A New Associate Joined a Referring Office. Here's How to Welcome Them
When a new associate dentist joins an office that already refers to you, treat it as a new relationship and reach out within the first few weeks: a short welcome visit, referral cards, and a friendly text. The associate probably doesn't know any local specialists yet, and being the first to say hello gives you a head start.
You keep the relationship you have with the owner and add a second doctor in the same building who can send patients your way.
Why does a new associate matter so much?
A new associate usually arrives with no local referral habits. Their first few months are when they decide who gets their ortho cases.
The owner's referral habit doesn't pass to the associate automatically. Some follow the owner's lead. Others bring their own preferences, or hand out whichever card sits at the front desk.
Some associates join offices backed by a dental support organization (DSO). Per the ADA Health Policy Institute, more than 1 in 4 dentists up to 10 years out of dental school were affiliated with a DSO in 2024. At those offices, ask the office manager how referrals are usually routed.
How do you find out a new dentist has joined?
Usually you hear secondhand, and late. Ways to hear sooner:
| Method | What it tells you | Where it falls short |
|---|---|---|
| Ask the office manager on every visit | Who's joining, and when | Only works for offices you already visit |
| Check the office website's "Meet the team" page | New faces and their bios | Pages often lag by months |
| Watch the office's social media | Welcome posts for new doctors | Not every office posts |
| Notice a new name on a referral slip | The associate already referred once | By then you're thanking, not welcoming |
The simplest habit is one question at the end of every visit: "Anyone new joining the team?" For finding brand new offices as well, see our guide on how to find new dental offices near you.
Checking all of this by hand each month adds up. Occlu's Territory map flags established offices nearby that just added a dentist, alongside likely new offices, so the list is ready when you plan your week.
What should the welcome visit look like?
Keep it short and about them. Ten minutes is plenty.
Before you go
- Ask the owner or office manager for a good time, and whether the owner would like to make the introduction.
- Read the associate's bio so you know where they trained.
What to bring
- A small treat for the whole team, not just the new doctor. The front desk hands out referral cards.
- Referral cards and pads with your direct cell number written on them.
- A one page note on how you handle referrals: how fast you see patients, how you report back, and the easiest way to reach you.
What to say
- Welcome them to the area and ask how they're settling in.
- Ask what kinds of cases they like to keep and which they prefer to send. Some general dentists do clear aligners themselves, and knowing that up front avoids awkwardness later.
- Offer something useful, like a quick look at a tricky case.
Then leave. A welcome that turns into a pitch is remembered for the wrong reason.
What should the intro text say?
If you can't visit right away, or as a follow up the day after, send a short text from your own phone. Here's a template; fill in the brackets.
Hi Dr. [Name], this is [Your Name] from [Your Practice] just down the road. Welcome to [Office]! We've loved working with Dr. [Owner]'s team and would be glad to be a resource for you too. Could I stop by next week to say hello and drop off some referral cards? Happy to work around your schedule.
Use their name, mention the owner you already know, and ask for a small next step. For more wording you can adapt, see our thank you texts for referring dentists.
What does a 90 day follow up look like?
One visit rarely makes a relationship. A light rhythm over three months does.
| When | What to do |
|---|---|
| Week 1 | Welcome visit, or the intro text if a visit isn't possible yet |
| Week 2 to 3 | Short text: "Great to meet you. Here if you ever want a second opinion on a case." |
| Month 1 | Drop by with something for the team, and ask how the first month went |
| Month 2 | Offer a lunch and learn or a case review over lunch |
| Their first referral | Thank them the same week, and send a quick update after the consult |
| Month 3 | Check in, and add them to your regular visit rotation |
Plan these touches alongside your other visits so they don't slip. Our guide to planning referring office visits covers building a weekly route. Occlu also keeps upcoming visits in one list and drafts the thank you and intro texts, which you edit and send yourself.
Be the first specialist the new associate meets
A new associate is one of the easiest openings you'll get: the office knows you and the owner can vouch for you. If you'd like help spotting new dentists near you each month, become a founding practice.
Or email us at info@getocclu.com