How large should a treatment deposit be?

Enough to cover lab costs and the chair time at risk. Many practices use a flat percentage of the plan so it is easy to explain consistently.

Can a deposit be taken in the room?

Yes, through a texted checkout link or a card already on file with written authorisation.

Is the deposit visible against the final balance?

Yes, it sits on the patient record and reduces what remains to be collected.

Dental practices

Treatment plan deposits: getting the yes before the chair time

Updated 10 September 2026 · 6 min read

A deposit converts a treatment plan from an intention into a booking. Take it when the plan is presented, size it to cover the lab work and the chair time at risk, and publish a clear reschedule and refund rule. Practices that do this see fewer collapsed cases and far fewer empty long appointments.

An unconfirmed plan is not a plan

Case acceptance measured at the treatment coordinator's desk and case acceptance measured at the chair are different numbers, and the gap is filled with three-hour appointments nobody turned up for.

A deposit is the cheapest way to find out which patients are genuinely committed, and it does it while they are still in the building.

How much and when

Ask at the moment the plan is presented, not later by phone. Size the deposit to the real exposure: lab costs, materials ordered and the chair time that cannot be resold at short notice.

A flat percentage across every case is simpler for the front desk to explain and harder for patients to argue with than a case-by-case negotiation.

Taking it without friction

A hosted checkout link sent to the patient's phone in the room takes under a minute, and the receipt arrives immediately. Where a card is already on file with authorisation, the deposit can be charged directly.

Record the deposit against the patient so it is visible when the balance is calculated later. Deposits that get lost between systems cause the worst conversations.

Reschedules and refunds

Write down what happens if the patient moves the appointment once, twice, or cancels entirely, and put it on the deposit receipt. Most practices carry the deposit forward on the first reschedule and retain it after a late cancellation.

Fair, published rules win disputes. Improvised rules lose them.

Frequently asked

How large should a treatment deposit be?: Enough to cover lab costs and the chair time at risk. Many practices use a flat percentage of the plan so it is easy to explain consistently.
Can a deposit be taken in the room?: Yes, through a texted checkout link or a card already on file with written authorisation.
Is the deposit visible against the final balance?: Yes, it sits on the patient record and reduces what remains to be collected.

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