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Virtual Care Dr. Kevin Baharvand

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Categories: Practice Management, HR and Accounting;
Virtual Care 

Growing by control, not by chaos

by Dr. Kevin Baharvand

Every orthodontist eventually faces the paradox of success. As the practice grows, the schedule fills, and the doctor’s time becomes the scarcest resource. What once felt exciting can quickly start to feel unmanageable.

More patients often mean more staff, more chairs, and more stress. HR demands increase, payroll climbs, and efficiency erodes. It is easy to mistake activity for progress. At our practice, we realized that real growth happens not by adding layers of complexity but by regaining control. We wanted to grow intentionally, not reactively, and that realization became the foundation for our virtual care program.


The reality check: The cost of every chair minute
Many orthodontists underestimate how much time routine visits consume. A simple aligner check requires setup, sterilization, and transition time, often adding up to much more time than expected.

We started asking: Which of these visits are truly necessary? Which ones could be managed differently without sacrificing care or connection? The honest answer was that many could. That led us to design a new system that preserves the value of the doctor’s time while improving communication and patient engagement.


The shift: Building a virtual care program that works
When we decided to build our virtual care program, we wanted it to be both effective and practical. The goal was never to add cost, but to add clarity.

Instead of investing in expensive hardware or subscription-based monitoring systems, we built our own process using tools already available to every practice. Patients receive inexpensive cheek retractors, purchased online for about 39 cents each, and use their own smartphones to take a short series of photos.

We direct them to a page on our website with step-by-step instructions. The process takes about five minutes for the patient and about three minutes for our team to review. If the photos look good, we send confirmation, and the patient continues. If something needs attention, we invite them in.

Modern smartphone cameras capture exceptional detail, enough to clearly evaluate tracking, bite, and alignment progress. It turns out we do not need fancy equipment to deliver high-quality virtual care. What matters most is communication, consistency, and clear systems.

Keeping this process low-cost was intentional. The purpose of virtual care is to make the practice more efficient and cost-effective, not to create new expenses. The beauty of this approach is that it integrates seamlessly into any office without adding financial burden.


Improving compliance through connection
One of the biggest challenges with aligner therapy has always been compliance. In the traditional model, we might see a patient every three or four months, only to discover that they had not been wearing their aligners consistently.

With regular virtual check-ins, that has changed completely. Parents appreciate being more informed about their child’s progress, and adult patients take greater responsibility for their own results. The frequent touch points create a sense of accountability and shared ownership.

Our refinement rates have dropped, compliance has improved, and overall engagement is stronger across every age group. The experience feels more collaborative for everyone involved.


System adjustments: Making virtual care sustainable
Virtual care requires supportive systems behind it. One of the most impactful operational changes we made was implementing a Day 1 Protocol.

On Day 1, patients receive everything they need to start treatment: all aligner boxes, elastics, and instructions. They begin every stage of correction immediately rather than waiting for future deliveries or adjustments. We bring them back only for appointments that truly require in-person attention.

We also ask patients to keep all of their aligners. If tracking issues appear in a virtual review, they can easily step back to a previous stage. This prevents setbacks and keeps treatment moving efficiently.

Operationally, we dedicated one slower day each week, typically Wednesday, to virtual care. All virtual submissions are reviewed and managed in a single column on the schedule. This keeps the process organized, predictable, and stress-free for both the doctor and the team.


A philosophy of fewer, better visits
Virtual care has allowed us to create more meaningful in-person visits. Each appointment now has a purpose—education, refinement, or decision-making—rather than a quick visual confirmation. This structure has improved both patient experience and professional satisfaction.


Expanding reach
Another unexpected benefit has been greater geographic flexibility. With a reliable virtual system, we can confidently treat and support patients who relocate or study in other cities. It is no longer unusual for patients to complete treatment while living in different states or even abroad. Care continuity is no longer tied to proximity.


The outcome: Efficiency and stability
The results of this approach have been clear:
  • Fewer unnecessary appointments and less schedule congestion
  • Lower overhead by avoiding unnecessary staff expansion
  • Improved patient compliance and fewer refinements
  • A calmer, more predictable workflow
  • Greater flexibility in patient reach
Most importantly, we achieved growth that feels stable and sustainable: growth by control, not by chaos.


The takeaway
Virtual care does not require high-priced platforms or specialized hardware. With today’s smartphone technology and a thoughtful system, any orthodontic practice can implement an efficient, patient-centered virtual program.

It improves communication, enhances compliance, reduces costs, and restores control over the one resource that matters most—time. For practices looking to scale without losing balance, this approach offers a clear and cost-effective path forward.
Author Bio
Dr. Kevin Baharvand Dr. Kevin Baharvand is the founder of White Glove Orthodontist (WGO) and the owner and orthodontist at Elate Orthodontics in Dallas–Fort Worth. In collaboration with other dental groups, Baharvand has successfully initiated multiple orthodontic startups, overseeing every detail. His diverse background—including clinical acumen, and a master’s degree in organizational leadership—serves as the foundation of WGO. Baharvand’s mission is to make startup consulting more comprehensive, fostering the independence of orthodontic practices while ensuring affordability.
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