A Comparison of 10 Call Tracking Solutions for Dentists
Running a dental practice requires patience, dedication, and commitment. You must manage your staff, provide high-quality care to your patients, and keep things running efficiently. One thing that can help you do that is call tracking software. This software can help you manage your marketing campaigns and keep track of which ads and promotions are getting the best results.
There are many call tracking solutions available and it can be difficult to find the time to review your options, compare the features, and make a choice. That’s why we’ve put together this guide comparing 10 of the most popular call tracking solutions.
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.
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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-based
Hardware/Operating System Requirements: Web-based software won’t take up space on your hard drive. Works best with Google Chrome but you can use it with other browsers as well. Integrates with Google Analytics, WordPress, and most CRM software.
Price: There are three different plans available. The Starter Plan costs $30 per month and includes 10 local numbers, 500 local minutes, and 100 text messages. The Pro Plan costs $120 per month and includes 20 local numbers, 2,000 local minutes, and 500 text messages. You can call to get pricing for their Elite Plan and/or read a full list of features for each plan here.
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. This include 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.
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. It integrates easily with dental software and over 500 applications. The company has a good reputation and provides excellent service.
Service Model: Cloud-based
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 10 local numbers and 560 minutes of local time. The second is their Agency Plan, which costs $100. It includes 33 local numbers and 2,155 local minutes. Both plans have options for toll-free numbers, as well. Finally, you can call to inquire about their Enterprise plan, which is mostly for large marketing agencies. Get full details about all plans here.
Free Demo: There is a 14-day free demo available for both the Plus Plan and the Agency 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 a request after hours. 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.
You can check out a full list of WhatConverts’ features here.
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.
Service Model: Cloud-based
Hardware/Operating System Requirements: There is no Hardware or Operating System Requirement.
Price: There are multiple pricing options available for CallTrackerROI. The basic plan costs $27 per phone number and requires you to listen to and evaluate 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 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.
You can find a complete list of features on their website, here.
SmartMarket Dental is another 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.
Service Model: Cloud-based
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.
Price: SmartMarket Dental does not have specific pricing information on their website. They mention an activation fee, which includes 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 their 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 short list 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.
To get a full list of SmartMarket Dental’s features, you can check out their website here.
MyDentist Calls 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-based
Hardware/Operating System Requirements: The hardware and operating system requirements are not included on the MyDentist Calls website. You can call the company’s toll-free number or fill out their contact form for more information.
Price: MyDentist Calls 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 full details of their plans here.
Free Demo: There is a free demo available, but you will need to contact MyDentist Calls 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: MyDentist Calls offers a number of training options and resources on their 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.
You can find a full list of features with additional details here.
PhoneWagon is a call tracking solution that’s designed for small business owners and agencies. The available features will allow you to analyze your marketing campaigns, fine-tune your staff training, and do a better job converting callers to patients.
Service Model: Cloud-based
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 $25 per month. The Pro Plan includes a total of 20 phone numbers and 2,000 minutes for $115 per month. Finally, the Agency Plan includes a total of 50 phone numbers and 5,000 minutes for $275 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’ll be able to chat with a live representative - not a bot – 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.
You can get full details on all of PhoneWagon’s features on their website, here.
CallCap has an impressive array of features, including some that are not commonly found in call tracking solutions. They 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. 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 has three plan levels to choose from. Their Select Plan costs $29 per month and it includes five local or toll-free numbers, 500 minutes, and 200 text messages. The Professional Plan costs $149 per month and it includes 20 local or toll-free numbers, 4,000 minutes, and 400 text messages. There’s also an Enterprise plan, but you’ll need to call to get pricing for that. Additional numbers cost $5 apiece, and you’ll pay $.05 per additional minute or text. You can get full details of all plans here.
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.
Training: The CallCap website provides documentation that you can use to make the most of the product’s call tracking features and analytics. They also offer webinars, live online training, and live in-person training.
You can find a full list of features and more details on CallCap’s website, here.
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 will work with all major browsers and operating systems.
Price: Juvo Leads offers four different plans with increasingly comprehensive features and services. The Form Capture+ plan offers 10 forms with tracking and analytics starting at $8 per month. The Call Tracking plan will give you one free phone line with dynamic call and keyword tracking starting at $9 per month. The Live Website Tracking plan offers 24/7 agent coverage, call recording, and a host of other features starting at $49 per month. And finally, the Juvo Leads plan offers complete lead management, lead tracking, and five hours of training for as little as $79 per month. You can get full plan details and pricing here.
Free Demo: Juvo Leads Call Tracking offers free demos for all of their plans. They also offer a 30-day free trial for their Live Website Chat plan and their Juvo Leads plan.
Support: The company offers 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. As we mentioned above, Juvo Leads plan subscribers also get five hours of comprehensive on-boarding training. The one thing they don’t offer is in-person training.
You can find a full list of features by visiting the company’s website, here.
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’ll get marketing automation features that can help you stay on top of your marketing campaigns. Reviewers mention the excellent tech support and responsive Facebook group as plusses.
Service Model: Cloud-based
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 may work 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 and costs $119 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. There’s live online training available as well, or, if you prefer, you can get in-person training from one of the company’s representatives.
You can find a complete list of CallAction’s features on their website, here.
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.
Service Model: Cloud/SaaS/Web
Hardware/Operating System Requirements: ActiveDEMAND is a web-based call tracking solution that will work with Windows and 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 choose how many numbers you need and go from there. The Email Marketing Plan starts at $15 per month and can be paid monthly or annually. 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’s website. They also offer a free trial period and, as mentioned above, there’s no monthly fee for the Call Tracking plan.
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 fairly comprehensive FAQ page. There are webinars you can watch, and, if you need personal training, they offer live online training available as well.
In addition to the features 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.
Some Other Call Tracking Solutions to Consider
The 10 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:
You can compare these four additional options with those that we’ve reviewed here to find the call tracking solution that’s best suited to 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.
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.
Final Thoughts on Call Tracking Solutions for Dental Practices
How easy to learn
Starter Plan: $30/month
Plus Plan: $30/month
Plan A: $27 per number + Listener Charges
One-time setup fee $75 + call recording fees.
Starter Plan: $25/month
Select Plan: $29/month
Juvo Leads Call Tracking
Starter plan: $119/month
Small Business: $69/month
Some dental practices use call tracking software to manage their marketing campaigns, but many are not taking full advantage of the technology that’s available. Keeping track of the response to your campaigns manually can work, but the job is much easier – and more accurate – if you use call tracking software. If you’re on the fence, checking out some of the demos we’ve listed here may help you see the benefits of the technology.
While we have tried to seek out call tracking solutions that are specifically designed for dental and medical practices, some of the solutions on our list are general products that anybody can use. If you choose one of them, you’ll need to keep HIPAA regulations and patient confidentiality in mind.
For more advice on issues related to managing your dental practice, please stay tuned to our blog.