Yes. When a patient says yes to a treatment plan on the phone, the next step is the visit, and GoHighLevel's one time booking link lets the coordinator send a link that books that specific procedure and cannot be reused. The bottom line: a yes on the phone is the most perishable moment in case acceptance, so the practice should send the link before the call ends or within the hour.
Why the moment matters
Published case acceptance figures vary widely because sources define it differently. The 2026 Catalyst Index, reported by Henry Schein One, puts the average dental practice at 45 percent of presented treatment plans accepted and the top 10 percent at 75 percent. Jarvis Analytics, quoted by MouthWatch, puts the actual figure for the modern dental practice near 34 percent, and DentalBase, a vendor, says average acceptance for major restorative work is 50 to 65 percent and that 30 to 60 percent of diagnosed treatment sits unscheduled in the practice system at any time. These are vendor and industry figures, not government statistics, so use them as a range. The cost barrier is better documented: the ADA Health Policy Institute reports that 17 percent of working age adults did not obtain needed dental care because of cost in 2022.
A patient who accepts by phone has already crossed the hardest line. The remaining risk is that the booking is left for later.
What the coordinator does
| Step | Detail |
|---|---|
| On the call | Confirm the procedure, the estimate, the patient's share, and any payment plan, and note acceptance in the chart |
| Within the hour | Send the one time link for that procedure and length |
| Same day | Send the written estimate through the patient's preferred channel |
| If the link is unused after 2 days | Call task for the coordinator |
| After booking | Confirmation, pre visit instructions approved by the dentist, and reminders |
Build it in GoHighLevel
GoHighLevel's actions list includes one that generates a one time booking link to send to clients.
GoHighLevel's help portal says accounts are not HIPAA compliant by default, and that HIPAA Compliance is a paid upgrade, $297 a month as an account wide add on, that must be enabled for the agency and then configured for the sub accounts that need it. Third party guides add that the add on provides a business associate agreement, encryption, audit logging, and multi factor authentication, that the practice also needs its own agreement with the agency, and that GoHighLevel itself recommends avoiding protected health information in SMS and email even with the add on. Whether the AI features are covered by the agreement is a question to put to HighLevel in writing before any patient data reaches them.
- Create a calendar for each common procedure type, with the right length and the provider who performs it.
- Build a workflow that the coordinator starts by adding a tag, such as Plan accepted by phone, to the patient's contact.
- Add the one time booking link action for the calendar that matches a field, Procedure type.
- Send the link by text or email with generic wording: your practice's team has a link to schedule your visit.
- Add a Wait of 2 days and an If/Else on whether the patient booked. If not, create a call task.
- Remove the tag when the patient books, and turn on Stop on Response.
Worked example
For example, if a coordinator gets 30 phone acceptances a month and 10 of those patients never book, the link and the task can recover some of those 10. If they recover 5, that is 5 procedures a month (10 times 0.5), each worth the production value of the treatment.
Mistakes to avoid
- Sending the link a week later. Acceptance fades.
- Naming the procedure in the text. Keep it generic.
- Skipping the written estimate. The patient needs the number in writing.
- No follow up on unused links. Add the task.
How this was handled before
The coordinator said yes to the patient on the phone and then tried to find a time, often by calling back. Patients who needed time to check their calendar often did not book. A link sent within the hour keeps the decision attached to the booking.
What to measure after launch
Track phone acceptances, links sent within an hour, links used, and days from acceptance to the visit. If links go unused, add a call task sooner.
Check before you switch it on
US text messages sent from a standard 10 digit number need A2P 10DLC registration. The HighLevel support portal says registration is required for texts to US recipients from 10 digit long code numbers and that toll free numbers do not require it. HighLevel's opt in guidelines also say a person cannot be forced to agree to text messages in order to submit a form, so keep the consent box optional. One compliance guide separates informational texts, which need documented consent, from marketing texts, which need prior express written consent. Ask your attorney which category your reminders fall into. Have the dentist approve the pre visit instructions and the privacy officer approve the message wording. This is general information, not legal advice.
Questions people ask
What is a typical case acceptance rate?
Sources range from about 34 to 65 percent depending on definition. The 2026 Catalyst Index puts the average at 45 percent.
What does the one time link do?
GoHighLevel's actions list says it generates a one time booking link to send to clients.
How soon should the link go out?
Within the hour of the acceptance, because the decision fades with time.
Ready to try it yourself? Start a GoHighLevel account here.
You can also see this in action in our GoHighLevel capabilities demo.