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Orthodontic plans for aligners and braces, signed by parents too

Aligners or braces as options, the course and retention as stages, and a parent or guardian signing for a patient under 18.

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Orthodontists use QuoteCloud to send treatment plans with clear aligners, metal or ceramic braces as alternatives, records, active treatment and retention as stages, the practice's wording on review visits and insurers, and consent signed by the patient or, for a minor, a parent or guardian, with a deposit paid on signing.

Isla Kowal's orthodontic plan from a fictional practice, Wrenfield Dental Group, as one course line over 80 weeks: the records visit in week 1, aligners fitted in week 4, reviews every 8 weeks from week 12 to week 68, a final review in week 72 and retainers in week 74, with a token travelling along it. Under it the choices: clear aligners $6,900 (discussed at the consultation), metal braces $6,200 or ceramic braces $6,850; estimated total $7,930.00, signed by her mother Kate Kowal as parent or guardian, with a $1,586.00 deposit paid.

One plan a parent can read, choose from and sign

Isla is 14, so the plan goes to her mother. Records, straightening and retention are three stages; aligners, metal braces and ceramic braces are a single choice in the middle one, with the option Dr Dalgaard discussed pre-selected and a plain note.

Below the fees, Kate reads the acknowledgements in locked wording, ticks each one and signs as parent or guardian. The deposit that books Isla's records visit is paid straight after.

  • A parent or guardian named as the signer
  • Acknowledgements as Forms block fields (Business)
  • Deposit on signing through Stripe or PayPal
  • Spare retainers as an optional extra

Forms block and content locking: Business

Consent and the estimate of fees
Wrenfield Dental GroupOrthodontic treatment plan WD-O-0931 Sample · fictional business

Isla's treatment, stage by stage

Fees with the practice's own treatment codes.

Stage 1Records$380.00

OR-RECOrthodontic records: photos, 3D scan & X-rays$380.00

Stage 2Straightening$6,900.00

Choose aligners or braces

Stage 3Retention$650.00

OR-RETRetainers, upper and lower, with two review visits$650.00

OptionalTick to add$0.00

$240.00
Estimated total
$7,930.00
Deposit to book Isla's records visit · 20% on signing
$1,586.00

Treatment codes are your practice's own; QuoteCloud does not connect to any fee schedule.

Before Isla starts

Forms block Locked wording

Isla is under 18, so a parent or guardian reads, ticks and signs.

Patient: Isla Kowal, 14. Signed by a parent or guardian.

  • Dr Dalgaard explained this plan, the options in it and the other choices we have, and answered our questions. (ticked)
  • I understand these are estimated fees and that a revised plan is sent to sign if the plan changes. (ticked)
  • I understand Isla needs to wear her aligners or look after her braces as the practice explains. (ticked)
  • I am Isla's parent or guardian and can agree to this plan for her. (ticked)
  • Kate KowalParent or guardian, for Isla Kowal (14) SignedFri 16 Oct, 8:05 pm

Deposit to book Isla's records visit · 20%

$1,586.00

Paid via Stripe

Certificate of authenticity and audit trail attached to the signed plan.

Aligners or braces, with the visits that come with each

The straightening stage with each choice: its fee, the total and deposit, and the planned visits over the course.

Wrenfield Dental GroupOrthodontic treatment plan WD-O-0931 Sample · fictional business

Isla's treatment, stage by stage

Fees with the practice's own treatment codes.

Stage 2Straightening$6,900.00

Choose aligners or braces
Estimated total
$7,930.00
Deposit to book Isla's records visit · 20% on signing
$1,586.00

Treatment codes are your practice's own; QuoteCloud does not connect to any fee schedule.

Your appointments

  1. Week 1Records visitStage 1 · Records
  2. Week 4Aligners fittedStage 2 · Straightening
  3. Week 12Reviews every 8 weeksStage 2 · Straightening
  4. Week 72Final reviewStage 2 · Straightening
  5. Week 74Retainers fittedStage 3 · Retention

5 visits planned. Weeks are the practice's planning; reception confirms each date with you.

A person fitting a clear aligner over their teeth

Removable trays, reviewed every eight weeks

Fitted in week 4, then reviews every eight weeks and a final review before retainers. The practice's wording says the reviews are included in the course fee.

  • Pre-selected: discussed at the consultation
  • Reviews written as the practice plans them
Wrenfield Dental GroupOrthodontic treatment plan WD-O-0931 Sample · fictional business

Isla's treatment, stage by stage

Fees with the practice's own treatment codes.

Stage 2Straightening$6,200.00

Choose aligners or braces
Estimated total
$7,230.00
Deposit to book Isla's records visit · 20% on signing
$1,446.00

Treatment codes are your practice's own; QuoteCloud does not connect to any fee schedule.

Your appointments

  1. Week 1Records visitStage 1 · Records
  2. Week 4Braces fittedStage 2 · Straightening
  3. Week 10Adjustments every 6 weeksStage 2 · Straightening
  4. Week 72Braces removedStage 2 · Straightening
  5. Week 74Retainers fittedStage 3 · Retention

5 visits planned. Weeks are the practice's planning; reception confirms each date with you.

A close-up of teeth with metal braces

Fixed brackets, adjusted every six weeks

The lowest fee of the three, with more frequent adjustment visits. Kate can choose it in the plan and the estimate drops to $7,230.00.

  • Adjustment visits shown by week
  • The deposit follows the choice
Wrenfield Dental GroupOrthodontic treatment plan WD-O-0931 Sample · fictional business

Isla's treatment, stage by stage

Fees with the practice's own treatment codes.

Stage 2Straightening$6,850.00

Choose aligners or braces
Estimated total
$7,880.00
Deposit to book Isla's records visit · 20% on signing
$1,576.00

Treatment codes are your practice's own; QuoteCloud does not connect to any fee schedule.

Your appointments

  1. Week 1Records visitStage 1 · Records
  2. Week 4Braces fittedStage 2 · Straightening
  3. Week 10Adjustments every 6 weeksStage 2 · Straightening
  4. Week 72Braces removedStage 2 · Straightening
  5. Week 74Retainers fittedStage 3 · Retention

5 visits planned. Weeks are the practice's planning; reception confirms each date with you.

A model of teeth with metal braces

Tooth-coloured brackets

The same visits as metal braces at a different fee. Each option carries its own code from the practice's fee list.

  • Codes from your own fee list
  • One plan, not three quotes

Sample planning for a fictional practice: the weeks are the practice's planning, not a promise of how long treatment takes. Treatment codes are your practice's own; QuoteCloud does not connect to any fee schedule.

From the consultation to a decision, before the plan expires

Families often take a few weeks to decide. This is how a practice can follow a plan through to signing with QuoteCloud, in its own process.

  1. Day 0

    Plan sent after the consultation

    From the orthodontic template, with an expiry date 30 days out.

    Template + expiry date
  2. Day 1

    Opened by Kate

    The practice sees the plan was opened.

    Document tracking
  3. Day 2

    A question in the comments

    "Can Isla play sport with aligners?" answered by the coordinator in the plan.

    Comments
  4. Day 21

    A follow-up call

    The plan shows in the Expiring Soon filter, so the coordinator rings.

    Expiring Soon filter
  5. Day 30

    The plan expires

    If fees have changed, the practice sends a new plan to sign.

    Expiry date

Our drawing of a practice's own follow-up. QuoteCloud doesn't send reminders or make the calls: the coordinator does, using tracking, comments and the Expiring Soon filter.

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What parents ask, answered in the plan

The questions a family takes home after a new-patient consultation, and where the plan answers them.

  • Which option, and why?

    Aligners and braces side by side as a single choice, each with its note and fee, and photos in a gallery.

  • How long, how many visits?

    The course as planned visits by week, including reviews and retainers. Your practice's planning, not a promise.

  • What does it cost?

    Each stage priced, the estimated total and the deposit. What happens if aligners are lost goes under "Not included".

  • What does our insurer pay?

    Your own wording asking families to check with their insurer. QuoteCloud doesn't calculate insurance benefits.

  • Who signs for Isla?

    A parent or guardian, named in the plan with their role. Several signers are supported if both parents sign.

  • Can we spread the cost?

    Only in your own words, for example about payment plan providers you work with. QuoteCloud takes a deposit on signing, never instalments.

Sending an orthodontic plan for a minor

From the new-patient consultation to a signed plan and the records visit booked.

  1. Open the template

    Start from your orthodontic template: records, straightening with its options, retention.

  2. Add the family

    Name the patient and add the parent or guardian as the signer, with their role.

  3. Set the options

    Pre-select the option discussed and check its visits and fee.

  4. Send with an expiry

    Set the expiry date and send the link; answer questions in the comments.

  5. Consent and deposit

    The parent ticks the acknowledgements, signs and pays the deposit.

Orthodontic plan questions

Can a parent or guardian sign an orthodontic plan?

Yes. Add the parent or guardian as the signer, with their role and the patient's name written in the plan. Several signers are supported, each with their own signature, so both parents can sign if your practice asks for that. Each signed plan comes with a certificate of authenticity and an audit trail.

Can we offer aligners and braces in one plan?

Yes. Put clear aligners, metal braces and ceramic braces in one stage as a single-choice group, each with its own code, fee, note and planned visits. Pre-select the option discussed at the consultation with a neutral note; the family can choose another and the total and deposit update.

Can patients pay for orthodontics in instalments through QuoteCloud?

No. QuoteCloud takes a deposit on signing, as a percentage or a fixed amount, through Stripe or PayPal, and doesn't run instalments, payment plans or reminders. If your practice works with a payment plan provider, write that in your own words in the plan; any plan is arranged with that provider.

How do we follow up a plan a family hasn't signed?

Set an expiry date on every plan. QuoteCloud shows when it is opened, and the Expiring Soon filter lists plans close to their expiry so your coordinator can call. Families can ask questions in the comments. QuoteCloud doesn't send reminders by itself.

Do review visits have to be priced separately?

No, that is your practice's choice. Many orthodontists include reviews in the course fee and say so in the plan's wording; others add review visits as their own lines. Either way, the planned visits can be shown by week so families see the whole course before they sign.

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