LeadSigma: The CRM for Orthodontic Practices
If you run an orthodontic practice, the gap between a new-patient lead arriving and that patient sitting in your consult chair is where most of your production is won or lost. Marketing brings inbound leads to you — Google Ads, Facebook lead forms, your website, partner referrals, the phone — but most practices have no system for what happens between "lead produced" and "patient started treatment." That gap is where LeadSigma lives.
LeadSigma is a CRM for orthodontic practices. Not a generic sales tool retrofitted for healthcare. Not a marketing automation platform with a clinical bolt-on. A CRM purpose-built for the way your front desk, treatment coordinator, and practice owner actually work — the inbound lead queue, the show-up workflow, and the lead follow-up.
Capture every inbound lead, the moment it arrives
Inbound leads come from everywhere. A parent fills out a form on your website at 9 PM. Another taps a Facebook lead ad on the school pickup line. A mom Googles "best ortho near me" and dials the number from your Maps listing. A pediatric dentist sends a referral through a partner portal. If any of those leads sits in someone's inbox until the next morning, you've already lost most of them.
LeadSigma routes every inbound lead — web form, Google Ad, Facebook ad, partner site, phone call — into a single live queue the moment it arrives. Calls are tracked and recorded with the originating campaign attached. Form submissions sync in seconds. Your team works one feed, not six tabs.
Contact new leads in under a minute
Whether a new-patient lead becomes a started case has less to do with your office or your case-acceptance script than it does with how fast you reach them. The odds of contacting a lead drop roughly 10× after five minutes and 100× after an hour — but the typical practice responds in hours or days because the front desk is buried in operatory turnover and existing-patient calls.
LeadSigma helps you reach new leads automatically. The moment a form submits our process starts — configured to your preferences, tracked end-to-end, and logged against the lead in our easy-to-use interface. Every prospect gets a response before they've moved on to the next practice in the search results. (For the research behind these speed-to-contact numbers, see the ultimate guide on inbound lead responsiveness.)
Build patient relationships across every touchpoint
Patient relationships aren't built in a single phone call. They're built across the first text after a form fill, the appointment confirmation, the day-before reminder, the post-consult follow-up, the show-day nudge, and the start-day welcome. A CRM that just stores names and phone numbers can't do that work.
LeadSigma ties every conversation, call recording, text thread, email, and appointment status to one patient record. When the treatment coordinator picks up where the front desk left off, the entire history is right there — no "let me check who you spoke to" friction. When you want to know why a particular lead never converted, the answer is one click away.
Convert consults into shows, and shows into starts
Booking the consult is step one. Step two is getting the patient through the door. Lead Manager runs the show-up workflow for you: a confirmation text immediately after booking, reminder sequences in the days leading up, a day-of nudge with directions and parking info, and automatic re-engagement for no-shows so they don't disappear into a spreadsheet.
Starts work the same way. The patient who signs at the consult is the easy case. The "let me think about it" patient is where most starts are won or lost — and that's where most CRMs go quiet. LeadSigma keeps those patients in active follow-up so your treatment coordinator works a queue of warm leads each morning, not a wall of cold records.
Attribution: see which marketing spend actually produces starts
Most practices are spending $3K–$25K a month on marketing — some mix of Google Ads, Facebook, billboards, mailers, sponsorships, and SEO — and have no clean way to tell you which channel is producing started cases versus just producing form fills.
LeadSigma is built to help with attribution of marketing spend. Every lead is tagged with its source via parameters provided by your agency. They way we can tie the campaign, the ad group, the keyword, the referrer URL, or the call-tracking number for offline channels. When the lead becomes a show, that source gets credit. When the show becomes a start, the source gets credit again — this time with the contract value attached. You finally see cost per start, not just cost per lead. The Google campaign that floods you with cheap leads but produces no starts gets exposed. The Facebook campaign quietly producing the highest-value starts gets the budget it has earned.
Built to fit the practice management software you already run
Your PMS is the source of truth for clinical and scheduling data. Switching practice management software is a months-long project, and you don't need that fight to fix your front-of-funnel. LeadSigma doesn't ask you to switch.
LeadSigma is integrated with leading PMS including Dolphin, Greyfinch, Cloud9, and Ortho2. Show and start statuses sync back into LeadSigma so your reporting stays live. Your front desk doesn't double-enter anything. Your practice owner gets accurate funnel data. Your treatment coordinator works one queue, not three tabs.
What changes when you run on LeadSigma
Practices that move to LeadSigma typically see three shifts inside the first few months. Lead-contact rates climb from the industry-averages. Time-to-first-contact drops from hours to under a minute. Starts-per-lead lifts as conversations stop falling through the cracks. On a $5,500 case value, even two additional captured leads per month translates to an additional annual production of $132k!
The pattern shows up in real practices, too. Fishbein Orthodontics added $125,000 in monthly production in the first few months on LeadSigma. Smilebliss by Very Orthodontics lifted average monthly production 17.4% in six months while shrinking speed-to-lead from days to seconds. And on a much larger footprint, MB2 Dental drove an 88% lift in inbound lead conversions across eight states in three months.
If you're an orthodontist or practice leader trying to figure out where production is leaking, the answer is almost always somewhere between "lead arrived" and "patient started." LeadSigma closes that gap. Book a demo and we'll walk through your lead sources, your conversion math, and what changes when every inbound lead gets a response in under a minute.