A Blog for Dentists & Other Healthcare Professionals

A Comparison of 15 Call Tracking Solutions for Dentists

*Originally published December 27th, 2018, Updated March 15, 2021.

A-Comparison-of-15-Call-Tracking-Solution-for-Dentists-Square

Running a dental practice takes organization and skill, especially if you are wearing multiple hats throughout an ordinary day. Without the proper tools, it may be impossible to know what marketing campaigns work or which ones to allocate your marketing dollars to get the biggest possible return on your investment.

At Titan Web Agency, we work with dentists every day to help them attract new patients and grow their practices. Call tracking for dentists is something we recommend because it allows practice owners to track campaign results.

In this post, we explain what call tracking is, how much it costs, and how you can use it in your practice. We also compare 15 of the most popular call tracking solutions to help you decide which option is right for you.

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What is Call Tracking?

Call tracking is a technology that allows you to track the source of every lead that comes into your practice. The technology can work with any type of ad campaign, including:

Call tracking is accomplished by assigning unique telephone numbers to each marketing campaign. When someone calls your practice, you can differentiate leads from different campaigns based on the number that was dialed.

Most call tracking platforms include reporting options to help you track the number of leads you receive, the quality of those leads, and some even allow dentists to record incoming phone calls.

Call tracking is beneficial because it is one of the easiest ways to monitor the success of your marketing campaigns, including PPC ads, social media ads, email campaigns, print ads, billboards, and even dental SEO. By tracking calls, you can calculate the marketing ROI for each campaign and modify your dental marketing strategy accordingly. In other words, it allows you to identify which campaigns are bringing in new patients -- and which aren't.

Whether your practice is large or small, there's no point in throwing good money at bad marketing campaigns that don’t deliver the results you need. Small practices may need to be picky when it comes to spending money on marketing and call tracking helps to eliminate marketing strategies that are not helping your practice.

The challenge lies in figuring out which of your marketing efforts will lead to the greatest number of conversions (new patients). Call tracking can help. It is a technology used by marketers to track and analyze inbound phone calls that come through in a business.

Free Download Front Office Calls

How Much Does Call Tracking Cost?

If you plan to implement a call tracking software for your dental practice, you need to be sure you can afford it. The prices span a wide range. Some of the factors that influence pricing are:

  • The number of phone numbers you purchase
  • The amount of customer support provided
  • The features included in the service
  • Software integrations
  • The vendor you choose

In most cases, you can expect a quality dental call tracking service to cost you between $50 and $150 per month. Small practices are more likely to find solutions at the low end of that range because they will require fewer phone numbers to track.

Using the Telephone as a Marketing Tool

Dentists should never underestimate the power of the telephone as a marketing tool. Even these days when online marketing is all anybody seems to talk about, the telephone is still one of the best ways to attract new patients. In fact, 45% of healthcare marketers say they get more new patients via telephone than any other marketing strategy.

It has never been easier than it is today to create a seamless marketing experience for prospective patients, thanks in part to the popularity of smartphones. Users can use Google to search for a local dental office and then, with a single click, call the office. The ease of calling after a search is the main reason that call tracking is often part of the pay-per-click business model.

We should also note that call tracking technology is not limited to online marketing campaigns. It can also be used to measure the conversion rate of offline advertising. Call tracking used to be difficult to track the ROI of print, radio, and TV ads, but that’s no longer the case thanks to call tracking.

Online tools such as Google Analytics can only measure clicks and site visits, while phone-based leads are left unaccounted for (that is, unless you are using a more advanced method of call tracking along with goals and conversions-which we use for our clients.)

There is a need for a tracking solution that works in conjunction with both online and offline campaigns. With call tracking, you can measure the impact of your marketing efforts —whether traditional or digital—and determine which of them are driving the most calls to your office.

How Does Call Tracking Work?

Call tracking is a cost-effective way of tracking where your leads come from. This is especially useful if your marketing message’s primary call to action involves a phone call. The call tracking process is simple. To avoid confusion, different phone numbers are assigned to each marketing campaign instead of using just one phone number for all campaigns.

By using call tracking software, you can create and manage multiple telephone numbers and assign each to a particular campaign. For example, you can set up a telephone number for a PPC campaign, another number for organic website visitors, another one for your television commercials, and a different one for your print ads.

The call tracking software compiles the numbers from each campaign and creates reports for you to review. The reports show where the largest number of phone calls are coming from. As a result, you know which campaigns are delivering the results you need.

Here is a screenshot of an incoming lead from the call tracking solution What Converts:

call-tracking-1

Here is another layout from CallRail, which delivers the same type of information:

call-tracking-2As you can see, the call tracking software compiles the numbers from each campaign and reports the results in an easy-to-read format.

What Does a Call Tracking Report Cover?

Call tracking reports vary from product to product. However, most offer the same basic metrics to help clients analyze the effectiveness of their marketing campaigns. The most common metrics include:

  • Source of the call (what marketing method)
  • The tracking number that was called
  • Name of the caller (if available)
  • Date/Time of the call
  • Location of caller’s phone number
  • Number of calls over a certain period

Here's a sample of a call tracking report for one of our clients. (Note-the phone numbers are hidden for client privacy)

call-tracking-3

If you set up Google Analytics properly, you can also track these calls in Google Analytics, as seen below.

call-tracking-4The report shows you where the largest number of phone calls are coming from. As a result, you know what campaign is working and what isn’t.

Call Tracking for Dentists: The Process

The call tracking process isn’t complicated and it has the potential to deliver positive results for dental practices of any size. Here are the 6 steps of the call tracking process:

1. Phone number placement

A unique telephone number is assigned to each live marketing campaign you have, including radio ads, print ads, billboards, website, social media, and PPC campaigns. The calls that each telephone number receives will be forwarded to your main business phone line.

When using a call tracking number on a website, the recommended practice is to use Dynamic Number Insertion (DNI) to change the number. This method alters the number that your site’s visitors will see when they land on the website based on how they got there.

For example, if you have a number assigned to track organic visits and someone navigates to your site after a Google search, the site will automatically display the organic traffic tracking number. That way, when they call your practice you’ll be able to tell that the lead source was an organic search.

In the screenshot below, the number in the top right could be a tracking number. It will look completely natural and your visitor won't suspect anything at all.

2. Integration

call-tracking-5

You can integrate the call tracking software with your current CRM and existing marketing tools such as Google Analytics or Salesforce to provide a seamless experience for your internal team.

To ensure seamless integration, you should be certain to check the technical specifications of the call tracking software you choose. Choosing an option that integrates with your existing software will save both money and aggravation.

3. Call Receipt

Whenever a prospective customer calls in, the call is recorded and captured by the call tracking software.

Key information about the call will be recorded by the call tracking software, including the source of the lead, the content of the call, and – in some cases – the employee who fielded the call. Other metrics may be included as well.

4. Analysis

As calls come in, the call tracking software compiles information about them like Google Analytics. Many call tracking options provide up-to-the-minute metrics and analytics.

You should be able to access reports and analytics at any time to see how your campaigns are performing.

5. Adjustment

To make use of the analytics provided, you need to review them and make minor tweaks or major adjustments to your marketing strategies.

For example, if your call analytics show that your PPC campaign is delivering an ROI that’s much higher than the ROI for your radio ads, you might decide to decrease your radio spending and put more money into PPC.

6. Implementation and Repetition

Going forward, you should continue to implement changes and repeat your experiment. As you tweak your marketing strategies, you should see consistent improvements in your ROI.

It’s important to note here that you should not make changes on a whim. A sample size of five visitors isn’t likely to be enough to give you a clear idea of where your traffic is coming from. Instead, give each marketing campaign at least a week and then tweak as needed.

Why is Call Tracking for Dentists So Important?

Both new and experienced dental practice owners can feel overwhelmed by marketing. With many options to choose from, you may feel unsure about whether SEO or email marketing is more effective – or whether you should put more money into Google Ads.

We often see dentists using a scattered approach to marketing by throwing a little money at everything hoping that something will stick. That kind of approach can work if you use it as a starting point then track everything and adjust accordingly. Though without tracking, it is unlikely to deliver the results you want.

While marketing campaigns are a necessity for your dental business to survive and become sustainable, you must also demand a high ROI from each campaign to keep your business afloat and meet your goals.

Call tracking allows you to streamline and refine your marketing processes. With easy-to-access data from every marketing channel, you can evaluate the results and determine which strategies are performing well and which are not. You can then use that information to determine the best marketing mix to grow your practice.

For example, if the statistics show that the PPC advertisements have brought in 20 phone call inquiries resulting in 5 new patients in one month, while the newspaper advertisements have only brought in 5 calls and 1 new patient, then you'll have the data that you need to make the proper adjustments.

The Benefits of Call Tracking

Whether you are a newcomer or an established name in the dental industry, your business can benefit from having a call tracking program. The following are some benefits of call tracking.

  1. In-depth insight into marketing investments. Call tracking gives you a deeper insight into your patients. It gives you the ability to listen in on incoming calls to gain a deeper understanding of your patients’ wants and needs. You can use what you learn to adjust your services. For example, if a new patient complains about your onboarding process, you can use their feedback to improve.
  2. Improved customer service. Call tracking allows you to record calls and hear how your staff treats new leads who call your office. The information you gather will help you devise new phone training and protocols to improve customer service. You may also decide to write new phone scripts to help your employees turn casual inquiries into paying patients. You can uncover and correct customer service issues such as improper greetings, misinformation, or a discourteous tone. Through call tracking monitoring, you can build relationships with prospective leads to turn them into patients.
  3. Minimized marketing expenses. The data you have gathered from a call tracking experiment is an excellent way to plan your next course of action. You can monitor the number of calls you get from each channel and then determine which advertisement has generated the most calls. Call tracking allows you to compute your cost per lead and your ROI for each campaign. It also allows you to track different campaigns at the same time so that you can make side-by-side comparisons. For example, a sponsored post on Facebook gives your dental office an average of 10 inquiries per while a billboard gives you only two over that same timeframe. Once you have enough data, you can remove the billboard expense from your marketing budget to save your dental business a substantial amount of money.
  4. Increased lead generation. Every missed call is a missed business opportunity and in the dental business, you can’t afford to miss opportunities. With call tracking, missed opportunities to convert are avoided. Since call tracking can record incoming calls, you can follow up on leads that have the potential to convert. Your leads won’t fall through the cracks. Instead, you can build a strong lead nurturing system that converts them into patients for your practice.

The benefits are significant for any dental practice that needs to attract new patients.

A Call Tracking Case Study

Phillydentistry.com is a dental practice in Philadelphia led by Dr. Ken Circa. The dental practice has turned to call tracking to determine which marketing campaigns drive the most revenues to the business. After a month of tracking and monitoring inbound calls, here’s what the data showed:

The 81 calls that came from PPC campaigns were mostly from smartphones (73), while eight came from desktop computers.

Each organic lead cost the business $7.60, while a PPC lead cost $106.

call-tracking-6Based on this data, the dental business decided to focus more on organic advertising than PPC because they determined that it was more efficient at lead generation. The remaining budget for PPC was then allocated to PPC ads that focused on mobile users instead of desktop users.

Key Metrics to Measure in Call Tracking

Call tracking is effective if you track the key metrics that will help you to grow your dental practice. Here are the metrics we suggest you track:

  • Numbers of calls. Since phone call inquiries and appointments are the lifeblood of your dental business, you need to measure accurately how each campaign is faring based on the number of calls each one receives.
  • Time of calls. If you have high call volume during a certain time, say Friday afternoons, should you adjust times that your ads are showing so that you can spread out the calls a bit? Tracking call time can help you to evaluate your ad strategy.
  • Location. If you are getting a lot of calls from a certain location, then you can invest money in making your presence more felt in that area to attract more customers. (Google Ads is a great service you can use to target a specific area.)
  • Call duration. You can narrow down your leads by taking note of the call length. Those who took a long time to finish their calls in your dental office are probably already interested—so consider them as your hot leads. Make follow up calls to these types of callers as these are the ones most likely to convert into paying patients.
  • Unanswered calls. You can determine why there is a percentage of abandoned calls. If for example, they happen after business hours, you might want to enlist the help of an answering service.

If you don't know how a caller came across your number, you can overlook a potential moneymaker for your dental office. Take the guesswork out of marketing with the help of call tracking software.

What to Look for in a Call Tracking Solution

The call tracking solutions available offer a large array of features. Some may be useful for your dental practice while others may not. For each option we’re reviewing here, we’ll include a list of features to make comparison easy.

Some of the key features you may want to look for include integration with third-party services like your dental CRM, dynamic number generation, customization options, call recording capabilities, and analytics.

You may also want to consider whether the call tracking solution you choose is a subscription service (common for cloud-based solutions that you access online) or proprietary (software that you pay for out of pocket and install on your server). There are some benefits to choosing a cloud-based solution since you can opt-out at any time if you’re dissatisfied. Many dental offices are choosing cloud-based solutions for their flexibility and affordability.

HIPAA Compliant Call Tracking Solutions

An important consideration for any dental practice is HIPAA compliance. As healthcare providers, dentists must adhere to HIPAA regulations regarding patient privacy and storage of personal health information.

The call tracking solutions we have listed here are HIPAA compliant. While there are call tracking systems available that aren’t tailored specifically to healthcare providers, we recommend that our clients use HIPAA compliant call tracking software to protect their patients.

15 Call Tracking Solutions for Dentists

Before deciding which call tracking solution is right for your dental practice, it's important to compare the options. We've taken the guesswork out of the equation for you by comparing 15 of the most popular call tracking software solutions.

1. CallRail

Star_rating_1_of_5-1 4.5/5 (135) (Ratings are as of: 7/20/2021)

CallRail is a comprehensive, web-based call tracking solution that is ideal for dental practices. It has a wide range of features and several packages available to choose from. There’s no required minimum contract. Reviewers praise CallRail’s user-friendly features and keyword tracking, which can help marketing managers and reception staff do a better job handling incoming calls.

Service Model: Cloud/SaaS/Web

Hardware/Operating System Requirements: Works best with Google Chrome, but can also be used with other browsers. Integrates with Google Analytics, WordPress, and most CRM software.

Price: There are three different plans available. The Starter Plan costs $45 per month and includes 10 local numbers, 500 local minutes, and 100 text messages. They have additional plans available with more numbers, minutes, and text messages ranging from $60 to $255 for the Elite plan.

Free Demo: A free demo is available for 14 days for the Starter Plan and the Pro Plan.

Support: Free technical support is available online 24 hours a day, 7 days a week. If you prefer to get support by phone, you can also call during business hours. CallRail reviewers say that the customer service is highly responsive and values feedback on how to improve the software.

Training: CallRail’s website has many training resources for users, including a collection of Getting Started resources, free webinars, demos, guides, white papers, and infographics. They also have a community forum where you can connect with other users, ask questions, and share your insights and success stories.

Key Features:

  • Local, toll-free, and international numbers
  • Campaign call tracking
  • Dynamic number insertion
  • Keyword call tracking
  • Form tracking
  • Anti-spam protection
  • Text messaging
  • Intuitive dashboard and menus
  • Advanced reporting
  • Responsive call routing
  • Integration with Google Analytics, Google Ads, Hubspot, Marketo, Salesforce, Unbounce, and other software applications

Overall, CallRail provides a comprehensive and user-friendly way to track calls. We especially like that it can record calls and track keywords within calls. There isn’t much to complain about, but we do think that the form tracking features could be more robust. The lack of in-person training may be a problem for some practices.

2. WhatConverts

Star_rating_1_of_5-1 4.9/5 (45) (Ratings are as of: 7/20/2021)

WhatConverts is one of the best web-based call tracking solutions available. (Full disclosure: this is the software we use at Titan Web Agency). It’s very quick to set up and has user-friendly features that make it ideal for dental practices, including those that don’t have an in-house marketing manager. WhatConverts integrates easily with dental software and over 500 applications. The company has a good reputation and provides excellent service.

whatconverts

Service Model: Cloud/SaaS/Web

Hardware/Operating System Requirements: WhatConverts works on major operating systems, including Windows, Android, and iOS. You can access your account on Google Chrome, Microsoft Edge, Firefox, and other browsers.

Price: There are three plans available for WhatConverts. The first is their Plus Plan. It costs $30 per month and includes 6 local numbers and 335 minutes of local time. The second is their Pro Plan, which costs $50 and includes 15 local numbers and 625 local minutes. Both plans also have options for toll-free numbers. They also offer an Agency Plan, which is likely to be more than any dental practice needs. It costs $200 per month. Get full details about all plans here.

Free Demo: There is a 14-day free demo available for both the Plus Plan and the Pro Plan.

Support: WhatConverts offers online support via a contact form on their website and email. They do not have a live chat option. However, some reviewers mentioned that they receive very quick responses even when they sent an after-hours request. If you prefer talking to support staff on the phone, they have a toll-free number that you can call during regular business hours.

Training: The team at WhatConverts has provided an array of training materials to assist their users. This includes a starter guide, a step-by-step set-up guide, and a list of frequently asked questions to get started. They also have webinars, live online training, and in-person training.

Key Features:

  • Caller identification
  • Call tracking
  • Keyword tracking
  • Conversion tracking
  • CRM
  • Campaign management
  • Form Tracking
  • Chat Tracking
  • Real-time reporting
  • Marketing intelligence
  • Ad platform integration

You can check out a full list of WhatConverts’ features here.

WhatConverts has a vast range of features that make it a good call tracking solution for dental practices. In addition to the features mentioned above, it can integrate with thousands of apps using Zapier. Reviewers especially like that the dashboard and features are user-friendly. Others mention the friendliness and thoroughness of the customer support.

3. CallTrackerROI

CallTrackerROI is a simple call tracking solution that is specifically designed for medical offices and dental practices. Its focus, as their name implies, is on helping practices maximize conversions. It provides analytics designed to help you fine-tune your marketing campaigns and identify areas for improvement. Reviewers rave about the improvements in their new patient acquisition and office efficiency.

calltrackerroi

Service Model: Cloud/SaaS/Web

Hardware/Operating System Requirements: CallTracker ROI is a cloud-based software that works with Chrome, Microsoft Edge, and other browsers.

Price: There are multiple pricing options available for CallTrackerROI. The basic plan costs $27 per phone number and like the other software, gives you the option of listening to and evaluating the calls you receive. The other plan is $37 per phone number plus listener charges and provides an ROI tracking sheet as a special feature. You can find the full details of both plans here.

Free Demo: There is no free demo for CallTrackerROI. However, the company does offer a free consultation where you can discuss your call tracking needs and get some advice about which plan is best suited for you.

Support: The CallTrackerROI website doesn’t have a Support menu. For that reason, it’s difficult to say what their support is like. They do have a toll-free number you can call. They also have a contact form. The reviews and testimonials we saw did not specifically mention customer service. If you decide to call for a consultation, we recommend asking about support.

Training: Training options on the website are limited. The company’s founder, Dr. Phelps DMD, offers in-person seminars. There is also a video seminar on the website that you can pay for if you are unable to attend in person

Key Features:

  • Detailed call tracking
  • Call recording
  • Call analysis that includes the reasons calls aren’t converting
  • Missed call text alerts
  • Reports that outline your conversion rates and ROI
  • MedChat, a HIPAA-approved app that allows people to contact you via chat instead of the phone

You can find a complete list of features on their website, here.

What sets CallTrackerROI apart from some of the other call tracking solutions we’ve reviewed is that it was designed by a dentist for dentists. Its heavy focus on conversion means that it can provide you with the tools you need to attract new patients. One stand-out feature is that it can analyze calls for each of your employees, helping you identify problems so you can provide additional training if needed.

4. SmartMarket Dental

SmartMarket Dental is a call tracking solution that has been specifically designed for dental practices. It has some unique features as a result, including some (like practice analytics) that you won’t be able to find anywhere else.

smartmarket

Service Model: Cloud/SaaS/Web

Hardware/Operating System Requirements: This is a cloud-based solution. While there are no specifics on the company’s website, it should work with Google Chrome, Microsoft Edge, Firefox, and other major browsers. Their website mentions that the software integrates with 99% of dental practice management software.

Price: SmartMarket Dental does not have specific pricing information on its website. The website mentions an activation fee, which includes the import of your existing marketing numbers. You will need to call to get additional information.

Free Demo: You can call SmartMarket Dental to get a free demo. The website does not specify if they offer a free trial period or what is included in the demo. You can fill out the contact form to learn more.

Support: There is no Support menu on SmartMarket Dental’s website. However, they do have a toll-free number and online chat, which is available only during regular business hours. (When we visited the site during the off-hours, the chat window read “Offline.”)

Training: SmartMarket Dental’s website has a shortlist of Frequently Asked Questions, but they’re geared more towards people who haven’t signed up yet than to existing clients. If they have other resources or training materials, they are not in an obvious place on the website.

Key Features:

  • Practice analytics, which you can use to fine-tune your marketing campaigns based on your current patient demographics and statistics
  • Call tracking
  • List Element
  • HIPAA-compliant call recording
  • Call scoring
  • Bilingual call analysis (English and Spanish)
  • Team call analytics
  • SEO reporting
  • Facebook analytics
  • Pay Per Click reporting
  • Review monitoring
  • Automated ROI analysis
  • Monthly and annual goal tracking
  • Marketing insights

To get a full list of SmartMarket Dental’s features, you can check out their website here.

SmartMarket Dental has some useful features. The things that stand out are the practice analytics, HIPAA-compliant call recording, bilingual call analysis, and review monitoring, which adds real value and may be useful for some dental practices. The one thing we can’t say is how their pricing measures up to the other options here.

5. MyDentistCalls

MyDentistCalls is a cloud-based call tracking solution that was designed with dentists and dental practices in mind. The company’s website points out that most lost marketing opportunities occur after an interaction with a practice’s front desk. Their detailed call analytics and recording can help you train your staff to convert more callers into patients.

Service Model: Cloud/SaaS/Web

Hardware/Operating System Requirements: The hardware and operating system requirements are not included on the MyDentistCalls website. Since it’s cloud-based, it should work with most browsers. You can call the company’s toll-free number or fill out their contact form for more information.

Price: MyDentistCalls has three different plans. The Silver Plan costs $99 per month and includes five local or toll-free numbers. The Gold Plan costs $149 per month and includes 10 local or toll-free numbers. Finally, the Platinum Plan costs $199 per month and includes 20 local or toll-free numbers. There is a one-time setup fee of $75 for all packages and call recording is charged at 10 cents a minute. You can find the full details of the plans here.

Free Demo: There is a free demo available, but you will need to contact MyDentistCalls to get the details. It isn’t clear from their website whether this is a free trial, an online demo, or an in-person demo.

Support: As we mentioned above, there is a toll-free number on the company’s website and a contact form. There may be other forms of support available once you have signed up as a client and logged in to your account.

Training: MyDentistCalls offers several training options and resources on its website. These include instructional videos, staff training manuals to help your staff be more effective on the phone, and call scripts that you can use or modify when you interact with prospective patients. There’s also a library of articles with tips about how to plan your marketing campaigns, fine-tune your calls, and increase your conversion rate.

Key Features:

  • Call recording
  • Dynamic routing
  • Call tracking
  • Tracking lines
  • Call scripts
  • Staff training manuals
  • Flagged calls
  • Staff scoreboards
  • Marketing tools
  • ROI tracker
  • Custom reporting
  • Instructional videos
  • A library of articles you can use as resources
  • Free Mobile Apps

You can find a full list of features with additional details here.

MyDentistCalls has some unique features that can help you make the most of your incoming calls. We particularly like that they have a full library of resources in addition to call tracking and recording. Its mobile apps provide clients with an easy way to manage their calls when they’re at home or on the road.

6. PhoneWagon

Star_rating_1_of_5-1 4.8/5 (42) (Ratings are as of: 7/20/2021)

PhoneWagon is a call tracking solution that’s designed for small business owners and agencies. The available features allow you to analyze your marketing campaigns, fine-tune your staff training, and be more successful at converting callers to patients.

Service Model: Cloud/SaaS/Web

Hardware/Operating System Requirements: The website doesn’t make any statements about hardware and OS requirements. However, since this is a web-based call tracking solution, it’s safe to assume that it works with Google Chrome, Microsoft Edge, and other major browsers

Price: PhoneWagon has three different plans to choose from. The Starter Plan includes five phone numbers and 500 minutes and costs $45 per month. The Pro Plan includes a total of 20 phone numbers and 2,000 minutes for $130 per month. Finally, the Agency Plan includes a total of 50 phone numbers and 6,000 minutes for $299 per month. Full details are available here.

Free Demo: PhoneWagon offers a 14-day free trial with no credit card required. You can get details on their website. You also have the option to request a free, 5-minute demo so you can see PhoneWagon in action before you sign up for the free trial.

Support: PhoneWagon has around-the-clock online support available 7 days a week. You can chat with a live representative - not a bot – which is a plus if you have complex questions.

Training: PhoneWagon offers a variety of training materials and options. They include extensive documentation on their website, including various free guides that you can download. They also have webinars and live training both online and in person.

Key Features:

  • Local, toll-free, and international numbers
  • Dynamic numbers
  • Call routing
  • Call tracking
  • Reporting by source, keyword, duration, and other metrics
  • Integrations with Google Ads, Google Analytics, Hubspot, and more
  • Campaign management
  • Conversion tracking
  • CRM
  • IVR/Voice recognition

You can get full details on all of PhoneWagon’s features on their website, here.

PhoneWagon offers a full suite of call tracking solutions to help your dental practice manage your campaigns effectively and improve your conversion rate. The Starter Plan is affordable compared to their marketplace competitors and the free trial allows you to test out their features before committing to a contract.

7. CallCap

Star_rating_1_of_5-1 4.7/5 (21) (Ratings are as of: 7/20/2021)

CallCap has an impressive array of features, including some that are not commonly found in call tracking solutions. These features include text messaging, patient demographics, fraud detection, and caller surveys. Reviewers often mention CallCap’s friendly customer service and user-friendly interface.

Service Model: Cloud/SaaS/Web; Installations available for Windows and Mac

Hardware/Operating System Requirements: You can use CallCap online with your favorite web browser. Also, unlike many of the call tracking solutions we have reviewed here, CallCap can be installed and will work with Windows or Mac OS.

Price: CallCap used to have three pricing plans, but they have revised their model to custom pricing. You can get additional information by going to their website and putting your mobile number into the chatbox. They’ll text you to learn about your needs and get you a quote.

Free Demo: There is no free trial available. However, if you fill out CallCap’s contact form or text them a request, you can get a free professional consultation to evaluate your call tracking needs and learn more about their product.

Support: CallCap has a toll-free number where you can get phone support during business hours. They also offer online support with live representatives 24 hours a day, 7 days a week, and an array of online resources.

Training: The CallCap website provides documentation that you can use to make the most of the product’s call tracking features and analytics. It also offers webinars, live online training, and live in-person training.

Key Features:

  • Local and toll-free numbers
  • Call analytics
  • Customer demographics
  • Phone routing
  • Website conversion tracking
  • Click-to -call
  • Fraud detection
  • Call recording and reporting
  • Expert call evaluation
  • Customized scorecards
  • Real-time alerts
  • Queue of missed opportunities
  • Resolution center
  • ROI reporting
  • Caller surveys
  • Automated voice messaging
  • SMS text messages
  • Monitored analytics

You can find a full list of features and more details on CallCap’s website, here.

Overall, CallCap’s features make it an attractive choice, especially if you use (or would like to use) text messaging to connect with prospects. The one complaint noted by reviewers was that the company does not yet have a mobile app, although in their responses to some reviews they indicate that they are considering developing one.

8. Juvo Leads Call Tracking

Star_rating_1_of_5-1 4.17/5 (305) (Ratings are as of: 7/20/2021)

Juvo Leads Call Tracking offers everything from a basic form tracking solution to a comprehensive call recording and monitoring service with extensive training and other features. The entry-level plans are quite affordable. Reviewers mention that the live chat website options help them capture more leads from their websites.

Service Model: Cloud/SaaS/Web

Hardware/Operating System Requirements: No system requirements are listed, but this is a web-based service that works with all major browsers and operating systems.

Price: Juvo Leads offers three plans, but only one is designed for call tracking. The basic done-for-you Chat Service is $27 per month. The call tracking plan, which includes 10 local lines, 7, 500 local minutes, and unlimited form tracking, costs $45 per month. You also have the option of calling them for an enterprise quote.

Free Demo: Juvo Leads Call Tracking offers free demos for both of their plans. It also offers a 30-day free trial for both the chat service and call tracking.

Support: The company features 24/7 online support with live representatives.

Training: Like many of the call tracking solutions we’ve reviewed here, Juvo Leads offers a variety of training material. They have documentation available for download on their website. They also offer some webinars and live online training. Juvo Leads plan subscribers also get five hours of comprehensive onboarding training. The one thing it does not offer is in-person training.

Key Features:

  • Call recording
  • Call routing
  • Caller identification
  • Campaign management
  • Conversion tracking
  • CRM
  • IVR/Voice Recognition
  • Keyword Tracking
  • Custom chat scripts
  • Chat lead notifications
  • Mobile text to chat
  • Call analytics
  • Native form tracking
  • Integrations

You can find a full list of features by visiting the company’s website, here.

Juvo Leads Call Tracking is a little different in that you can use it for call tracking and for improving your web and chat conversions. It’s one of the more affordable options on our list, especially at the entry-level, making it a good choice if you want a solution that you can use as your practice grows.

9. CallAction

Star_rating_4_of_5-1 4.7/5 (22) (Ratings are as of: 7/20/2021)

CallAction offers a more wide-ranging list of features and capabilities than some of the other options we’ve reviewed here. That’s because in addition to call tracking, you get marketing automation features that can help you stay on top of your marketing campaigns. Reviewers mention the excellent tech support and the responsive Facebook group as pluses.

Service Model: Cloud/SaaS/Web

Hardware/Operating System Requirements: Because this is a cloud-based solution, there are no hardware requirements listed on the company’s website. It should work with Google Chrome, Microsoft Edge, and Firefox, and with other browsers as well.

Price: CallAction has four service levels to accommodate small and large practices. The Solo Starter plan accommodates three systems and one user for $115 per month. The Solo Advanced plan accommodates six systems and two users for $224 per month. The Team Pro plan, which is probably best suited for agencies, includes nine systems and four users for $499 per month. Finally, they have an Enterprise plan that is quote-based. You can find full details here.

Free Demo: You can get an instant demo of CallAction’s features on their website. They also offer a 14-day free trial, so you can get a feel for their capabilities and decide if CallAction is right for your dental practice.

Support: CallAction offers live support on their website. The official statement says that it’s only available during business hours, but we visited the site over the weekend and got a pop-up chat window asking if we needed anything.

Training: CallAction’s clients have access to an array of training materials. There’s written documentation on their website. They also have webinars available online and live online training available. Or, if you prefer, you can get in-person training from one of the company’s representatives.

Key Features:

  • Real-time activation of numbers
  • Local, toll-free, and vanity numbers available
  • Channel and campaign analytics
  • Call reporting dashboard
  • Caller details and demographics
  • Export caller records to CRM
  • Add notes and contact data
  • Powerful mobile app to manage calls
  • Automatic replies to missed calls
  • Follow-up notifications
  • SMS messaging
  • Social media integration

You can find a complete list of CallAction’s features on their website, here.

If you are in the market for a comprehensive marketing automation solution that includes call tracking and campaign management, you may want to consider CallAction. One downside is that you won’t be able to import past leads and calls into the system, but the top-notch support and other features may mitigate that.

10. ActiveDEMAND

Star_rating_5_of_5-1 4.2/5 (72) (Ratings are as of: 7/20/2021)

ActiveDEMAND is more than just a call tracking solution. It’s a full suite of marketing automation tools to help you manage campaigns, track calls, and improve your conversion rate. We have included it here because they have cafeteria-style plans, so you can pick and choose the solutions you need to create a custom plan that is suited to your dental practice. Reviewers mention the responsive customer service and management tools as their favorite things about ActiveDEMAND.

activedemand

Service Model: Cloud/SaaS/Web

Hardware/Operating System Requirements: ActiveDEMAND is a web-based call tracking solution that will work with Windows, Mac, and all major browsers.

Price: As we mentioned above, ActiveDEMAND offers cafeteria-style plans. There are several options available. The first is the Call Tracking plan. There’s no monthly account fee. Instead, you’ll pay $2.75 for each local number and $3.50 for each toll-free number. If you want full marketing automation, you can get the small business plan for $69 per month or the corporate plan for $199 per month. You can see the full plans and get more details here.

Free Demo: You can book a free demo by filling out a contact form on the ActiveDEMAND website. They also offer a free trial period.

Support: ActiveDEMAND provides around-the-clock online support via a pop-up chat window. They also have a toll-free number and an automated ticket creation system, so you can ask for more personalized help.

Training: One of the most impressive things about ActiveDEMAND is the broad range of written training material on their website. They have a large library of articles and videos that you can search, as well as a comprehensive FAQ page. There are webinars you can watch, and, if you need personal training, they offer live online training available as well.

Key Features:

  • Call routing
  • Call recording
  • Caller identification
  • Campaign management
  • IVR/Voice Recognition
  • Keyword Tracking
  • Archiving
  • Event Triggered Recording
  • Chrome Extension
  • MMS/SMS Text Campaign Scheduling
  • Dynamic Number Insertion
  • Phone call transcription
  • Call forensics
  • Whisper messages

In addition to the features that we’ve listed here, which incorporate only ActiveDEMAND’s call tracking service, they offer a full suite of marketing automation tools and features. You can get the full details on their website, here.

Whether you are in the market for a simple call tracking solution or a comprehensive marketing automation suite, you can get what you need with ActiveDEMAND. If you’re currently paying for multiple marketing tools, it may be worth considering ActiveDEMAND to get everything in one tool.

11. Novocall

Star_rating_5_of_5-1 4.8/5 (106) (Ratings are as of: 7/20/2021)

Novocall is an affordable call tracking system that’s ideal if you use messaging tools such as Facebook Messenger and WhatsApp to communicate with patients. With options available for both online and offline call tracking, it’s an affordable option that provides an easy way to track every marketing campaign.

novocall

Service Model: Cloud/SaaS/Web

Hardware/Operating System Requirements: Novocall is a web-based software that works with most browsers. They also have a mobile version for Android users.

Price: Novocall’s Price Tracking service starts at $45 per month for up to 10 local numbers and 500 local minutes. The top-tier service is $135 per month for up to 20 local numbers and 2,000 local minutes. They also offer Click to Call and Outbound Call Service starting at $25 per month.

Free Demo: You can get a free demo by filling out the contact form on Novocall’s website.

Support: Novocall offers 24/7 support via live chat on their website. You can also call and talk to a representative during business hours.

Training: Novocall offers an array of training options that include documentation on their website, recorded webinars, and live online training.

Key Features:

  • Auto dialing
  • Call recording
  • Call forwarding
  • Online callback feature
  • Lead capture
  • Call list management
  • Offline and online call tracking
  • Email notifications
  • Compatible with Google Calendar, Messenger, WhatsApp, Zapier, Hubspot, and more

You can get a full list of Novocall’s call tracking features on their website, here.

What sets Novocall apart from other call tracking systems is the fact that it allows you to integrate call tracking with messaging apps. Since many dentists are now using Messenger to engage patients, that’s a useful option that makes Novocall a good choice.

12. Calldrip

Star_rating_5_of_5-1 4.7/5 (3) (Ratings are as of: 7/20/2021)

Calldrip is a cloud-based call tracking solution that offers some advanced features and options that set it apart from the other solutions on our list. If you’re looking for a call tracking system that allows you to triage calls as they come in to send them to the best person and manage your online reviews, Calldrip might be the right solution for your practice.

calldrip

Service Model: Cloud/SaaS/Web

Hardware/Operating System Requirements: Calldrip is a web-based software that works with most browsers, including Google Chrome, Microsoft Edge, and more.

Price: Calldrip is one of the pricier options, but they offer far more than just call tracking. Prices start at $399 per month or you can call for a customized quote. Other features included in their monthly plan are Intelligent Monitoring, Intelligent Routing, Review Boost, Instant Response, and more.

Free Demo: You can get a free demo by clicking the “Request a Demo” button on the Call Tracking page, here.

Support: Calldrip offers online chat support with live agents during business hours.

Training: You can get training from Calldrip in a variety of ways. They have an online knowledge base that includes articles and product videos. They also offer a pre-recorded webinar, online training, and in-person training.

Key Features:

  • Call recording and call transcriptions
  • Lead capture
  • Lead scoring
  • Lead distribution
  • Data management
  • Intelligent call routing
  • Reporting
  • ROI tracking

You can find a full list of their call tracking features on Calldrip’s website.

Calldrip is more expensive than some of the other call tracking options listed here, but they offer a more comprehensive list of products and features. If you’re looking for a robust marketing tool that allows you to track calls, measure ROI, manage reviews, and more, then Calldrip could be the solution for you.

13. Calltracker.io

Star_rating_4_of_5-1 4.7/5 (12) (Ratings are as of: 7/20/2021)

Calltracker.io is a web-based call tracking solution with tiered pricing that makes it an affordable choice. They offer the usual call tracking and notification features along with some nice extras such as keyword tracking and text messaging.

calltrackerioService Model: Cloud/SaaS/Web

Hardware/Operating System Requirements: Calltracker.io is a web-based software that works with most browsers, including Chrome and Microsoft Edge.

Price: Pricing for the basic plan is $37 per month. The plan includes up to 10 local numbers and 500 local minutes. The pro plan is $87 for up to 20 local numbers and 1,000 minutes; the agency plan is $147 and includes up to 40 numbers and 1,500 minutes.

Free Demo: Calltracker.io does not offer a free demo, but they do offer a free 14-day trial of their software. You can start your trial by clicking the “Start free trial” button on their homepage.

Support: Calltracker.io offers online support to clients via their website.

Training: The only training Calltracker.io offers is documentation that can be found on their website. It includes an array of articles and product information.

Key Features:

  • Local & toll free numbers
  • Real-time call analytics
  • Call flows
  • Voice mail
  • Sales call recording software
  • SMS text messaging for businesses
  • Call & text message notifications
  • Email summary reports
  • Call tracking metrics
  • Conversion tracking
  • Keyword tracking
  • Unlimited users

You can find a full list of Calltracker.io features on their website, here.

Calltracker.io is an affordable option that’s most suited for dental practices in which the employees need to navigate new software without a lot of hands-on assistance. Although they offer limited training options, Calltracker.io has some useful features, including text messaging and keyword tracking, that some dental practices may find useful.

14. CallHero

CallHero is web-based call tracking software that’s designed specifically for dentists. Some of the features that set it apart from other call tracking solutions include employee-specific ROI tracking, call tagging, and event-triggered call recording that makes it easy to evaluate calls and fine-tune your phone marketing.

callheroService Model: Cloud/SaaS/Web

Hardware/Operating System Requirements: CallHero is web-based software that can be accessed via most web browsers, including Chrome and Microsoft Edge.

Price: CallHero costs $97 per month and it offers multiple options, including call tracking

Free Demo: CallHero offers a free demo and a 30-day money-back guarantee.

Support: CallHero features 24/7 chat support via the CallHero Dashboard and toll free telephone support during business hours.

Training: CallHero’s training options include online documentation, live online training, and webinars.

Key Features:

  • Call tracking
  • Phone scripts
  • Call tracking metrics
  • ROI tracking
  • File transfers
  • Call recording & playback options
  • Event triggered recordings
  • Call tagging
  • Conversation analysis software

You can find more information about CallHero’s feature on their website, here.

CallHero offers some useful and unique features and plenty of case studies on their website to illustrate how they have improved their clients’ ROI and marketing results.

15. Patient Prism

Star_rating_5_of_5-1 5.0/5 (21) (Ratings are as of: 7/20/2021)

Patient Prism is call tracking that’s designed specifically for dental practices and Dental Service Organizations. In addition to the usual call tracking features you would expect, such as call conversions and analytics, it also provides call coaching to increase conversions and individual employee tracking to help you get the best possible ROI for your marketing campaigns.

patientprism

Service Model: Cloud/SaaS/Web

Hardware/Operating System Requirements: Patient Prism is web-based software that works with most internet browsers, including Google Chrome and Microsoft Edge.

Price: Patient Prism has a unique pricing system. Their basic plan is $99 per month and it includes 1 local number and 100 coached minutes, with additional local numbers for $4 a piece. The pro plan is $399 with 887 coached minutes, 1 local number, and additional numbers at $2 apiece. After that, they offer custom pricing based on your needs and you will need to contact them for a quote.

Free Demo: Patient Prism offers a free demo, which you can get by clicking the Schedule Demo button on their pricing page.

Support: Patient Prism offers online support during business hours via their online support form.

Training: Patient Prism clients can get live online support, watch pre-recorded webinars, or access their support library.

Key Features:

  • Daily and hourly call volume
  • Call conversions
  • Voicemail and hang up tracking
  • Phone call and messaging alerts
  • Follow-up reports
  • Keyword tracking
  • Employee performance tracking
  • Call coaching
  • Revenue and marketing analysis

You can find a complete list of Patient Prism’s call tracking features on their website, here.

Patient Prism offers some useful features and we particularly like that they allow clients to track voicemails and hang-ups. We also like that they offer call coaching, which is a rare feature and can be especially useful if you plan to have multiple employees fielding calls on your behalf.

Some Other Call Tracking Solutions to Consider

The 15 call tracking solutions we have mentioned here are our favorites. They offer a wide array of features and options to help dental practices make the most of their marketing campaigns. However, they are not the only tools available. Here are some others to consider:

  • CrazyCall, an easy-to-use solution that can have you tracking calls in just minutes.
  • FluentStream, which allows you to assign numbers to online and offline campaigns to track all your results in one place.
  • Agile CRM, a calling solution that integrates with most CRMs and allows you to make, record, and track calls without leaving your CRM.
  • Marchex, which is a leading provider of call analytics and conversion tools.

You can compare these four additional options with those that we’ve reviewed here to find the call tracking solution that’s best suited for the marketing needs of your dental practice.

Free Call Tracking Solutions

In addition to the paid call tracking solutions that we have listed here, there are some free options to consider if you want to save money. We do think it’s worth noting that with free plans, you usually get what you pay for. You’re likely to wind up settling for limited features and support if you decide to try a free plan instead of a premium one.

  • Invoca is a call tracking solution with no monthly fee – you only pay for the leads you get.
  • Ringba is an option with no monthly fee, but you pay per call.

Overall, we recommend choosing a paid plan that has the features you need to improve your conversion rate and grow your practice. Free options are not likely to provide you with the management tools you need.

Side-by-Side Comparison on Dental Call Tracking Solutions

Software

Service model

Operating system

Price

How easy to learn

CallRail

Cloud/SaaS/Web

Web-based
(optimized for Chrome)

Call Tracking: $45/month
Elite Plan: Ranging from $60 to $255

Easy-Medium

WhatConverts

Cloud/SaaS/Web

Any

Plus Plan: $30
Pro Plan: $50
Agency Plan: $200

Easy

CallTrackerROI

Cloud/SaaS/Web

Web-based

Plan A: $27 per number + Listener Charges
Plan B: $37 per number + Listener Charges
More Details

Medium

SmartMarket Dental

Cloud/SaaS/Web

Web-based

Medium

MyDentist Calls

Cloud/SaaS/Web

Any

Silver: $99/month
Gold: $149/month
Platinum: $199/month

Medium

PhoneWagon

Cloud/SaaS/Web

Web-based

Starter: $45/month
Pro: $130/month
Agency: $299/month

Easy-Medium

CallCap

Cloud/SaaS/Web

Any

Medium

Juvo Leads Call Tracking

Cloud/SaaS/Web

Web-based

Done-For-You Chat Service: $27/month
Lead Tracking (Call+Form): $45/month
Request A Quote

Easy-Medium

CallAction

Cloud/SaaS/Web

Web-based

Solo Starter: $115/mo
Solo Advanced: $224/mo
Team Pro: $499/mo
Enterprise: Request a Quote

Medium

ActiveDEMAND

Cloud/SaaS/Web

Web-based

Medium

Novocall

Cloud/SaaS/Web

Web-based

Easy-Medium

Calldrip

Cloud/SaaS/Web

Web-based

$399/month
More Details

Easy

Calltracker.io

Cloud/SaaS/Web

Web-based

Basic Plan: $37/month
Pro Plan: $87/month
Agency Plan: $147

Medium

CallHero

Cloud/SaaS/Web

Web-based

$97.00/month

Easy-Medium

Patient Prism

Cloud/SaaS/Web

Web-based

Pay as You Grow: $99/monthly
Advanced: $399/monthly
Enterprise: Request a Quote

Easy-Medium

Final Thoughts on Call Tracking Solutions for Dental Practices

Call tracking solutions for dental practices provide an easy and cost-effective way to measure the results of each marketing campaign. Call tracking also allows you to use the data collected to fine-tune your marketing strategies to attract new patients and grow your practice. The 15 call tracking solutions we’ve reviewed here may be the right choice for your practice.

Titan Web Agency can help you increase organic and paid traffic for your dental practice.

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