record

Attached:
1. Service proposal (PDF)
2. Master Service Agreement — DocuSign link [LINK]
3. HIPAA Business Associate Agreement — DocuSign link [LINK]

Next step: Once both documents are signed and first month processed ($4,000 total), I'll email you to schedule our 30-minute onboarding call. We'll have your team operational within five business days.

Call me directly if anything in the agreement needs clarification: (910) 818-1345

— Jason Todd
Todd Dental Operations LLC
todd.dental · [email protected]
5
Documents Signed — Payment Received
Day 7 — Friday, 11:40 AM
CLIENT WON
🎉
Closed
MSA signed · BAA signed · $4,000 payment received via Stripe
✓ CRM Actions — do these now
1. Move Lancaster Family Dental from Prospects → Clients (crm.html → Active Clients → + Add Client)
2. Mark prospect stage: Won
3. Add client record with: contact, PMS credentials handoff date, contract start, monthly fee
4. Create task: "Onboarding call — Dr. Chen" due within 48 hours
5. Log in Audit Log: "Lancaster Family Dental — closed. MSA + BAA signed. $4,000 received. Onboarding scheduled."
Confirmation email — send immediately after payment clears
Subject: Welcome to Todd Dental Operations — Lancaster Family Dental

Dr. Chen,

Payment received and documents on file. Thank you for trusting us with this.

Here's what happens next:

1. I'll send a calendar invite for our 30-minute onboarding call. Please have whoever manages your Open Dental access available.
2. During onboarding, we'll configure view-only access, review and approve your outreach scripts, and confirm your reporting preferences.
3. First outreach begins within five business days of completed onboarding.
4. You'll receive your first weekly report the following Monday.

Your point of contact: Jason Todd directly — (910) 818-1345 or [email protected]. Response within 4 hours during business hours.

Looking forward to showing you what your system can produce.

— Jason Todd
Todd Dental Operations LLC
6
Onboarding Call
Day 9 — Monday, 10:00 AM
30 min
🚀
Onboarding agenda
30-Minute Onboarding Call Checklist
#ItemOwnerDone?
1Open Dental view-only credentials — create and share securely via 1PasswordPractice → JasonAction required
2Review and approve Email/SMS scripts — practice has final say on all languageJason presents, Dr. Chen approvesAction required
3Confirm patient list priority: Unscheduled TX first, then No-show, then RecallConfirm with Dr. ChenAction required
4Set reporting preferences: weekly email, monthly call by 5thConfirm day/timeAction required
5Scheduling handoff protocol: when Dottie books, how does it get into Open Dental?Front desk processAction required
6Dottie Kihara introduction — share name, role, contact methodJason
7First outreach date confirmed — within 5 business daysJason commits
7
Month 1 Delivery — Dottie Works the List
Days 10–40
Ongoing operations
📊
Month 1 — conservative scenario
What the numbers should look like
142
Patients contacted
31
Responded
18
Appointments booked
$24,600
Estimated production recovered
CategoryPatients ContactedBookedEst. Value
Unscheduled treatment588$12,800
No-show recovery406$6,400
Overdue recall (12+ mo)444$2,800
Total14218$22,000+
Month 1 P&L
Revenue recovered: $22,000+  ·  Fee paid: $3,500 + $500 setup = $4,000  ·  Net to practice: $18,000+  ·  ROI: 550%
📅
Monthly deliverable — due by the 5th
Monthly Report Structure

Send to Dr. Chen by the 5th of each month. Use the KPI Reports module in crm.html to pull numbers.

Contact ratePatients contacted / total list = X%
Booking rateAppointments booked / patients contacted = X%
Revenue recoveredBooked appointments × avg production value
ROIRevenue recovered / $3,500 fee
Next month focusWhich list, which patients, any script changes
8
Month 2 Renewal & Upsell
Day 35 — before Month 2 invoice
10 min call
📈
Retention
Month 2 Check-in Script
Jason — Month 2 call
"Dr. Chen, I'm sending you the Month 1 report by Friday — we booked 18 appointments, estimated production recovered north of $22,000 against your $4,000 investment. I want to make sure you're seeing that in your schedule. A few questions: are those appointments actually showing? Anything we should adjust in the scripts? And — given what we've shown you in Month 1, would it make sense to add the reactivation campaign in Month 2 so we also start working your 18-month-plus inactive patients?"
Upgrade path
Starter ($3,500) → Growth ($5,500). The upsell is natural after a strong Month 1 — she now has proof of concept. Growth adds inactive patient reactivation and a quarterly strategy call.
Full Timeline Summary
Day 1 Mon Add to CRM · Send Email A New
Day 3 Wed Cold call — doctor answers · Discovery booked Contacted
Day 5 Thu Discovery call — verbal yes · Proposal + MSA + BAA sent same day Proposal
Day 7 Fri Documents signed · $4,000 payment received Won
Day 9 Mon Onboarding call · credentials · scripts approved Active
Days 10–40 Dottie works list · 142 patients contacted · 18 booked · $22K+ recovered Delivering
Day 35 Month 1 report · re