---
title: "Orthodontic Practice Software FAQs"
url: https://staging.virtualconsultant.online/faq
description: "Answers to common questions about Virtual Consultant Online: orthodontic practice software, patient portals, photo assessments and treatment planning."
updated: 2026-10-15T00:00:00Z
publisher: Virtual Consultant Online
---

# Frequently Asked Questions

Answers to common questions about Virtual Consultant Online — orthodontic practice management, patient portals, and treatment planning.

This page answers the most common questions about Virtual Consultant Online, covering orthodontic practice management, patient portals, and treatment planning, grouped by topic below.

Can adults get braces?

Yes — orthodontic treatment is very common in adults, especially with clear aligners.

Is Invisalign better than braces?

It depends on your case. Aligners are great for mild to moderate issues, while braces are better for complex movements.

How much does treatment cost?

Costs vary depending on complexity, but you can get a personalised quote online in minutes.

## Adults

Can adults get orthodontic treatment in the UK?

Absolutely. Around one in five orthodontic patients in the UK is now an adult. There is no upper age limit — provided your gum and bone health is good, teeth can be moved at any age. Treatment takes longer than for teenagers, but results are just as effective.

Can I get orthodontic treatment as an adult?

Yes, orthodontic treatment is very common for adults. Many patients choose treatment later in life to address crowding, fix relapse after childhood braces, improve bite function, or enhance their smile and confidence.

Is it too late to get braces as an adult?

No. Orthodontic treatment is very common in adults and can be effective at any age.

Is it too late to get braces as an adult?

No. Orthodontic treatment is very common in adults and can be effective at any age.

Can adults get braces on the NHS?

NHS braces for adults are only available in rare exceptional cases for health reasons. Most adults pursue private orthodontic treatment. Modern options like clear aligners make adult treatment very accessible.

### Age

What is the best age to start orthodontic treatment?

The optimal window is 11–14, when the jaw is still growing and all adult teeth have erupted. Treatment is faster, more predictable, and NHS-eligible at this stage. However, effective orthodontic treatment is available at every age — from early interceptive treatment at 7–10 through to adulthood.

Do crooked teeth get worse with age if left untreated?

Yes, crooked teeth often worsen over time due to natural shifting, wisdom teeth emergence, or tooth loss. Adult patients frequently notice increased crowding or bite changes in their 30s and beyond. Early assessment via tools like the IOTN score can help determine need for intervention.

Do crooked teeth get worse with age if left untreated?

Yes, crooked teeth often worsen over time due to natural shifting, wisdom teeth emergence, or tooth loss. Adult patients frequently notice increased crowding or bite changes in their 30s and beyond. Early assessment via tools like the IOTN score can help determine need for intervention.

Do adults take longer to complete braces treatment than children?

Yes. Adults typically need 18-30 months compared to 12-24 months for children and teens. This is due to slower bone remodelling in adults. However, modern techniques make adult orthodontics highly effective and predictable.

Do adults take longer to complete braces treatment than children?

Yes. Adults typically need 18-30 months compared to 12-24 months for children and teens. This is due to slower bone remodelling in adults. However, modern techniques make adult orthodontics highly effective and predictable.

### Aligners

Can I whiten my teeth while wearing clear aligners?

Some patients choose to whiten towards the end of aligner treatment using their trays to hold a gentle whitening gel. This must only be done with dentist-approved products and under professional guidance.

Can I whiten my teeth while wearing clear aligners?

Some patients choose to whiten towards the end of aligner treatment using their trays to hold a gentle whitening gel. This must only be done with dentist-approved products and under professional guidance.

### Analytics

What should practices track during remote consultations?

Practices should track photo uploads, quote views, email opens, clicks, reminder responses, and drop-off points so they can improve the patient journey and conversion rate.

How should a practice measure performance across the patient lifecycle?

The fundamental measure at each lifecycle transition is the conversion rate: the proportion of patients in one stage who successfully advance to the next. Key metrics are: enquiry-to-assessment booking rate, assessment-to-treatment start rate, active treatment completion rate, and completed patient referral rate. Tracking these four metrics over time identifies which stages need the most attention. A CRM or patient pipeline tool that tracks each patient's stage automatically makes this data available without manual collation.

How should a practice measure performance across the patient lifecycle?

The fundamental measure at each lifecycle transition is the conversion rate: the proportion of patients in one stage who successfully advance to the next. Key metrics are: enquiry-to-assessment booking rate, assessment-to-treatment start rate, active treatment completion rate, and completed patient referral rate. Tracking these four metrics over time identifies which stages need the most attention. A CRM or patient pipeline tool that tracks each patient's stage automatically makes this data available without manual collation.

### Appointments

How does this reduce wasted appointment time?

By collecting key information and intent signals before the appointment, the practice can identify which patients are ready to proceed, which need nurturing, and which may not be suitable yet.

### Asking

What is the best way to ask patients for reviews?

The highest-converting approach is a verbal ask at the right moment (brace removal day or after a positive interaction), followed by an automated text or email with a direct review link within 24 hours. Removing friction from the process — providing a direct link rather than asking patients to find the page — significantly increases completion rates.

What is the best way to ask patients for reviews?

The highest-converting approach is a verbal ask at the right moment (brace removal day or after a positive interaction), followed by an automated text or email with a direct review link within 24 hours. Removing friction from the process — providing a direct link rather than asking patients to find the page — significantly increases completion rates.

### Assessment

Do I need a consultation before starting treatment?

Traditionally yes, but digital assessments now allow you to understand your suitability before attending a clinic, reducing unnecessary appointments and helping you arrive better informed.

What happens after a digital assessment?

You receive a clinician-reviewed outcome outlining your suitability and likely next steps. If appropriate, you can then proceed with a local provider already informed about your case — making the in-person consultation far more productive.

How does the NHS eligibility checker work?

The checker asks a series of guided questions about age, dental concerns, and current situation. You may be prompted to upload photos to support the assessment. You then receive an early indication of likely eligibility based on NHS criteria and IOTN principles, along with clear next steps.

Is the eligibility checker a clinical diagnosis?

No. The checker provides an early indication based on NHS eligibility criteria — it does not replace a clinical assessment by a qualified orthodontist. It is designed to help you understand your likely position before committing to appointments.

How do I know what my monthly cost will be?

Your monthly cost depends on your specific case. A clinician-reviewed assessment can give you a personalised quote and payment breakdown.

### Automation

Will mailbox integration support smarter automation later?

Yes. Mailbox integration creates the foundation for smarter routing, richer task automation, AI-assisted triage, enhanced analytics, and unified communication timelines.

How can automation improve remote consultations?

Automation can send instant confirmations, reminders, quote follow-ups, and next-step prompts, keeping patients engaged without relying entirely on manual staff follow-up.

### Basics

Does GDPR apply to private orthodontic practices?

Yes. UK GDPR applies to all businesses and organisations that process personal data, including private healthcare providers. The fact that a practice is private rather than NHS-funded makes no difference to data protection obligations.

Does GDPR apply to private orthodontic practices?

Yes. UK GDPR applies to all businesses and organisations that process personal data, including private healthcare providers. The fact that a practice is private rather than NHS-funded makes no difference to data protection obligations.

### Breach

What must a practice do if there is a data breach?

Identify and contain the breach, assess the risk to individuals, and report to the ICO within 72 hours if the breach is likely to result in a risk to people's rights. Document all breaches — even minor ones — in your breach register.

What must a practice do if there is a data breach?

Identify and contain the breach, assess the risk to individuals, and report to the ICO within 72 hours if the breach is likely to result in a risk to people's rights. Document all breaches — even minor ones — in your breach register.

What counts as a data breach for a dental practice?

A personal data breach is any accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to patient personal data. Examples in dental practice include: sending a patient email to the wrong address, losing an unencrypted device containing patient records, a ransomware attack on practice IT systems, or a member of staff accessing records without authorisation. Not all breaches require reporting to the ICO — only those likely to result in a risk to individuals. However, all breaches must be logged internally, and those that are reportable must reach the ICO within 72 hours of discovery.

What counts as a data breach for a dental practice?

A personal data breach is any accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to patient personal data. Examples in dental practice include: sending a patient email to the wrong address, losing an unencrypted device containing patient records, a ransomware attack on practice IT systems, or a member of staff accessing records without authorisation. Not all breaches require reporting to the ICO — only those likely to result in a risk to individuals. However, all breaches must be logged internally, and those that are reportable must reach the ICO within 72 hours of discovery.

### Broken Brace

What should I do if I have a broken brace or loose bracket?

Report the issue through the support journey, choose the category that best matches the problem, upload a photo if possible, and explain what happened. This helps a clinician review the issue and advise on the next step.

What should I do if my brace wire is sticking out?

A protruding wire is one of the most common reasons people seek orthodontic help online. Because the level of irritation and the exact wire position can vary, photo upload is especially useful. A clinician can review the area and advise more accurately than from a description alone.

### Business

How should orthodontic practices set their treatment fees?

Fees should be anchored in a full cost-per-case analysis covering direct clinical costs, clinical and support time, administration, overhead allocation, and marketing cost per case started. The break-even per case should then have a margin applied that reflects the practice’s commercial objectives and market positioning — typically 40% to 60% gross margin for UK independent practices. Fees should be structured by case complexity rather than a single flat rate, and reviewed at least annually against cost changes and market conditions.

How do you handle patients who say orthodontic treatment is too expensive?

Price objections are usually value objections — the patient has not yet fully connected the fee to the outcome and process. Effective responses include returning to the outcome and what it will mean for the patient, offering a clearly structured payment plan to make the monthly commitment feel manageable, exploring whether a treatment scoped to their budget is clinically appropriate, and providing a structured follow-up within 48 to 72 hours. Routine discounting is rarely the right response and undermines practice positioning.

Should orthodontic practices offer payment plans?

Yes — payment plans are one of the most effective tools for improving case acceptance without reducing fees. Breaking a £3,500 fee into 18 monthly payments of around £195 makes the investment psychologically accessible without changing the practice’s revenue. Practices should decide whether to administer payment plans in-house (which carries credit risk) or use a third-party finance provider. Presenting the monthly payment option prominently in the consultation — before the patient has an opportunity to focus on the total — is a proven case acceptance strategy.

How do I price orthodontic treatments competitively without going too low?

Compete on value and positioning, not on price. Practices that set fees based primarily on what competitors charge, or on what they fear patients will pay, often end up below their true cost margin or attract a patient mix that is price-sensitive and lower in loyalty. Instead, understand your genuine cost-per-case, set fees that reflect your quality and service, communicate value before presenting the fee, and invest in the consultation experience so the number lands in a context of clear benefit — not as the first thing the patient hears.

How should orthodontic practices set their treatment fees?

Fees should be anchored in a full cost-per-case analysis covering direct clinical costs, clinical and support time, administration, overhead allocation, and marketing cost per case started. The break-even per case should then have a margin applied that reflects the practice’s commercial objectives and market positioning — typically 40% to 60% gross margin for UK independent practices. Fees should be structured by case complexity rather than a single flat rate, and reviewed at least annually against cost changes and market conditions.

### Chair Time

How can orthodontic practices reduce chair time?

Practices can reduce chair time by moving early-stage tasks such as intake, photo capture, pre-treatment questions, quote engagement, and follow-up into a structured remote workflow.

### Children

Should my child see an orthodontist before they have all their adult teeth?

Yes. The British Orthodontic Society recommends a first orthodontic assessment by age 7. This doesn't mean treatment will start — it means an orthodontist can identify any developing problems early and advise the best time to act.

Which orthodontic treatments are suitable for children?

Children may be suitable for a range of treatments depending on age and dental development, including metal braces, palatal expanders, space maintainers, and functional appliances. NHS treatment is available for qualifying children under 18.

At what age should children get crooked teeth checked?

The British Orthodontic Society recommends assessment around 7-9 years old. Early intervention can guide jaw growth and prevent severe issues. NHS treatment is available for those meeting clinical need criteria.

At what age should children get crooked teeth checked?

The British Orthodontic Society recommends assessment around 7-9 years old. Early intervention can guide jaw growth and prevent severe issues. NHS treatment is available for those meeting clinical need criteria.

Can a 7 year old get braces?

Yes, but only for specific early intervention cases such as severe crossbites or space management. Most children this young receive partial or functional appliances rather than full braces. A full assessment determines suitability.

### Clear Aligners

Do clear aligners need the same level of oral hygiene as braces?

Yes. Clear aligners are removable, which can make cleaning easier, but plaque and sugar can become trapped under aligners if teeth are not cleaned properly before wearing them.

Are clear aligners faster than traditional braces?

Clear aligners can be faster for mild to moderate cases, often completing in 12-18 months versus 18-24 months for fixed braces. Success depends heavily on wearing them 22 hours per day. Not all complex cases are suitable for aligners alone.

Are clear aligners faster than traditional braces?

Clear aligners can be faster for mild to moderate cases, often completing in 12-18 months versus 18-24 months for fixed braces. Success depends heavily on wearing them 22 hours per day. Not all complex cases are suitable for aligners alone.

### Clinical

What is the minimum photography set needed for useful before and after comparison?

The minimum set for useful before and after comparison is a frontal retracted view showing the full occlusion, a frontal smile (natural, relaxed), and left and right lateral retracted views. This provides enough coverage to show the overall occlusal change and the cosmetic result. A more comprehensive clinical set adds upper and lower arch occlusal views taken with dental mirrors. The key requirement is that the same views are taken at the same position and under the same lighting conditions at start and at debond — inconsistently positioned images are difficult to compare and look unprofessional when displayed side by side.

What is the minimum photography set needed for useful before and after comparison?

The minimum set for useful before and after comparison is a frontal retracted view showing the full occlusion, a frontal smile (natural, relaxed), and left and right lateral retracted views. This provides enough coverage to show the overall occlusal change and the cosmetic result. A more comprehensive clinical set adds upper and lower arch occlusal views taken with dental mirrors. The key requirement is that the same views are taken at the same position and under the same lighting conditions at start and at debond — inconsistently positioned images are difficult to compare and look unprofessional when displayed side by side.

How should an orthodontist tell a patient their treatment is taking longer than expected?

Acknowledge the patient’s perspective before delivering the news, then explain with clinical specificity rather than vague language. A good approach: acknowledge that the patient has been looking forward to finishing, explain the specific clinical reason for the extension (which tooth or movement is lagging and why), invite the patient’s response, and document the conversation clearly. Patients who receive a specific, honest explanation and feel genuinely heard are far less likely to become formal complainants than those who receive a vague update without empathy.

How do you address poor aligner compliance without damaging the patient relationship?

Use a non-judgmental, outcome-focused approach rather than shaming language. Acknowledge the gap between expected and actual wear without accusation, explain the specific consequence in terms the patient cares about (added treatment time), and then open a genuine conversation about what is making compliance difficult. Practical obstacles like forgetting after meals or discomfort at certain stages can be addressed with specific suggestions. Patients who feel understood rather than criticised are more likely to improve compliance than those who become defensive.

What is the GDC requirement for handling patient complaints?

GDC Standards require that every dental practice has a written complaints procedure that is accessible to patients, that all complaints are acknowledged within three working days, properly investigated, and responded to in full within a reasonable timeframe (typically ten working days). All complaints and their resolution must be documented. Patients must be informed of how to escalate their complaint to the Dental Complaints Service or the GDC if they are not satisfied with the practice’s response. Failure to follow a proper complaints process is itself a breach of GDC Standards.

### Clinical Records

How long must an orthodontic practice keep patient records?

For private orthodontic practice in England and Wales, the recommended minimum retention period for adult patient records is 10 years from the date of last treatment (or until the patient is 25 years old, if that is longer). For child patients, records should be retained until the patient turns 25 or for 10 years from last treatment — whichever is longer. These are minimums based on NHS guidance used as a reference standard; some practices retain records for longer for clinical or medico-legal reasons. Records within the retention period cannot be deleted on receipt of an erasure request — the data is processed under a legal obligation basis.

How long must an orthodontic practice keep patient records?

For private orthodontic practice in England and Wales, the recommended minimum retention period for adult patient records is 10 years from the date of last treatment (or until the patient is 25 years old, if that is longer). For child patients, records should be retained until the patient turns 25 or for 10 years from last treatment — whichever is longer. These are minimums based on NHS guidance used as a reference standard; some practices retain records for longer for clinical or medico-legal reasons. Records within the retention period cannot be deleted on receipt of an erasure request — the data is processed under a legal obligation basis.

### Communication

What is the most effective thing a practice can do to reduce dropout?

Implement a same-day missed appointment follow-up protocol, combined with a halfway-through treatment milestone communication. These two actions address the two most common dropout trigger points and are achievable with basic CRM or messaging automation.

What is the most effective thing a practice can do to reduce dropout?

Implement a same-day missed appointment follow-up protocol, combined with a halfway-through treatment milestone communication. These two actions address the two most common dropout trigger points and are achievable with basic CRM or messaging automation.

What communication does the completion stage require?

The completion stage should include: a debrief conversation about what to expect post-debond (retainer wear schedule, monitoring process), a review request with a direct link, a consent request for marketing use of the case photographs, an introduction to your retention monitoring offer, and an invitation to refer friends and family. This conversation and these requests can be handled in the debond appointment itself, with a follow-up message the next day that includes the review link and any information not covered in the appointment.

What communication does the completion stage require?

The completion stage should include: a debrief conversation about what to expect post-debond (retainer wear schedule, monitoring process), a review request with a direct link, a consent request for marketing use of the case photographs, an introduction to your retention monitoring offer, and an invitation to refer friends and family. This conversation and these requests can be handled in the debond appointment itself, with a follow-up message the next day that includes the review link and any information not covered in the appointment.

### Comparison

Are lingual braces better than clear aligners?

Neither is universally better — they suit different needs. Lingual braces are fixed and invisible, making them ideal for complex cases or patients who struggle with compliance. Clear aligners are removable and generally easier to maintain hygiene with. An orthodontist can advise which is clinically appropriate for your case.

Are lingual braces better than clear aligners?

Neither is universally better — they suit different needs. Lingual braces are fixed and invisible, making them ideal for complex cases or patients who struggle with compliance. Clear aligners are removable and generally easier to maintain hygiene with. An orthodontist can advise which is clinically appropriate for your case.

### Compliance

Is it compliant for therapists to deliver treatment without a prescriber present?

Yes, provided the prescribing clinician has assessed the case and created a clear treatment plan in advance, and the therapist is working within their scope of practice.

Can we incentivise patients to leave reviews?

No. Incentivising reviews violates Google's terms of service and, in a regulated healthcare context, could constitute misleading advertising under the CAP Code and GDC advertising guidance. Ask all patients equally and genuinely — do not filter by expected sentiment.

Can we incentivise patients to leave reviews?

No. Incentivising reviews violates Google's terms of service and, in a regulated healthcare context, could constitute misleading advertising under the CAP Code and GDC advertising guidance. Ask all patients equally and genuinely — do not filter by expected sentiment.

Does improving conversion require any changes to our GDC compliance approach?

No — the changes described here relate to how information is communicated and sequenced, not to what information is included. The clinical content of a compliant treatment plan remains identical. Improving the patient-facing presentation (plain language, outcome focus, financial framing, clear next steps) operates alongside the clinical and consent documentation required by the GDC and BOS, not in place of it. Many practices maintain a clinician-facing clinical record and a patient-facing treatment plan letter as separate documents serving different purposes.

Does improving conversion require any changes to our GDC compliance approach?

No — the changes described here relate to how information is communicated and sequenced, not to what information is included. The clinical content of a compliant treatment plan remains identical. Improving the patient-facing presentation (plain language, outcome focus, financial framing, clear next steps) operates alongside the clinical and consent documentation required by the GDC and BOS, not in place of it. Many practices maintain a clinician-facing clinical record and a patient-facing treatment plan letter as separate documents serving different purposes.

### Consent

Do I need separate consent to use patient photos on Instagram vs the practice website?

Yes — ideally, your marketing photography consent form should specify all intended uses: website, social media (naming specific platforms), printed materials, and any other marketing channels. If you later want to use images on a platform not covered by the original consent, you would need to obtain additional consent. The most robust approach is a broad marketing consent form that covers all digital and print channels from the outset, so the patient makes an informed decision about the full scope of use at the time they consent.

Do I need separate consent to use patient photos on Instagram vs the practice website?

Yes — ideally, your marketing photography consent form should specify all intended uses: website, social media (naming specific platforms), printed materials, and any other marketing channels. If you later want to use images on a platform not covered by the original consent, you would need to obtain additional consent. The most robust approach is a broad marketing consent form that covers all digital and print channels from the outset, so the patient makes an informed decision about the full scope of use at the time they consent.

### Content

Should I include alternative treatment options in the plan?

Yes, where clinically relevant. Presenting alternatives with honest pros and cons builds patient trust and demonstrates clinical confidence. Patients who feel they've been given genuine options are more likely to proceed than those who feel they've been pushed towards one choice.

Should I include alternative treatment options in the plan?

Yes, where clinically relevant. Presenting alternatives with honest pros and cons builds patient trust and demonstrates clinical confidence. Patients who feel they've been given genuine options are more likely to proceed than those who feel they've been pushed towards one choice.

### Conversion

How can software improve orthodontic treatment conversion?

Software can improve conversion by helping patients move through a clearer journey: submit details, upload photos, view quote options, receive reminders, and request the next step.

Do multi-option quotes improve remote consultation conversion?

They can help because patients often want to compare treatment options, payment routes, and lifestyle fit. Offering clear choices can reduce friction and make it easier for patients to move forward.

Does qualifying leads earlier improve conversion?

It can support better conversion by helping patients arrive more informed and giving the practice clearer insight into readiness before committing appointment time. Results vary depending on workflow, lead quality, and team follow-up.

What is a good treatment plan conversion rate for an orthodontic practice?

Industry benchmarks vary, but most well-run practices target a conversion rate of 60 to 80% for treatment plans issued after a paid or committed consultation. Lower conversion rates usually indicate a gap in communication, follow-up, or pricing clarity rather than a lack of interest from patients.

What is a good treatment plan conversion rate for an orthodontic practice?

Industry benchmarks vary, but most well-run practices target a conversion rate of 60 to 80% for treatment plans issued after a paid or committed consultation. Lower conversion rates usually indicate a gap in communication, follow-up, or pricing clarity rather than a lack of interest from patients.

### Cost

How much do braces cost in the UK in 2026?

Private metal braces typically cost £1,500–£3,000 in the UK. Ceramic braces range from £2,000–£4,000. Neither is available on the NHS for adults.

How much does Invisalign cost in the UK?

Invisalign Lite starts from around £1,500 for mild cases. Invisalign Comprehensive typically costs £3,000–£5,500 depending on case complexity and your location.

Can I get 0% finance for braces or Invisalign?

Many UK orthodontic practices offer 0% interest finance over 12–24 months for both treatments. Always confirm the terms in writing before starting.

How much do orthodontic treatments cost in the UK?

Costs vary widely depending on the treatment type and case complexity. Metal braces start from around £1,500, clear aligners from £1,500, and lingual braces from £3,500. See our costs and pricing page for a full breakdown.

How much do braces cost in the UK?

Costs vary depending on complexity, treatment duration, and the type of braces used. Metal braces typically start from around £1,500, ceramic from £2,000, and clear aligners from £1,500 for mild cases. See our costs and pricing page for a full breakdown.

### Data

Is patient clinical data special category data under GDPR?

Yes. Health data — including clinical records, treatment notes, radiographs, and clinical photographs — is classified as Special Category Data under UK GDPR. This requires a higher standard of protection and explicit lawful bases for processing.

Is patient clinical data special category data under GDPR?

Yes. Health data — including clinical records, treatment notes, radiographs, and clinical photographs — is classified as Special Category Data under UK GDPR. This requires a higher standard of protection and explicit lawful bases for processing.

### Dental Hygiene

What should I do if my orthodontic treatment has been delayed?

Focus on brushing twice daily with fluoride toothpaste, cleaning between teeth, reducing sugary snacks and drinks, and booking a dental or hygiene appointment if plaque or bleeding persists.

### Dental Software

Why does traditional dental software fail modern orthodontic practices?

Traditional dental software often focuses on records and appointments, but modern orthodontic practices also need lead capture, remote assessment, quote workflows, automated follow-up, and conversion tracking.

### Diet

Can I eat chocolate with braces?

Yes — chocolate is generally safer than sticky sweets because it dissolves more easily. Avoid very hard chocolate pieces and always brush afterwards. Eating chocolate as part of a meal rather than as a frequent snack reduces your decay risk.

Can I eat pizza with braces?

Soft pizza is fine. Avoid very thick doughy crusts or very crispy bases that require excessive biting force. Cut slices into smaller pieces rather than biting from the end.

Can I chew gum with braces?

No. Chewing gum is not recommended with fixed braces — even sugar-free varieties. It sticks to brackets and wires, is very difficult to remove, and can dislodge brackets or bend wires.

Can I eat crisps with braces?

Standard thin crisps are generally fine in moderation. Avoid very hard varieties like kettle chips or pork scratchings. Always brush afterwards as crisps leave starchy debris around brackets.

What if I accidentally eat something I shouldn't?

Don't panic. If a bracket feels loose or a wire is bent or poking, contact your orthodontist. Most practices have an advice line for these situations. A single incident is unlikely to cause major setbacks, but repeated damage extends treatment time.

### Dropout

What is the typical mid-treatment dropout rate for orthodontic practices?

Dropout rates vary widely between practices, but industry estimates suggest 5 to 15% of patients do not complete their orthodontic treatment. High-performing practices with strong communication systems and patient engagement protocols consistently sit at the lower end of this range.

What is the typical mid-treatment dropout rate for orthodontic practices?

Dropout rates vary widely between practices, but industry estimates suggest 5 to 15% of patients do not complete their orthodontic treatment. High-performing practices with strong communication systems and patient engagement protocols consistently sit at the lower end of this range.

### Duration

How long does treatment with lingual braces take?

Treatment times are broadly similar to conventional fixed braces — typically 12 to 24 months for most adult cases, depending on the complexity of tooth movements required.

How long does treatment with lingual braces take?

Treatment times are broadly similar to conventional fixed braces — typically 12 to 24 months for most adult cases, depending on the complexity of tooth movements required.

### Efficiency

Is reducing chair time the same as reducing care quality?

No. The goal is to protect chair time for the moments where in-person care adds the most value, while moving admin-heavy or preparation-based steps earlier in the journey.

### Eligibility

Is orthodontic treatment available on the NHS for children?

Yes, for those who score 3 or above on the Index of Orthodontic Treatment Need (IOTN). Treatment must begin before the patient's 18th birthday. Use the NHS qualification checker or IOTN score checker on the Virtual Consultant site to find out if you or your child qualifies.

Can adults get braces or Invisalign on the NHS?

No. NHS orthodontic treatment is only available for children and young people who meet clinical eligibility criteria. Adults seeking teeth straightening in the UK will need to go private.

Which orthodontic treatments are available on the NHS?

NHS orthodontic treatment is available for children and young people under 18 who score 3 or above on the Index of Orthodontic Treatment Need (IOTN). Adults must pay privately. Use our NHS qualification checker to see if you or your child qualifies.

Can children use the orthodontic support service?

Yes. The service is open to patients and non-patients of all ages. If you are a parent concerned about your child's teeth or brace, you can submit on their behalf. For NHS eligibility queries, use our IOTN score checker or NHS qualification checker.

Am I eligible for NHS orthodontic treatment?

NHS eligibility is based on clinical need assessed using the IOTN score, not cosmetic preference. It is only available for children and young people under 18. Use our NHS qualification checker or IOTN score checker to find out if you or your child may qualify.

### Email

Can teams send emails from Virtual Consultant?

Linked mailboxes can be used for two-way email, allowing teams to respond from the right practice mailbox while keeping the communication connected to the relevant task or customer timeline.

### Environment

How much carbon does a remote dental appointment save?

Virtual Consultant measures an average saving of 1.37 kg CO₂ per remote appointment compared to an in-person visit. This accounts for avoided patient travel only — additional savings come from reduced resource use at the practice.

How does remote orthodontic care reduce carbon emissions?

The primary saving comes from eliminating patient travel. When patients don't need to drive to a clinic for routine checks, aligner reviews, or initial assessments, both the travel emissions and the practice's resource consumption (heating, lighting, sterilisation) are reduced.

What is the carbon impact at scale for dental practices?

At 1,000 remote appointments, the carbon saving reaches approximately 1.37 metric tons of CO₂ — equivalent to the emissions from driving a car for around 3,400 miles, according to the EPA Greenhouse Gas Equivalencies Calculator.

### Ethics

Can orthodontic practices offer incentives to GDPs for referrals?

No — the GDC's Standards for the Dental Team (Standard 6) explicitly require that referrals are made in patients' best interests and that dental professionals do not accept gifts or benefits that could affect their professional judgement. Offering or accepting financial incentives for referrals risks GDC regulatory action and is not compliant with professional standards. GDP referral relationships must be built on professional trust, clinical quality, and consistent communication — not financial arrangements.

Can orthodontic practices offer incentives to GDPs for referrals?

No — the GDC's Standards for the Dental Team (Standard 6) explicitly require that referrals are made in patients' best interests and that dental professionals do not accept gifts or benefits that could affect their professional judgement. Offering or accepting financial incentives for referrals risks GDC regulatory action and is not compliant with professional standards. GDP referral relationships must be built on professional trust, clinical quality, and consistent communication — not financial arrangements.

Do practices have any obligations to patients on waiting lists?

Yes — the GDC's Standards for the Dental Team require that dental professionals communicate clearly with patients, including about delays in care. Patients on a waiting list should be informed of the expected wait at the time they are added, notified of any significant changes to that expectation, and given enough information to make an informed decision about whether to remain on the list or seek care elsewhere. A patient who is not informed of a significant delay in their care and who suffers harm as a result may have grounds for a complaint — making proactive communication both a commercial and a professional obligation.

Do practices have any obligations to patients on waiting lists?

Yes — the GDC's Standards for the Dental Team require that dental professionals communicate clearly with patients, including about delays in care. Patients on a waiting list should be informed of the expected wait at the time they are added, notified of any significant changes to that expectation, and given enough information to make an informed decision about whether to remain on the list or seek care elsewhere. A patient who is not informed of a significant delay in their care and who suffers harm as a result may have grounds for a complaint — making proactive communication both a commercial and a professional obligation.

### Feature

What is Smile Visualisation?

Smile Visualisation is a tool built into Virtual Consultant that creates an illustrative before-and-after smile preview from a single photo. It is designed to help patients visualise how orthodontic treatment could transform their smile. The preview is a guide only and is not a clinical prediction, guaranteed result, or substitute for a professional assessment.

How can an orthodontic CRM increase case acceptance rates?

By automating personalised follow-ups, providing digital treatment visualisations, and streamlining consultation booking. Practices using dedicated systems typically see 30-40% higher conversion from enquiry to treatment start.

Is remote monitoring possible with orthodontic CRM?

Yes. Advanced platforms integrate with photo and scan uploads, allowing clinicians to monitor aligner progress remotely, reduce chair time, and maintain clinical oversight efficiently.

How can an orthodontic CRM increase case acceptance rates?

By automating personalised follow-ups, providing digital treatment visualisations, and streamlining consultation booking. Practices using dedicated systems typically see 30-40% higher conversion from enquiry to treatment start.

Is remote monitoring possible with orthodontic CRM?

Yes. Advanced platforms integrate with photo and scan uploads, allowing clinicians to monitor aligner progress remotely, reduce chair time, and maintain clinical oversight efficiently.

### Fees

How much should an orthodontic practice charge for a consultation?

Paid orthodontic consultation fees in the UK typically range from £50 to £150, with the higher end of the range concentrated in London and the Southeast. The fee should reflect the time investment (a full orthodontic consultation typically takes 30 to 60 minutes of clinical time) and should be set at a level that qualifies patient commitment without creating a significant barrier for genuinely interested patients. A fee below £50 does not meaningfully qualify commitment; a fee above £150 may reduce enquiry volume from otherwise committed patients.

How much should an orthodontic practice charge for a consultation?

Paid orthodontic consultation fees in the UK typically range from £50 to £150, with the higher end of the range concentrated in London and the Southeast. The fee should reflect the time investment (a full orthodontic consultation typically takes 30 to 60 minutes of clinical time) and should be set at a level that qualifies patient commitment without creating a significant barrier for genuinely interested patients. A fee below £50 does not meaningfully qualify commitment; a fee above £150 may reduce enquiry volume from otherwise committed patients.

### Finance

Do braces payment plans require a credit check?

Many finance-backed plans require a credit check, but some practices offer in-house payment options that may not.

Are there 0% finance options for braces?

Yes, many clinics offer 0% finance over shorter terms, meaning you only pay the cost of treatment without added interest.

Do braces payment plans require a credit check?

Many finance-backed plans require a credit check, but some practices offer in-house payment options that may not.

Are there 0% finance options for braces?

Yes, many clinics offer 0% finance over shorter terms, meaning you only pay the cost of treatment without added interest.

How should practices handle patients who fall behind on payments?

Proactively and with empathy. Contact patients before they default rather than after. Have a structured conversation about options — a temporary payment adjustment is far better than a dropout. Patients who feel respected and supported during financial difficulty are much more likely to continue and remain loyal.

### Finding a Provider

How do I find a good orthodontist near me?

Start by understanding your own treatment needs first. A clinician-reviewed digital assessment helps identify suitable options before choosing a local orthodontist, making the decision more informed and less reliant on guesswork. You can also browse Virtual Consultant's UK locations to find a practice near you.

How do I find an orthodontist that offers virtual consultations near me?

You can use Virtual Consultant Online's orthodontic treatment near me finder to search for practices in your area that offer virtual consultations. Alternatively, you can complete your remote assessment directly on Virtual Consultant Online and receive a clinician-reviewed response before connecting with a local practice for your in-person follow-up. Many practices now include virtual assessments as a standard part of their new patient pathway.

How do I find an orthodontist that offers virtual consultations near me?

You can use Virtual Consultant Online's orthodontic treatment near me finder to search for practices in your area that offer virtual consultations. Alternatively, you can complete your remote assessment directly on Virtual Consultant Online and receive a clinician-reviewed response before connecting with a local practice for your in-person follow-up. Many practices now include virtual assessments as a standard part of their new patient pathway.

How do I find an orthodontic practice near me that offers digital smile tools?

You can start by using the smile visualisation tool on Virtual Consultant Online at virtualconsultant.online/tools/smile-visualisation, which is part of the free online assessment process. Completing the assessment connects you with orthodontic practices that use digital patient tools and can give you both a clinician response and a smile simulation before your first in-person appointment. You can also use the find an orthodontist near you tool at virtualconsultant.online/locations/orthodontic-treatment-near-me to identify practices in your area.

How do I find an orthodontic practice near me that offers digital smile tools?

You can start by using the smile visualisation tool on Virtual Consultant Online at virtualconsultant.online/tools/smile-visualisation, which is part of the free online assessment process. Completing the assessment connects you with orthodontic practices that use digital patient tools and can give you both a clinician response and a smile simulation before your first in-person appointment. You can also use the find an orthodontist near you tool at virtualconsultant.online/locations/orthodontic-treatment-near-me to identify practices in your area.

### Follow-Up

When is the best time to follow up after sending a treatment plan?

48 to 72 hours after the consultation is the most effective window. The patient still remembers the appointment, hasn't fully made up their mind, and is most receptive to a supportive check-in. A simple call or message asking if they have any questions converts at a significantly higher rate than waiting passively.

When is the best time to follow up after sending a treatment plan?

48 to 72 hours after the consultation is the most effective window. The patient still remembers the appointment, hasn't fully made up their mind, and is most receptive to a supportive check-in. A simple call or message asking if they have any questions converts at a significantly higher rate than waiting passively.

How quickly should we follow up with patients after sending a treatment plan?

The optimal first follow-up is within 24 to 48 hours of sending the plan — while the consultation is still fresh in the patient's mind and before competing priorities have displaced it. Most conversions happen within 72 hours of the plan being sent; patients who have not responded within 7 days require a different follow-up approach focused on removing barriers rather than simply reminding. A structured three-touch follow-up sequence covering days 1–2, days 5–7, and days 14–21 captures most convertible patients while remaining proportionate.

How quickly should we follow up with patients after sending a treatment plan?

The optimal first follow-up is within 24 to 48 hours of sending the plan — while the consultation is still fresh in the patient's mind and before competing priorities have displaced it. Most conversions happen within 72 hours of the plan being sent; patients who have not responded within 7 days require a different follow-up approach focused on removing barriers rather than simply reminding. A structured three-touch follow-up sequence covering days 1–2, days 5–7, and days 14–21 captures most convertible patients while remaining proportionate.

How many times should the practice follow up with an assessment patient who hasn't booked?

Two follow-ups after the initial response is an appropriate and effective approach: one at 3 to 5 days (checking for questions), and one at 10 to 14 days (noting the consultation opportunity is still available). Beyond this, further contact risks feeling persistent and may create a negative impression. If a patient has not responded after two follow-ups within a fortnight of their assessment response, they should be moved to a low-priority hold rather than continued outreach — some patients need significantly longer to make a decision, and a light-touch contact at 6 to 8 weeks may reactivate a small proportion.

### For Parents

At what age do children typically get braces in the UK?

Most orthodontic treatment in the UK starts between the ages of 11 and 14, when most permanent teeth have come through. However, some interceptive treatment begins earlier, and adults of any age can have orthodontic treatment.

How do I know if my child needs braces?

Your child's dentist will usually identify the need during routine check-ups and issue a referral to an orthodontist if needed. You can also use our IOTN score checker for an initial indication, though a clinical assessment is always required for a definitive answer.

What if my child refuses to wear their braces?

Compliance issues are common, especially with removable appliances. Talk openly about why compliance matters, use milestone rewards, and involve the orthodontist — they have experience motivating reluctant patients. Persistent non-compliance should be discussed with the practice.

What should I do if a bracket breaks?

Contact the orthodontic practice as soon as possible. Most practices have an advice line for exactly this situation. In the meantime, orthodontic wax can cover any sharp edges and reduce irritation. Avoid trying to fix it yourself.

At what age do children typically get braces in the UK?

Most orthodontic treatment in the UK starts between the ages of 11 and 14, when most permanent teeth have come through. However, some interceptive treatment begins earlier, and adults of any age can have orthodontic treatment.

### Format

Should treatment plans be digital or paper?

Digital plans are increasingly preferred — they're easier to share, easier to update, and can be accessed by patients when they're ready to make a decision (often not immediately after the consultation). A patient portal or secure email delivery is far more effective than a printed document the patient takes home.

Should treatment plans be digital or paper?

Digital plans are increasingly preferred — they're easier to share, easier to update, and can be accessed by patients when they're ready to make a decision (often not immediately after the consultation). A patient portal or secure email delivery is far more effective than a printed document the patient takes home.

### GDC

Are there any regulatory requirements around how consultation fees are advertised?

Yes — the GDC's advertising guidance and the ASA's CAP Code both require that dental practices are transparent about fees before a patient commits to an appointment. If a practice offers a free consultation, this must be genuinely free (no hidden charges) and any conditions must be stated clearly. If a fee applies, it must be stated in all advertising referencing consultations. A patient who attends expecting a free consultation and is charged a fee has a valid complaint under GDC standard 4 (maintaining patient information honestly and transparently).

Are there any regulatory requirements around how consultation fees are advertised?

Yes — the GDC's advertising guidance and the ASA's CAP Code both require that dental practices are transparent about fees before a patient commits to an appointment. If a practice offers a free consultation, this must be genuinely free (no hidden charges) and any conditions must be stated clearly. If a fee applies, it must be stated in all advertising referencing consultations. A patient who attends expecting a free consultation and is charged a fee has a valid complaint under GDC standard 4 (maintaining patient information honestly and transparently).

### General

Who can create and manage bulletins?

Users with the News Bulletin Editor role can create, edit, publish, and expire bulletins from the Bulletins Manager page.

Can I share a bulletin across multiple practices?

Yes. You can share a bulletin globally with all practices, or selectively choose which practices should see it.

What happens when a bulletin expires?

Expired bulletins are automatically hidden from staff and patient views. They remain in the system for reference but are no longer visible to your audience.

Can I target specific roles with a bulletin?

Yes. When creating a bulletin you can select a specific role as the audience — such as Treatment Coordinators or clinicians — rather than broadcasting to everyone.

How do I know if my team has read a bulletin?

Bulletins include read tracking. From the Bulletins Manager you can see which users have viewed each bulletin and when, giving you full visibility without needing to chase confirmation.

### Growth

How does this model help practices scale?

By removing dependency on prescriber presence for every appointment, practices can increase capacity, improve scheduling flexibility, and utilise therapists more effectively.

### Hygiene

Should I use mouthwash straight after brushing?

It is usually better not to use mouthwash immediately after brushing because it can rinse away fluoride from toothpaste. Use mouthwash at a different time of day unless your dentist gives different advice.

How often should I brush my teeth with braces?

Ideally after every meal — typically three or four times a day. As a minimum, brush twice daily and use interdental brushes to clean around each bracket. A fluoride mouthwash at bedtime adds extra protection.

How often should I brush my teeth with braces?

Ideally after every meal — typically three or four times a day. As a minimum, brush twice daily and use interdental brushes to clean around each bracket. A fluoride mouthwash at bedtime adds extra protection.

Can I use toothpaste to clean my aligners?

No — toothpaste is mildly abrasive and will scratch the aligner surface over time, creating microscopic grooves where bacteria accumulate. Use a soft brush with clear, unscented liquid soap instead.

How often should I clean my aligners?

Rinse them with cool water every time you remove them. Do a more thorough brush clean at least once a day — ideally morning and night — and soak them in a cleaning solution several times a week.

### ICO Registration

Does an orthodontic practice need to register with the ICO?

Yes — most organisations that process personal data for purposes other than purely personal or household activities must pay a data protection fee and register with the ICO. There are a small number of exemptions, but healthcare providers processing patient data almost always fall outside them. ICO registration fees are tiered by organisation size and typically range from £40 to £60 per year for small practices. Failure to register when required is a civil offence that can result in fines.

Does an orthodontic practice need to register with the ICO?

Yes — most organisations that process personal data for purposes other than purely personal or household activities must pay a data protection fee and register with the ICO. There are a small number of exemptions, but healthcare providers processing patient data almost always fall outside them. ICO registration fees are tiered by organisation size and typically range from £40 to £60 per year for small practices. Failure to register when required is a civil offence that can result in fines.

### Lead Qualification

What does it mean to qualify an orthodontic lead before the first appointment?

It means collecting enough information before the appointment to understand patient intent, treatment interest, photo quality, readiness, and next-step suitability. This helps the practice prioritise stronger opportunities.

### Mailbox Integration

What is mailbox integration in Virtual Consultant?

Mailbox integration connects practice email accounts to Virtual Consultant so incoming and outgoing messages can be converted into structured tasks, linked to customer records, and tracked through the wider patient workflow.

### Marketing

How can I use patient reviews in marketing?

Feature top reviews on your website, treatment pages, and email sequences. Share them on social media (with appropriate consent). Include review counts and ratings in paid search ads. Reviews used as marketing content should be genuine and attributed accurately.

How can I use patient reviews in marketing?

Feature top reviews on your website, treatment pages, and email sequences. Share them on social media (with appropriate consent). Include review counts and ratings in paid search ads. Reviews used as marketing content should be genuine and attributed accurately.

Can we send marketing emails to patients without additional consent?

You can send service-related communications (appointment reminders, treatment updates, recall reminders) to existing patients under legitimate interests without additional marketing consent. Promotional communications — newsletters, new service announcements, offers — require either explicit marketing consent or a careful legitimate interests assessment demonstrating that the patient would reasonably expect to receive this type of communication. The safest and most defensible approach is to obtain separate, explicit marketing consent from patients at registration or at a natural touchpoint during their care.

Can we send marketing emails to patients without additional consent?

You can send service-related communications (appointment reminders, treatment updates, recall reminders) to existing patients under legitimate interests without additional marketing consent. Promotional communications — newsletters, new service announcements, offers — require either explicit marketing consent or a careful legitimate interests assessment demonstrating that the patient would reasonably expect to receive this type of communication. The safest and most defensible approach is to obtain separate, explicit marketing consent from patients at registration or at a natural touchpoint during their care.

How often should a practice post before and after cases on social media?

For practices with an active social media presence, one to two case posts per week is a sustainable and effective cadence. More than this can fatigue your existing audience; fewer makes it difficult to build meaningful engagement or demonstrate the volume of your work. Each post should include a brief description of the case (the starting issue and the treatment used) without identifying information about the patient, and should be accompanied by appropriate context about the result being specific to this case. Mixing before and after content with educational posts and practice updates creates more varied and engaging content overall.

### Model

What are the main consultation fee models used by UK orthodontic practices?

UK orthodontic practices typically use one of four models: fully free consultations; charged consultations with no redemption; redeemable consultations (fee charged but deducted from treatment if the patient proceeds); and a hybrid model where virtual assessment is free but an in-person consultation fee applies. The redeemable model is arguably the most popular in private practice — it qualifies commitment, recovers some cost from non-proceeding patients, and does not create a net financial barrier for patients who proceed to treatment.

What are the main consultation fee models used by UK orthodontic practices?

UK orthodontic practices typically use one of four models: fully free consultations; charged consultations with no redemption; redeemable consultations (fee charged but deducted from treatment if the patient proceeds); and a hybrid model where virtual assessment is free but an in-person consultation fee applies. The redeemable model is arguably the most popular in private practice — it qualifies commitment, recovers some cost from non-proceeding patients, and does not create a net financial barrier for patients who proceed to treatment.

### NHS

Can adults get braces on the NHS?

No, NHS orthodontic treatment is generally only available for under 18s who meet strict clinical criteria.

Can adults get braces on the NHS?

No, NHS orthodontic treatment is generally only available for under 18s who meet strict clinical criteria.

Are children's braces free on the NHS?

NHS orthodontic treatment is free for children under 18 who meet the clinical threshold (IOTN score of 3.6 or above). Children referred by their dentist are assessed and treated at NHS practices at no charge. Waiting times vary by area.

Are children's braces free on the NHS?

NHS orthodontic treatment is free for children under 18 who meet the clinical threshold (IOTN score of 3.6 or above). Children referred by their dentist are assessed and treated at NHS practices at no charge. Waiting times vary by area.

Are lingual braces available on the NHS?

No. NHS orthodontic treatment uses conventional fixed or removable appliances. Lingual braces are a private treatment option only.

### Negative Reviews

How should I respond to a negative Google review?

Respond promptly, calmly, and without disclosing patient details. Acknowledge their experience, apologise for any dissatisfaction, and invite them to contact the practice directly to resolve the issue. Never argue or become defensive in public — it damages your reputation with prospective patients reading the thread.

How should I respond to a negative Google review?

Respond promptly, calmly, and without disclosing patient details. Acknowledge their experience, apologise for any dissatisfaction, and invite them to contact the practice directly to resolve the issue. Never argue or become defensive in public — it damages your reputation with prospective patients reading the thread.

### Operations

Can better software reduce admin time?

Yes. By automating repeated steps such as reminders, photo requests, quote follow-up, and lead tracking, practices can reduce manual admin and focus more time on high-value patient interactions.

How many GDP practices should a typical orthodontic practice target?

A single-principal orthodontic practice can typically sustain meaningful referral relationships with 8 to 15 GDP practices — enough to generate a significant share of new patient volume without overextending the relationship-management capacity of the team. A multi-clinician or multi-site practice can scale this proportionally. It is more valuable to have 10 GDP practices that refer reliably because they trust you deeply than to have 40 superficial connections that each refer rarely.

How many GDP practices should a typical orthodontic practice target?

A single-principal orthodontic practice can typically sustain meaningful referral relationships with 8 to 15 GDP practices — enough to generate a significant share of new patient volume without overextending the relationship-management capacity of the team. A multi-clinician or multi-site practice can scale this proportionally. It is more valuable to have 10 GDP practices that refer reliably because they trust you deeply than to have 40 superficial connections that each refer rarely.

How should a practice handle patients who become unresponsive on the waiting list?

A patient who stops responding to communications should receive a personal outreach — a phone call or a genuinely personal email, not an automated message — within a reasonable period (2 to 4 weeks of non-response). The contact should acknowledge the wait, ask if circumstances have changed, and make it easy to either reconfirm or defer without any pressure. If a patient cannot be reached after two personal contact attempts over a 4-week period, it is reasonable to remove them from the active waiting list and archive their record, with a note documenting the attempts made.

How should a practice handle patients who become unresponsive on the waiting list?

A patient who stops responding to communications should receive a personal outreach — a phone call or a genuinely personal email, not an automated message — within a reasonable period (2 to 4 weeks of non-response). The contact should acknowledge the wait, ask if circumstances have changed, and make it easy to either reconfirm or defer without any pressure. If a patient cannot be reached after two personal contact attempts over a 4-week period, it is reasonable to remove them from the active waiting list and archive their record, with a note documenting the attempts made.

### Options

Can I choose how long I pay for braces?

In many cases, yes. Practices often offer different term lengths so you can balance monthly affordability with total cost.

Can I choose how long I pay for braces?

In many cases, yes. Practices often offer different term lengths so you can balance monthly affordability with total cost.

Can I choose between braces and aligners?

In many cases yes, but the best option depends on your case complexity and treatment goals.

Can I choose between braces and aligners?

In many cases yes, but the best option depends on your case complexity and treatment goals.

What is the best whitening method after braces?

Custom take-home trays provided by your dentist are widely considered the gold standard for post-brace whitening. They're made to fit your new tooth positions precisely and provide even, controlled results. In-chair whitening is faster but more expensive.

### Oral Health

Why do I need good oral health before braces or aligners?

Braces and aligners can make teeth harder to clean. If plaque, bleeding gums, or early decay are already present, orthodontic treatment can increase the risk of enamel damage, gum problems, and treatment delays.

Does bleeding when brushing mean I am brushing too hard?

Not usually. Bleeding gums are more often linked to plaque and inflammation. If bleeding continues despite gentle, consistent cleaning, you should speak to your dentist or hygienist.

### Pain

Can I get help with orthodontic pain online?

Yes. Orthodontic discomfort is common, but not every type of pain feels the same. Online support allows you to explain what you are feeling, when it started, and whether anything appears broken or different — helping the review feel more specific and useful.

Does getting braces hurt?

Some discomfort is normal when braces are first fitted and after each adjustment appointment, typically lasting 24 to 72 hours before subsiding. The teeth and jaw may ache as they adapt to new pressures, and the inner cheeks may be sore initially against the brackets. Over-the-counter pain relief such as ibuprofen or paracetamol is usually sufficient to manage this. Clear aligner patients experience similar discomfort when changing to a new aligner set. The discomfort is temporary and most patients find they adapt quickly after the first few weeks.

Does getting braces hurt?

Some discomfort is normal when braces are first fitted and after each adjustment appointment, typically lasting 24 to 72 hours before subsiding. The teeth and jaw may ache as they adapt to new pressures, and the inner cheeks may be sore initially against the brackets. Over-the-counter pain relief such as ibuprofen or paracetamol is usually sufficient to manage this. Clear aligner patients experience similar discomfort when changing to a new aligner set. The discomfort is temporary and most patients find they adapt quickly after the first few weeks.

Is adult orthodontic treatment more painful than teenage treatment?

Adult patients do not consistently experience more discomfort than teenage patients. The typical pattern is mild to moderate aching in the 24 to 72 hours following each adjustment appointment or aligner change, which then resolves. Over-the-counter pain relief such as ibuprofen or paracetamol is usually sufficient to manage this. Many adults find the adjustment period easier to cope with than they expected, partly because they understand what is happening and can manage it proactively.

Is adult orthodontic treatment more painful than teenage treatment?

Adult patients do not consistently experience more discomfort than teenage patients. The typical pattern is mild to moderate aching in the 24 to 72 hours following each adjustment appointment or aligner change, which then resolves. Over-the-counter pain relief such as ibuprofen or paracetamol is usually sufficient to manage this. Many adults find the adjustment period easier to cope with than they expected, partly because they understand what is happening and can manage it proactively.

### Patient Communication

Can emails be linked to existing customers?

Yes. When an email arrives, Virtual Consultant can attempt to match it against existing customers so the message can be connected to the right record and timeline.

### Patient Journey

Do patients prefer remote-first orthodontic journeys?

Many patients value the convenience of completing early steps from home, especially photo submission, initial questions, and reviewing treatment options before attending the practice.

What are the seven stages of the orthodontic patient lifecycle?

The orthodontic patient lifecycle has seven stages: Discovery (how the patient first learns of the practice), Enquiry (first contact), Assessment (virtual or in-person screening), Conversion (treatment plan acceptance and treatment start), Active Treatment (the period of active treatment), Completion (debond and immediate post-treatment), and Long-Term Relationship (retention, referral, and ongoing connection). Each stage has distinct drop-off risks and engagement opportunities that a well-structured practice maps and manages deliberately.

What are the seven stages of the orthodontic patient lifecycle?

The orthodontic patient lifecycle has seven stages: Discovery (how the patient first learns of the practice), Enquiry (first contact), Assessment (virtual or in-person screening), Conversion (treatment plan acceptance and treatment start), Active Treatment (the period of active treatment), Completion (debond and immediate post-treatment), and Long-Term Relationship (retention, referral, and ongoing connection). Each stage has distinct drop-off risks and engagement opportunities that a well-structured practice maps and manages deliberately.

### Patients

What are the benefits of remote dental assessments for patients?

Remote assessments save time, reduce travel stress, improve accessibility for patients in rural areas or with mobility challenges, and offer greater flexibility. For patients exploring orthodontic treatment, they also remove the need to travel just to find out whether treatment is suitable.

Is the smile preview an accurate prediction of my results?

No. The preview is illustrative only — it gives you a visual sense of what treatment could achieve based on your photo, but it is not a diagnosis, clinical prediction, or guaranteed outcome. Individual results depend on case complexity, treatment type, duration, and compliance. Always consult a qualified orthodontist before making any treatment decisions.

How do I use the Smile Visualisation tool?

Visit virtualconsultant.online/tools/smile-visualisation, enter your details and consent to image processing, then upload or capture a clear smile photo. Your illustrative before-and-after preview is then created within minutes. From there you can continue into the photo assessment journey to get a clinician-reviewed quote.

Is my photo kept private?

Yes. Your image is processed securely and is not permanently shared via public links. The public tool requires your details and consent before any image processing takes place — anonymous generation is not permitted. Secure patient flows use tokenised links to ensure images are only accessible to the intended recipient.

Can crooked teeth cause headaches and jaw pain?

Yes. Malocclusion places uneven stress on jaw muscles and the TMJ, often resulting in headaches, facial pain, and clicking joints. Studies show higher TMD prevalence in patients with untreated misalignment.

### Payment Plans

Can you pay monthly for braces in the UK?

Yes, most orthodontic practices offer monthly payment plans. These typically include a deposit followed by fixed monthly payments over 12–36 months.

Can you pay monthly for braces in the UK?

Yes, most orthodontic practices offer monthly payment plans. These typically include a deposit followed by fixed monthly payments over 12–36 months.

### Photo Capture

Why is guided photo capture important?

Guided photo capture helps patients submit the right images in the right order, reducing unusable photos and avoiding delays caused by manual re-requests.

### Photography

Can we use patient before-and-after photos on social media?

Only with specific, informed consent for promotional use. Clinical photography consent for treatment records is separate from consent for marketing use. Patients must actively consent to promotional use, and that consent must be documented. Verbal consent is not sufficient.

Can we use patient before-and-after photos on social media?

Only with specific, informed consent for promotional use. Clinical photography consent for treatment records is separate from consent for marketing use. Patients must actively consent to promotional use, and that consent must be documented. Verbal consent is not sufficient.

Do we need separate consent to use patient photographs in our marketing?

Yes — clinical photographs taken as part of the treatment record are processed under the healthcare basis and cannot be used in marketing without separate explicit consent. Consent to use photographs in marketing must be specific (the patient knows what they are consenting to), freely given (not linked to receiving treatment), documented, and easy to withdraw. Obtain this consent separately from the clinical consent form, and maintain a record of it. Patients who have consented to marketing use of their photographs retain the right to withdraw that consent at any time.

Do we need separate consent to use patient photographs in our marketing?

Yes — clinical photographs taken as part of the treatment record are processed under the healthcare basis and cannot be used in marketing without separate explicit consent. Consent to use photographs in marketing must be specific (the patient knows what they are consenting to), freely given (not linked to receiving treatment), documented, and easy to withdraw. Obtain this consent separately from the clinical consent form, and maintain a record of it. Patients who have consented to marketing use of their photographs retain the right to withdraw that consent at any time.

Does a practice need professional photography equipment for before and after images?

Consistent clinical photography requires more than a standard smartphone. A dedicated dental camera with a ring flash or twin flash produces repeatable, comparable results across patients and appointments. Modern dedicated dental cameras from manufacturers such as Canon, Nikon, or Olympus with a macro lens and appropriate flash are accessible for most practices. The investment is typically recovered quickly in the marketing value of the resulting images — consistent, well-lit photography that clearly shows the treatment outcome is substantially more effective than variable smartphone photography.

### Photos

What should the practice do when photo submissions are not good enough to assess?

When a photo submission is inadequate — poor lighting, wrong angle, too far away to see the teeth — the correct response is a warm, specific resubmission request. Acknowledge the submission positively, explain exactly what would make the photographs more useful, and if possible provide a brief guide with examples. Most patients who receive a clear and encouraging request for better photographs will resubmit. A generic "your photos were not good enough" response does not motivate resubmission and may disengage the patient entirely.

What should the practice do when photo submissions are not good enough to assess?

When a photo submission is inadequate — poor lighting, wrong angle, too far away to see the teeth — the correct response is a warm, specific resubmission request. Acknowledge the submission positively, explain exactly what would make the photographs more useful, and if possible provide a brief guide with examples. Most patients who receive a clear and encouraging request for better photographs will resubmit. A generic "your photos were not good enough" response does not motivate resubmission and may disengage the patient entirely.

### Planning

How can a waiting list be used for capacity planning?

A waiting list with known size, composition, and historical conversion rate can be used to forecast treatment starts 3 to 6 months ahead with reasonable accuracy. This forecast informs staffing decisions, clinical supply ordering, and cash flow projections. A practice that knows it has 30 patients on a list with an average 18-week wait and a historical conversion rate of 75% can project approximately 22 treatment starts in that window — a meaningful planning input. CRM tools that track waiting list status automatically make this data available without manual counting.

How can a waiting list be used for capacity planning?

A waiting list with known size, composition, and historical conversion rate can be used to forecast treatment starts 3 to 6 months ahead with reasonable accuracy. This forecast informs staffing decisions, clinical supply ordering, and cash flow projections. A practice that knows it has 30 patients on a list with an average 18-week wait and a historical conversion rate of 75% can project approximately 22 treatment starts in that window — a meaningful planning input. CRM tools that track waiting list status automatically make this data available without manual counting.

### Platforms

Which review platforms matter most for orthodontic practices?

Google Business Profile is the most important for local search visibility and enquiry volume. Trustpilot adds credibility for higher-value treatments. Doctify is increasingly relevant in UK healthcare. Facebook reviews matter for practices with an active social presence.

Which review platforms matter most for orthodontic practices?

Google Business Profile is the most important for local search visibility and enquiry volume. Trustpilot adds credibility for higher-value treatments. Doctify is increasingly relevant in UK healthcare. Facebook reviews matter for practices with an active social presence.

### Practical

What if I lose an aligner?

Contact your orthodontist immediately. They may advise you to wear your previous tray to hold your teeth in position while a replacement is ordered, or move to the next tray if you're close to switching. Don't leave your teeth without any aligner for more than a day or two.

Can I chew gum with aligners in?

No. Gum sticks to aligner plastic and is extremely difficult to remove. Always remove your aligners before chewing gum, and brush before reinserting.

What if I lose an aligner?

Contact your orthodontist immediately. They may advise you to wear your previous tray to hold your teeth in position while a replacement is ordered, or move to the next tray if you're close to switching. Don't leave your teeth without any aligner for more than a day or two.

Can I chew gum with aligners in?

No. Gum sticks to aligner plastic and is extremely difficult to remove. Always remove your aligners before chewing gum, and brush before reinserting.

### Practice

Which types of appointments can be conducted remotely?

Many orthodontic appointments are well suited to remote delivery, including initial assessments, aligner progress reviews, treatment planning discussions, and follow-up consultations. In-person visits remain essential for fitting, adjustments, and certain clinical assessments.

### Practice Growth

What should a modern orthodontic platform include?

A modern orthodontic platform should support remote evaluations, guided photo capture, configurable questions, quote presentation, automated follow-up, lead engagement tracking, and practice-specific workflows.

How does reducing chair time support practice growth?

Reducing unnecessary early-stage chair time frees clinical capacity for higher-value appointments, helps teams prioritise serious leads, and creates a more scalable consultation workflow.

Why is early qualification important for orthodontic practices?

Early qualification protects chair time, reduces avoidable manual follow-up, and helps the team focus on patients who are more likely to proceed with treatment.

### Practice Management

What happens if an email cannot be matched to a customer?

The email can still become a company-level task for the team to review. It can then be triaged, assigned, and linked to a customer later if the correct record is identified.

What is a good DNA rate for an orthodontic practice?

A DNA rate of 5% to 8% is considered achievable for most UK orthodontic practices with a structured reminder system in place. Rates above 10% typically indicate a systemic communication gap — either reminders are not being sent, they are in a format patients do not engage with, or the practice-patient relationship has weakened. DNA rates should be tracked monthly and broken down by appointment type and clinician to identify where the problem is concentrated.

Do appointment reminders actually reduce DNA rates?

Yes — the evidence is consistent and strong. Appointment reminders sent at 72 hours and again at 24 hours before the appointment reduce DNA rates by 20% to 40% compared to no reminders. SMS reminders outperform email for time-sensitive appointment reminders because SMS open rates are above 90%, compared to 20% to 30% for email. Reminders that include the patient’s name, the appointment details, and a clear action (confirm or cancel) perform significantly better than generic reminders.

Can an orthodontic practice charge for missed appointments?

Yes — but only if the policy has been communicated clearly and in writing to the patient before treatment starts, typically in the treatment contract or welcome documentation. Attempting to charge for a DNA without prior disclosure of this policy is legally problematic and likely to generate a complaint. The policy should state the cancellation notice required, what happens with repeated DNAs, and whether and how a charge will be applied. Most practices find that the threat of a charge, communicated in advance, has a deterrent effect even if charges are rarely actually applied.

What should orthodontic appointment reminders include?

Effective appointment reminders include: the patient’s first name, the date and time of the appointment, what will happen at the appointment (e.g. wire change, aligner check), a clear action to confirm or request to rebook if unable to attend, and contact details if they need to reach the practice. Reminders that include what the appointment is for — rather than just the date and time — significantly increase attendance rates, as patients understand the clinical relevance of the visit.

### Practices

How do practices enable Smile Visualisation?

Smile Visualisation is controlled via the company settings panel. Administrators can enable the feature, choose whether to make the public tool available, enable secure patient link sending via SMS, and configure monthly usage limits and alert thresholds.

How does the secure patient flow work?

Admins can send a secure tokenised visualisation link directly from a patient record. The patient opens the link, uploads or captures a smile photo, confirms consent, and creates their preview. The original and preview images are then linked back to the patient record, and the full visualisation history is visible in the admin interface.

How can orthodontic practices help patients with untreated crooked teeth?

Practices can use digital tools for remote assessments, monitor progress, and offer tailored treatment plans. Platforms like Virtual Consultant streamline patient journeys from initial evaluation to completion.

How can orthodontic practices help patients with untreated crooked teeth?

Practices can use digital tools for remote assessments, monitor progress, and offer tailored treatment plans. Platforms like Virtual Consultant streamline patient journeys from initial evaluation to completion.

How do orthodontic practices predict accurate treatment times?

Practices use digital scans, 3D modelling, and clinical experience to create personalised predictions. Regular progress reviews allow adjustments. Tools like Virtual Consultant help streamline monitoring and improve accuracy.

### Prevention

When is dropout risk highest during treatment?

The highest dropout risk periods are the first three months (adjustment phase discomfort), the middle third of treatment (motivation dip when change is slow), and after a missed appointment that isn't promptly followed up. Each of these phases benefits from proactive communication.

When is dropout risk highest during treatment?

The highest dropout risk periods are the first three months (adjustment phase discomfort), the middle third of treatment (motivation dip when change is slow), and after a missed appointment that isn't promptly followed up. Each of these phases benefits from proactive communication.

### Pricing

Should treatment plan pricing include an itemised breakdown?

Yes. Full transparency on pricing — including what's included, what the deposit is, what the monthly payments are, and whether retention is separate — removes a major objection. Patients are far less likely to decline or delay when they feel they fully understand the cost.

Should treatment plan pricing include an itemised breakdown?

Yes. Full transparency on pricing — including what's included, what the deposit is, what the monthly payments are, and whether retention is separate — removes a major objection. Patients are far less likely to decline or delay when they feel they fully understand the cost.

### Process

When is the best time to ask a patient to consent to marketing photography use?

The debond appointment — when active treatment ends — is consistently the highest-consent moment in the patient journey. The patient has just seen their finished result for the first time and is typically at their highest point of satisfaction. Asking at this moment, with a simple, clear consent form and an explanation of what the images will be used for, produces much higher consent rates than asking at the start of treatment when the patient cannot yet visualise or feel the excitement of their result. The review request and photography consent can be handled together at debond as part of a natural wrap-up conversation.

When is the best time to ask a patient to consent to marketing photography use?

The debond appointment — when active treatment ends — is consistently the highest-consent moment in the patient journey. The patient has just seen their finished result for the first time and is typically at their highest point of satisfaction. Asking at this moment, with a simple, clear consent form and an explanation of what the images will be used for, produces much higher consent rates than asking at the start of treatment when the patient cannot yet visualise or feel the excitement of their result. The review request and photography consent can be handled together at debond as part of a natural wrap-up conversation.

### Progress

How can I help patients see their treatment progress?

Before-and-after photo comparisons at regular review intervals are highly effective. Even when changes feel slow to the patient, photographic evidence of progress is compelling. Share comparison images at the halfway milestone and at each six-month review.

How can I help patients see their treatment progress?

Before-and-after photo comparisons at regular review intervals are highly effective. Even when changes feel slow to the patient, photographic evidence of progress is compelling. Share comparison images at the halfway milestone and at each six-month review.

### Quality

How long should a virtual assessment response take to send?

Best practice is to respond within 24 working hours of a submission being received. Practices that respond within 24 hours convert a significantly higher proportion of assessments to consultation bookings than those with longer response times. A response sent after 3 or more working days competes against the patient's reduced urgency, potential alternative enquiries, and the natural fading of initial motivation. Where the clinician's review is the rate-limiting factor, structuring a daily or twice-daily review window into the clinical schedule is a worthwhile investment.

How long should a virtual assessment response take to send?

Best practice is to respond within 24 working hours of a submission being received. Practices that respond within 24 hours convert a significantly higher proportion of assessments to consultation bookings than those with longer response times. A response sent after 3 or more working days competes against the patient's reduced urgency, potential alternative enquiries, and the natural fading of initial motivation. Where the clinician's review is the rate-limiting factor, structuring a daily or twice-daily review window into the clinical schedule is a worthwhile investment.

### Referrals

How do I start building a GDP referral network from scratch?

Begin by mapping every dental practice within 10 to 20 minutes of your practice — this is your referral catchment area. Prioritise private or mixed practices with patient demographics that match your treatment offering. Make initial contact with a brief, professional introductory letter from the practice principal, followed by an invitation to visit your practice or a CPD event offer. The goal of first contact is simply to establish existence and professional credibility — the referral relationship develops through subsequent interactions over months and years.

What should a GDP referral feedback letter include?

An effective referral acknowledgement letter should include your assessment of the referred patient's presenting issue, your recommended treatment and rationale, expected treatment duration, whether the patient has accepted treatment, any clinical information the GDP needs to manage the patient's ongoing dental care (such as extractions needed or hygiene requirements), and a personal note of thanks for the referral. The letter should be sent within 5 to 7 working days of the consultation — prompt feedback is one of the most important drivers of referral loyalty.

What is the best way to approach a GDP practice that already refers to a competitor?

Avoid directly criticising the competitor or making the approach feel like a pitch. Instead, focus on introducing your practice and making it easy for the GDP to know you exist — your location, your specialisms, and what kind of cases you see. GDPs routinely refer to more than one orthodontic practice (different locations, different availability, different case types), so there is often no need to displace a competitor entirely. Make the relationship useful, make the process reliable, and referral volume often grows naturally over time without any direct competition.

How do I start building a GDP referral network from scratch?

Begin by mapping every dental practice within 10 to 20 minutes of your practice — this is your referral catchment area. Prioritise private or mixed practices with patient demographics that match your treatment offering. Make initial contact with a brief, professional introductory letter from the practice principal, followed by an invitation to visit your practice or a CPD event offer. The goal of first contact is simply to establish existence and professional credibility — the referral relationship develops through subsequent interactions over months and years.

What should a GDP referral feedback letter include?

An effective referral acknowledgement letter should include your assessment of the referred patient's presenting issue, your recommended treatment and rationale, expected treatment duration, whether the patient has accepted treatment, any clinical information the GDP needs to manage the patient's ongoing dental care (such as extractions needed or hygiene requirements), and a personal note of thanks for the referral. The letter should be sent within 5 to 7 working days of the consultation — prompt feedback is one of the most important drivers of referral loyalty.

### Remote Assessment

Why should orthodontic practices collect photos remotely?

Remote photo capture helps practices qualify patients earlier, understand treatment interest before appointments, and reduce wasted chair time on poorly prepared consultations.

Does remote assessment replace in-person orthodontic care?

No. Remote assessment supports earlier qualification and preparation. In-person care remains important for clinical checks, treatment starts, adjustments, and procedures that require chairside delivery.

Can patients submit orthodontic photos before an appointment?

Yes. A remote evaluation workflow can guide patients through photo submission before the first appointment, giving the practice useful clinical and commercial context earlier.

### Remote Consultation

Why do clinicians ask for photos before braces or aligners?

Photos help clinicians assess plaque buildup, gum inflammation, visible decay, and whether treatment can begin safely. They are part of making remote orthodontic assessment safer and more useful.

### Remote Consultations

Why do remote consultations fail to convert?

Remote consultations often fail when the workflow is too manual. Slow responses, poor photo quality, weak follow-up, generic quotes, and lack of engagement tracking can all reduce conversion.

### Reporting

How does mailbox integration improve practice visibility?

Because emails become tasks, practices can monitor open work, pending communication, completed tasks, ownership, and workload. This gives managers better insight than a shared inbox alone.

### Retention

How long must orthodontic patient records be kept?

Adult patient records should be kept for a minimum of 10 years from the last treatment date. Children's records should be kept until the patient's 25th birthday or for 10 years from last treatment, whichever is longer. Financial records must be kept for at least 7 years.

How long must orthodontic patient records be kept?

Adult patient records should be kept for a minimum of 10 years from the last treatment date. Children's records should be kept until the patient's 25th birthday or for 10 years from last treatment, whichever is longer. Financial records must be kept for at least 7 years.

What is a reasonable waiting list dropout rate to accept?

A well-managed waiting list should see no more than 5 to 10% attrition among patients who are actively engaged and receiving regular communication. Unmanaged lists with no structured communication typically see 15 to 25% attrition for waits over 3 months. Any dropout rate above 10% on a managed list is a signal to review the quality and frequency of your communication programme, and to investigate whether specific barriers (cost, timing, competitor approach) are driving dropoffs that could be addressed.

What is a reasonable waiting list dropout rate to accept?

A well-managed waiting list should see no more than 5 to 10% attrition among patients who are actively engaged and receiving regular communication. Unmanaged lists with no structured communication typically see 15 to 25% attrition for waits over 3 months. Any dropout rate above 10% on a managed list is a signal to review the quality and frequency of your communication programme, and to investigate whether specific barriers (cost, timing, competitor approach) are driving dropoffs that could be addressed.

How long does the long-term relationship stage last for an orthodontic patient?

Indefinitely, in principle — a patient who completed treatment 5 years ago and still refers friends is still in the long-term relationship stage. In practical terms, the most active referral period is the first 2 to 3 years post-completion. After that, referral frequency typically decreases as the treatment becomes part of their background rather than a current experience. However, retention-related appointments, sibling treatment enquiries, and cosmetic follow-on treatments can reactivate the relationship at any point — which is why maintaining light-touch contact is worthwhile for years after completion.

### Safety

Is it safe to whiten teeth after orthodontic treatment?

Yes, provided you wait the recommended period and the treatment is appropriate for your teeth. Always inform your dentist that you have recently completed orthodontic treatment before starting any whitening course.

Is it safe to whiten teeth after orthodontic treatment?

Yes, provided you wait the recommended period and the treatment is appropriate for your teeth. Always inform your dentist that you have recently completed orthodontic treatment before starting any whitening course.

### Scope

What can a non-clinical team member say in a virtual assessment response?

A non-clinical team member can summarise what the patient's photographs show in lay terms, note that the case appears suitable (or not) for the type of treatment enquired about based on the photographs, and recommend a next step such as an in-person consultation. They should not make specific treatment recommendations, provide quotes that constitute a binding treatment price, or offer clinical commentary that goes beyond initial suitability screening. All clinical input within the response should come from the reviewing clinician and should be clearly reflected in the approved response template.

What can a non-clinical team member say in a virtual assessment response?

A non-clinical team member can summarise what the patient's photographs show in lay terms, note that the case appears suitable (or not) for the type of treatment enquired about based on the photographs, and recommend a next step such as an in-person consultation. They should not make specific treatment recommendations, provide quotes that constitute a binding treatment price, or offer clinical commentary that goes beyond initial suitability screening. All clinical input within the response should come from the reviewing clinician and should be clearly reflected in the approved response template.

### Signs

How do I know if I need braces?

Common signs include crowded teeth, gaps, bite issues, or discomfort when chewing. A proper assessment is the best way to confirm.

How do I know if I need braces?

Common signs include crowded teeth, gaps, bite issues, or discomfort when chewing. A proper assessment is the best way to confirm.

### Software

Can practices connect multiple mailboxes?

Yes. The workflow is designed to support multiple mailboxes so enquiries, support, finance, and reception communication can feed into a central task system.

How is Virtual Consultant different from generic dental software?

Virtual Consultant is focused on the orthodontic lead and consultation journey. It helps practices capture demand, qualify leads, collect photos, present quote options, automate follow-up, and track engagement.

How does Virtual Consultant help reduce chair time?

Virtual Consultant supports remote evaluations, guided photo capture, lead qualification, quote workflows, automated follow-up, and engagement tracking so practices can prepare patients before they arrive.

How does Virtual Consultant help practices avoid these mistakes?

Virtual Consultant supports guided photo capture, automated follow-up, multi-option quote workflows, lead engagement tracking, and smoother handover into the practice.

Can the qualification journey be customised?

Yes. Practices can configure evaluation questions, workflows, and qualification steps around their own treatment mix, commercial priorities, and team processes.

### Speech

Will lingual braces affect my speech?

Yes, initially. A lisp or altered articulation is common in the first two to four weeks as your tongue adapts to the brackets. For most patients this resolves naturally. Practising speaking out loud daily accelerates adaptation.

Will lingual braces affect my speech?

Yes, initially. A lisp or altered articulation is common in the first two to four weeks as your tongue adapts to the brackets. For most patients this resolves naturally. Practising speaking out loud daily accelerates adaptation.

### Strategy

How many Google reviews does an orthodontic practice need to be competitive?

There is no fixed threshold, but practices with 50 or more Google reviews consistently generate significantly more organic enquiries than those with fewer than 20. Beyond volume, recency matters — a steady flow of new reviews signals an active, trusted practice to both Google and prospective patients.

How many Google reviews does an orthodontic practice need to be competitive?

There is no fixed threshold, but practices with 50 or more Google reviews consistently generate significantly more organic enquiries than those with fewer than 20. Beyond volume, recency matters — a steady flow of new reviews signals an active, trusted practice to both Google and prospective patients.

Should a new orthodontic practice charge for consultations?

New practices with limited brand recognition and a thin waiting list typically benefit from free consultations — the priority is building patient volume and establishing a reputation in the local market. Once a practice has an established reputation, a referral network, and consultation slots that are routinely filled, introducing a consultation fee protects clinical capacity and shifts the patient mix towards higher-commitment enquiries. The switch from free to paid should be managed carefully with clear communication to GDPs and through marketing materials to avoid perceptions of a sudden price increase.

Should a new orthodontic practice charge for consultations?

New practices with limited brand recognition and a thin waiting list typically benefit from free consultations — the priority is building patient volume and establishing a reputation in the local market. Once a practice has an established reputation, a referral network, and consultation slots that are routinely filled, introducing a consultation fee protects clinical capacity and shifts the patient mix towards higher-commitment enquiries. The switch from free to paid should be managed carefully with clear communication to GDPs and through marketing materials to avoid perceptions of a sudden price increase.

### Suitability

Who are lingual braces suitable for?

Lingual braces are most suited to adults seeking fixed, invisible orthodontic treatment. They can treat a wide range of cases from mild crowding to complex bite issues. Not everyone is a candidate — very small teeth, certain deep bites, and high tongue sensitivity may affect suitability.

Who are lingual braces suitable for?

Lingual braces are most suited to adults seeking fixed, invisible orthodontic treatment. They can treat a wide range of cases from mild crowding to complex bite issues. Not everyone is a candidate — very small teeth, certain deep bites, and high tongue sensitivity may affect suitability.

### Support

Can I use orthodontic support if I am not already a patient?

Yes. You do not need to already be in treatment to use the service. If you are exploring braces, clear aligners, or treatment options for crowded, spaced, or misaligned teeth, you can still submit your concern and receive guidance.

Do photos really help with orthodontic triage?

Absolutely. Orthodontic problems are often much easier to assess when the clinician can see the affected area. Photos help clarify whether the issue is related to a bracket, wire, aligner, retainer, tooth position, or soft tissue irritation.

### Team

Does having a treatment coordinator really make a difference to conversion?

Yes — practices with a dedicated consultation coordinator or treatment coordinator who handles post-consultation follow-up consistently achieve higher conversion rates than those where this function falls to the clinical team or is handled informally. The coordinator handles cost discussions, payment plan conversations, and objection handling in a way that patients find more comfortable than discussing finances directly with the treating clinician. The coordinator also creates accountability for follow-up that a distributed team approach typically lacks.

Does having a treatment coordinator really make a difference to conversion?

Yes — practices with a dedicated consultation coordinator or treatment coordinator who handles post-consultation follow-up consistently achieve higher conversion rates than those where this function falls to the clinical team or is handled informally. The coordinator handles cost discussions, payment plan conversations, and objection handling in a way that patients find more comfortable than discussing finances directly with the treating clinician. The coordinator also creates accountability for follow-up that a distributed team approach typically lacks.

### Technology

What role does remote assessment play in this workflow?

Remote assessment enables structured data capture before the appointment, giving clinicians the information they need to plan cases earlier and reduce delays on the day.

How can practice software support GDP referral management?

A CRM or patient pipeline tool can track which patients came via which GDP referral source, flag when a referral feedback letter is due, and maintain contact records for referring practices. Over time, this data shows which GDP practices are your highest-volume referrers, which referrals convert to treatment, and where the pipeline is weakest. Practices that track this data can prioritise their relationship-maintenance effort on the GDPs who generate the most value — rather than spreading effort equally across all contacts.

How can practice software support GDP referral management?

A CRM or patient pipeline tool can track which patients came via which GDP referral source, flag when a referral feedback letter is due, and maintain contact records for referring practices. Over time, this data shows which GDP practices are your highest-volume referrers, which referrals convert to treatment, and where the pipeline is weakest. Practices that track this data can prioritise their relationship-maintenance effort on the GDPs who generate the most value — rather than spreading effort equally across all contacts.

Can practice software automate waiting list communications?

Yes — patient communication tools and CRM software can automate the sequencing and sending of waiting list communications at predefined intervals. Automation removes the administrative burden of manually tracking each patient's position on the list and ensures no patients fall through the cracks during busy periods. The best implementations combine automated touchpoints at regular intervals with flags for manual follow-up when specific risk signals appear — such as a patient who has not opened any communications in 6 weeks or who has not confirmed their appointment after being offered a date.

Can practice software automate waiting list communications?

Yes — patient communication tools and CRM software can automate the sequencing and sending of waiting list communications at predefined intervals. Automation removes the administrative burden of manually tracking each patient's position on the list and ensures no patients fall through the cracks during busy periods. The best implementations combine automated touchpoints at regular intervals with flags for manual follow-up when specific risk signals appear — such as a patient who has not opened any communications in 6 weeks or who has not confirmed their appointment after being offered a date.

### Teenagers

Is Invisalign suitable for teenagers?

Yes — Invisalign Teen is specifically designed for teenage patients, with built-in compliance indicators and provision for still-erupting teeth. It's a popular choice for teens who play sports or instruments, or who prefer a discreet option.

### Templates

Should practices use response templates or write individual responses for each assessment?

A template library provides the structural scaffold for responses — consistent sections, tone, and scope — while individual personalisation ensures the patient does not feel they have received a generic automated message. The ideal approach is a set of 4 to 6 templates covering common case types (crowding, spacing, overbite, adult general, aligner enquiry, paediatric case) that are personalised at the key decision points: the patient's name, a reference to their specific concern, and the treating clinician's name. This approach delivers both quality and speed.

Should practices use response templates or write individual responses for each assessment?

A template library provides the structural scaffold for responses — consistent sections, tone, and scope — while individual personalisation ensures the patient does not feel they have received a generic automated message. The ideal approach is a set of 4 to 6 templates covering common case types (crowding, spacing, overbite, adult general, aligner enquiry, paediatric case) that are personalised at the key decision points: the patient's name, a reference to their specific concern, and the treating clinician's name. This approach delivers both quality and speed.

### Timing

How long after braces can I whiten my teeth?

Most dentists recommend waiting one to three months after brace removal. This allows your teeth and gums to recover, enamel to remineralise, and your bite to fully settle — particularly important if you are having custom whitening trays made.

How long after braces can I whiten my teeth?

Most dentists recommend waiting one to three months after brace removal. This allows your teeth and gums to recover, enamel to remineralise, and your bite to fully settle — particularly important if you are having custom whitening trays made.

### Tools

How can technology improve treatment plan conversion?

CRM software that tracks plan status, automates follow-up prompts, and captures patient responses significantly improves conversion rates. Smile simulation tools included at the consultation stage also improve buy-in before the formal plan is issued.

How can technology improve treatment plan conversion?

CRM software that tracks plan status, automates follow-up prompts, and captures patient responses significantly improves conversion rates. Smile simulation tools included at the consultation stage also improve buy-in before the formal plan is issued.

### Training

Which team members should be trained for virtual assessment management?

Any team member who is involved in the virtual assessment workflow should receive specific training: typically treatment coordinators, patient liaison staff, and reception team members who handle incoming submissions and send responses. Clinical staff (the treating clinician or specialist) who review submissions and provide the clinical input also benefit from training specific to written communication and response tone, since their input is often drafted into the final response by the non-clinical team member.

Which team members should be trained for virtual assessment management?

Any team member who is involved in the virtual assessment workflow should receive specific training: typically treatment coordinators, patient liaison staff, and reception team members who handle incoming submissions and send responses. Clinical staff (the treating clinician or specialist) who review submissions and provide the clinical input also benefit from training specific to written communication and response tone, since their input is often drafted into the final response by the non-clinical team member.

### Treatment

What happens if orthodontic problems are left untreated?

Mild issues can often wait without causing serious harm. However, crossbites, underbites, and severe crowding can worsen over time — potentially requiring more complex treatment including extractions or jaw surgery if left until adulthood. Early assessment is always worthwhile.

How long does orthodontic treatment take for adults?

It depends on case complexity. Simple cases with clear aligners can be completed in 6–12 months. Moderate to complex cases typically take 18–30 months for adults — longer than equivalent treatment in teenagers due to denser bone.

Do wisdom teeth affect orthodontic treatment?

They can, but the risk is often overstated. Your orthodontist will consider wisdom tooth development when planning treatment. In some cases, removal may be recommended, but this is assessed on an individual basis.

Is Invisalign better than braces?

It depends on your case. Invisalign is better for discretion and lifestyle flexibility. Braces are better for complex cases and patients who can't commit to wearing aligners 20–22 hours a day. Your orthodontist will recommend the right option for your teeth.

How long does Invisalign take compared to braces?

Invisalign Lite can treat mild cases in as little as 3–6 months. Comprehensive cases typically take 12–18 months. Fixed braces usually take 18 months to 3 years for moderate to complex cases.

### Treatment Plans

Should I present one treatment option or give patients a choice?

In most cases, presenting a clear recommendation with a reasoned explanation converts better than presenting a menu of options. Patients often experience multiple options as additional complexity in an already significant decision. Where you have a clinical preference, state it clearly and explain why. If there are genuine tradeoffs between two appropriate options that matter to the patient's lifestyle (such as fixed vs aligner for a compliant adult), present both with the specific pros and cons for their case — not as an equal choice, but as a primary recommendation with a noted alternative.

Should I present one treatment option or give patients a choice?

In most cases, presenting a clear recommendation with a reasoned explanation converts better than presenting a menu of options. Patients often experience multiple options as additional complexity in an already significant decision. Where you have a clinical preference, state it clearly and explain why. If there are genuine tradeoffs between two appropriate options that matter to the patient's lifestyle (such as fixed vs aligner for a compliant adult), present both with the specific pros and cons for their case — not as an equal choice, but as a primary recommendation with a noted alternative.

### Virtual Assessments

Does a free virtual assessment change the consultation fee decision?

A free virtual assessment changes the fee model dynamic significantly. When patients submit photographs for assessment before any appointment, the subsequent in-person consultation is attended by patients who know they are suitable and who have already received a personalised response from the practice. This pre-qualified cohort has much higher commitment than a cold enquiry — and therefore justifies a consultation fee more easily, or makes a paid consultation feel more appropriate to the patient because they already have a relationship with the practice.

Does a free virtual assessment change the consultation fee decision?

A free virtual assessment changes the fee model dynamic significantly. When patients submit photographs for assessment before any appointment, the subsequent in-person consultation is attended by patients who know they are suitable and who have already received a personalised response from the practice. This pre-qualified cohort has much higher commitment than a cold enquiry — and therefore justifies a consultation fee more easily, or makes a paid consultation feel more appropriate to the patient because they already have a relationship with the practice.

### Waiting Lists

How often should a practice contact patients on its waiting list?

For waiting periods of up to 3 months, a welcome message and a pre-appointment reminder are typically sufficient. For waits of 3 to 6 months, monthly or 6-weekly communications maintain engagement without feeling intrusive. For waits over 6 months, a communication at the end of each month is a reasonable baseline, supplemented by a personal outreach if any patient signals are disengaging. The content should vary with each communication to provide genuine value rather than repeating the same update.

How often should a practice contact patients on its waiting list?

For waiting periods of up to 3 months, a welcome message and a pre-appointment reminder are typically sufficient. For waits of 3 to 6 months, monthly or 6-weekly communications maintain engagement without feeling intrusive. For waits over 6 months, a communication at the end of each month is a reasonable baseline, supplemented by a personal outreach if any patient signals are disengaging. The content should vary with each communication to provide genuine value rather than repeating the same update.

### Wear Time

What happens if I don't wear my aligners enough?

Insufficient wear time slows tooth movement and can result in treatment taking longer than planned. If you consistently under-wear your aligners, your teeth may not track as expected, requiring refinement trays or extending your treatment schedule.

Can I sleep in my aligners?

Yes — sleeping in your aligners is encouraged. Night hours count towards your daily wear total, and many patients find the initial pressure of a new tray is easier to manage while asleep.

What happens if I don't wear my aligners enough?

Insufficient wear time slows tooth movement and can result in treatment taking longer than planned. If you consistently under-wear your aligners, your teeth may not track as expected, requiring refinement trays or extending your treatment schedule.

Can I sleep in my aligners?

Yes — sleeping in your aligners is encouraged. Night hours count towards your daily wear total, and many patients find the initial pressure of a new tray is easier to manage while asleep.

### What Are They

What are lingual braces?

Lingual braces are fixed orthodontic appliances — brackets and wires — bonded to the tongue-facing (inner) surface of the teeth. They work exactly like conventional braces but are completely hidden from view at the front.

What are lingual braces?

Lingual braces are fixed orthodontic appliances — brackets and wires — bonded to the tongue-facing (inner) surface of the teeth. They work exactly like conventional braces but are completely hidden from view at the front.

### White Spots

Will whitening remove white spots from braces?

No. Whitening will not remove white spot lesions (decalcified enamel) and may temporarily make them more noticeable by brightening surrounding enamel. Speak to your dentist about remineralisation treatments or ICON resin infiltration, which are specifically designed for white spots.

Will whitening remove white spots from braces?

No. Whitening will not remove white spot lesions (decalcified enamel) and may temporarily make them more noticeable by brightening surrounding enamel. Speak to your dentist about remineralisation treatments or ICON resin infiltration, which are specifically designed for white spots.

### Work

Am I entitled to paid time off for orthodontic appointments?

UK employment law does not give most employees a statutory right to paid time off for dental or orthodontic appointments. Whether you are entitled to paid time off depends on your employment contract and your employer’s policies — some employers include paid medical appointment leave as a benefit; others do not. Check your contract or speak to HR. Pregnant employees have a statutory right to paid time off for antenatal care, and disability-related appointments may trigger reasonable adjustment obligations for employers.

How long are orthodontic appointments?

Routine adjustment appointments for fixed braces — the type you attend every six to eight weeks throughout treatment — typically take 20 to 40 minutes of clinical time. With travel and waiting time included, most patients find they can manage these within an extended lunch break if the practice is conveniently located. Longer appointments occur at the fitting and removal stages (60 to 90 minutes) and at records appointments at the start and end of treatment (30 to 60 minutes).

How many orthodontic appointments will I need?

For fixed brace treatment over 18 months, you can expect approximately 8 to 12 routine adjustment appointments (every six to eight weeks), plus a fitting appointment, records appointments, and a debond appointment at the end. Clear aligner patients typically attend fewer in-person appointments — usually every 6 to 12 weeks — and some practices offer remote monitoring between visits that reduces the total number of in-person visits further.

Do orthodontic practices offer early morning or lunchtime appointments?

Most orthodontic practices in the UK offer early morning appointments from around 8am and lunchtime slots specifically to accommodate working patients. These are in high demand — booking them well in advance is advisable. If appointment flexibility is important, it is worth asking about available appointment times before choosing a practice. Some practices also offer late afternoon or early evening appointments, particularly on certain days of the week.

Do clear aligners require fewer appointments than fixed braces?

Generally yes — clear aligner treatment typically requires in-person visits every 6 to 12 weeks rather than the 6 to 8 weeks typical for fixed braces. Many practices also offer virtual check-in options between appointments for aligner patients, where photos are reviewed remotely to confirm progress before the next tray pack is issued. This reduces the total number of in-person appointments compared to fixed brace treatment of similar length, which can be a meaningful practical advantage for working patients.

### Workflow

Why turn emails into tasks?

Tasks create ownership, status, accountability, and visibility. Instead of relying on unread markers or inbox flags, the practice can see who is responsible, what stage the message is at, and whether it has been resolved.

What is the biggest problem with using multiple systems?

Multiple systems can create duplicated admin, fragmented patient data, unclear lead ownership, and poor visibility over where patients drop off in the journey.

What parts of the consultation journey can happen remotely?

Patient details, guided photos, treatment goals, pre-treatment questions, quote review, reminders, and some follow-up steps can happen remotely before the first appointment.

What should an orthodontic remote consultation workflow include?

A strong workflow should include guided photo capture, instant confirmations, automated reminders, clear lead stages, quote follow-up, and visibility over patient engagement.

How can Virtual Consultant qualify leads automatically?

Virtual Consultant can guide patients through remote photo capture, collect pre-treatment information, ask configurable questions, present treatment or quote information, and help identify patients who are ready for the next step.

Each topic above shows its first 5 questions. Every one of the 2,143 answers has its own page on the [Orthodontic treatment FAQs](https://staging.virtualconsultant.online/orthodontic-faqs) hub.

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## Looking for Patient Questions?

This page covers the Virtual Consultant Online platform. Questions about braces, clear aligners, costs and NHS orthodontic treatment are answered in the patient resources below.

[Orthodontic treatment FAQs](https://staging.virtualconsultant.online/orthodontic-faqs)

[Orthodontic glossary](https://staging.virtualconsultant.online/glossary)

[Patient support hub](https://staging.virtualconsultant.online/support)

Can't find what you're looking for? [Contact us](https://staging.virtualconsultant.online/contact-us) and we'll be happy to help.

Sources: [NHS: Orthodontics](https://www.nhs.uk/conditions/orthodontics/), [British Orthodontic Society patient information](https://www.bos.org.uk/patients/), [General Dental Council](https://www.gdc-uk.org/).

Citation details

Title Frequently Asked Questions | Virtual Consultant Online

Publisher Virtual Consultant Online

Updated 2026-10-15

URL [https://app.staging.virtualconsultant.online/faq](https://app.staging.virtualconsultant.online/faq)

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