Let’s be honest if you’re not actively listening to your patients, you’re missing golden opportunities to grow your dental practice. In a market where patient expectations are higher than ever and competition is fierce, relying on guesswork or gut feeling just doesn’t cut it.
That’s where patient surveys come in. When done right, they give you real-time insights into what your patients actually think about your service, your staff, your space, and their overall experience. This feedback helps you identify gaps, improve service, and ultimately boost patient retention.
At Dental Stars, we’ve helped practices across Australia fill their books, reactivate high-value patients, and elevate patient satisfaction by implementing strategic care calls and surveys. And in this guide, we’ll show you how to do the same.
Why Dental Patient Surveys Matter (More Than You Think)
Patient surveys aren’t just “nice to have.” They are one of the most cost-effective and impactful ways to:
- Understand patient sentiment
- Uncover service bottlenecks
- Strengthen loyalty
- Reduce complaints and cancellations
- Increase referrals
In fact, research shows that when patients feel heard, they are significantly more likely to return for future appointments and to recommend your practice to others.
At Dental Stars, we’ve seen practices add 50+ appointments per month through better communication and follow-up systems, including post-visit surveys.
The 3 Most Effective Types of Dental Patient Surveys
Let’s break down what to ask and when to get the best insights.
- Post-Treatment Surveys (Within 24-48 Hours)
Ask patients about their recent experience right after their visit. This is when impressions are freshest and feedback is most honest.
Ask Questions Like:
- How would you rate your experience today?
- Was our team friendly and helpful?
- Did we clearly explain your treatment and options?
- Any suggestions to improve your experience?
Pro Tip: Keep it short 4 to 5 questions max and make it mobile-friendly.
- New Patient Surveys
Understanding first impressions is crucial. First-time patients are evaluating everything from your website to your waiting room to your chairside manner.
Ask Questions Like:
- How did you find us?
- Was it easy to book your appointment?
- What could we do to make your first visit even better?
New patient surveys are particularly effective in spotting admin or communication issues early on.
- Annual Patient Satisfaction Surveys
Once a year, send out a broader survey to your patient base to gather insights on everything from scheduling to billing to communication.
Ask Questions Like:
- Are our appointment times convenient for you?
- Are you receiving reminders in your preferred way (SMS, email, call)?
- How likely are you to refer us to a friend or family member?
These surveys help you spot trends and make long-term improvements.
5 Tips for Designing Effective Dental Surveys
Not all surveys are created equal. Here’s how to make sure yours actually gets results:
- Be Specific, Not Generic
Skip the vague “How was your experience?” Instead, drill into specifics booking process, communication, comfort during treatment, etc.
- Make It Easy
Use simple language and mobile-friendly formats. Tools like Google Forms, Typeform, or SurveyMonkey work well.
- Keep It Short
Aim for 2-5 minutes max. Patients are more likely to respond if they know it won’t take up their whole lunch break.
- Ask One Open-Ended Question
Give patients space to say what’s really on their mind. One great question: “What’s one thing we could do better?”
- Automate the Process
Don’t rely on staff to manually send surveys. Use your practice management system or an external support team (like Dental Stars) to automate post-visit outreach.
What to Do With the Feedback
This is the part most practices don’t do well and it’s where the magic happens.
✅ Analyse the Data
Look for patterns. If three patients mention “long wait times,” you’ve got a clear issue to address.
✅ Take Action
Don’t sit on negative feedback. Train your team, improve systems, and make visible changes.
✅ Close the Loop
Let patients know their feedback matters. A simple “Thanks for your feedback we’re now offering earlier appointments on Fridays!” goes a long way.
Real-World Results: Surveys in Action
At Coburg Dental Group, a Dental Star team member introduced a structured new patient survey to better understand the patient journey. This small shift gave the practice valuable insights into gaps in their communication and helped them achieve an average of 50 extra bookings a month.
In another case, a $30,000 treatment plan was reactivated because a patient felt seen and valued after receiving a care call that included a survey. That’s the power of listening at the right time.
Want to Put This on Autopilot?
Creating, sending, and following up on patient surveys sounds simple but when your front desk is already overloaded, it often slips through the cracks.
That’s why more and more Australian practices are turning to Dental Stars to handle post-visit care calls and surveys. Our team is trained to engage patients, gather feedback, and help you make meaningful service improvements without adding to your admin burden.
Imagine having a full-time team member who:
- Follows up with patients post-visit
- Sends surveys and compiles insights
- Reactivates lapsed patients
- Books follow-up appointments
- All for around 65% less than a local hire
Sound good? It’s even better with our risk-free 30-day trial. You get to test the waters, keep the results, and cancel anytime if it’s not a fit.
Final Thoughts: Start Small, Think Big
You don’t need to launch a massive survey campaign tomorrow. Start small. Create a 5-question post-visit survey and send it to every patient who visits your practice this week.
Then watch what happens. Patients feel heard. Your team has clarity. And small improvements start stacking up.
That’s how you move the needle and keep your appointment books full.
Want Help with This?
Let Dental Stars handle the heavy lifting. From care calls to feedback surveys and everything in between, we’re here to help your practice grow—one happy patient at a time.
Book a free strategy call with Dental Stars to see how we can help.