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Industry solution

New-Patient Intake, Recall & Reactivation Systems for Dental Practices

Built for dental practices losing revenue to expensive new-patient acquisition with weak recall and reactivation.

A new patient in general dentistry costs $250-$500 to acquire and is worth thousands over their lifetime - yet most practices lose them at the front desk, not in the chair. We install the intake, recall, and reactivation system that protects every patient you already paid for.

The average practice misses 25-35% of inbound calls and carries 800-2,000 inactive patients in its PMS. Reactivating even 5% of that dormant list typically produces more production than a full quarter of new-patient ads.

Deliverables

5 core deliverables

Timeline

Overflow agent live in 10 days, full recall and reactivation stack in 30

Investment

Setup from $5,500 · managed system from $2,200/mo

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What changes in 90 days

Every new-patient call answered or returned inside 60 seconds, including after hours
Unscheduled treatment plans followed up automatically until accepted or declined
Recall and hygiene reactivation running against your inactive patient list
Ad spend tied to booked, arrived, and produced - not form fills

The services dental practices lean on

Most dental practices don't need a new logo or another ad agency. They need the operational system underneath to finally catch and convert the leads they already pay for.

CRM & Workflow Automation for dental practices

Every lead followed up. Every deal moved. Every time..

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AI Chat & Voice Agents for dental practices

A senior closer answering every lead, day or night.

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Paid Advertising for dental practices

Profitable traffic on Meta, Google, TikTok, and YouTube.

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What ships

AI voice + SMS front-desk overflow agent that books directly against your schedule
CRM layer connected to your PMS (Dentrix, Open Dental, Eaglesoft, or Curve)
Unscheduled-treatment and same-day-cancellation fill sequences
Dormant-patient reactivation campaign on SMS and email
Review-request automation plus a production scorecard by acquisition source

The front desk is the bottleneck, not the marketing

Practices call us about lead generation. Almost every time, the audit finds the leads already exist. Calls ring out during hygiene turnover, the after-hours line goes to a voicemail nobody checks until Tuesday, and the web form lands in an inbox shared by three people who each assume someone else replied.

Fixing that costs a fraction of what another ad campaign costs, and it works on Monday. We put an AI agent behind every unanswered ring: it greets the caller, answers insurance and hours questions, books new patients against real open slots, and texts a summary to the office manager.

Unscheduled treatment is the money already on your books

Every practice has a report of diagnosed-but-unscheduled treatment. In most offices it sits between $80K and $400K, and nobody owns following up on it because the front desk is busy running today.

We turn that report into an automated sequence: a text the evening of the visit, an email with financing options at day three, a call task assigned at day seven, and a quarterly re-touch after that. Case acceptance moves without a single new patient walking in.

Recall that actually recalls

Postcards and a single automated email are not a recall system. Patients need the reminder in the channel they answer, at the moment they can act, with a link that books in two taps.

We run recall on SMS first, email second, and a live call task last - plus a short-notice cancellation list that fills open chairs the same morning instead of leaving them dark.

See if we're a fit

Get a personalized plan for your dental practice

Answer 6 quick questions. If we're a fit, we'll show you exactly how this system would run inside your business and book your Growth Audit.

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How we prove it for dental practices

Dental is one of the verticals we've built for directly. We report on booked appointments, arrival rate, and production by source - not impressions - and every number in your dashboard traces back to a patient record you can open.

See real results from work like this

Every engagement is measured. Browse case studies for outcomes from operators who installed this stack with us.

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Frequently asked

Will this work with our practice management software?

Yes. We build the CRM layer alongside Dentrix, Open Dental, Eaglesoft, or Curve rather than replacing it. Your team keeps working in the PMS they already know.

Is the AI agent going to sound like a robot to our patients?

It answers overflow and after-hours calls, introduces itself clearly, and hands off to a human whenever the caller asks or the conversation goes clinical. It is there so calls stop going to voicemail, not to replace your front desk.

Is patient data handled properly?

We scope every build around your existing HIPAA obligations and BAAs, keep protected health information inside systems you already own, and never move clinical records into marketing tools.

What's the fastest win for a practice like ours?

Reactivation. Your dormant patient list is the cheapest production available, and it usually books appointments inside the first three weeks.

More industries we serve

Roofing Companies Med Spas Real Estate Teams HVAC Contractors Solar Installers Law Firms Accounting & CPA Firms Ecommerce Brands SaaS Companies Marketing Agencies Coaches & Consultants Medical Practices

Ready to install this for your dental practice?

Apply for the Growth System Diagnostic. We'll map the system and tell you honestly whether we're the right team to build it.

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