Dental Practice Sub-Account Kit

1. No. 01

   1 AI Receptionist

   Component 01 · AI Receptionist

   The problem

   The practice phone peaks at eight in the morning while the front desk is checking in a patient, and a caller in pain who reaches voicemail rings the next practice. Configuring a receptionist that will not stray into clinical territory is careful, unpaid work per account.

   Once it is loaded

   The receptionist books into real chair availability by appointment length, separates a new-patient examination from a hygiene visit, takes an emergency straight to a person, and is scoped so it never discusses symptoms, diagnosis or what a treatment will achieve.

   How it pays back

   If a practice misses fifteen calls a week and a new patient is worth several hundred across a first year, the recovered share is what the principal cares about; the scoping work behind it you did once rather than at every practice you sign.

2. No. 02

   1 AI Chatbot

   Component 03 · AI Chatbot

   The problem

   Patients ask what a crown costs and whether their insurance covers it at eleven at night, and they will not ask by phone. A bot let loose on those questions inside a dental account is a liability, so operators spend a day per practice building guardrails.

   Once it is loaded

   The assistant answers fee bands, cover questions and availability across the website, SMS and the social inboxes, books a consultation inside the thread, refuses to interpret symptoms or promise a clinical result, and keeps only what the practice has agreed it may store.

   How it pays back

   Assume the practice fields sixty out-of-hours enquiries a month and books a tenth as new-patient examinations; at eight hundred of first-year value that is a line the principal can read, and the guardrails were configured before you opened the account.

3. No. 03

   Pipelines

   Not one of the nine — what they run on

   The problem

   The largest recoverable money in a practice is treatment presented and never accepted, and it lives in a clinical note the marketing side cannot see. An operator building that board per practice has to renegotiate what may cross from the clinical system every time.

   Once it is loaded

   Boards for new-patient enquiries, for treatment plans presented but unaccepted, and for hygiene recalls coming due sit in the account already, holding only the non-clinical facts a follow-up needs rather than anything describing the patient condition.

   How it pays back

   Take forty unaccepted plans averaging two thousand two hundred; a board plus a follow-up cadence converting one in ten pays a year of your retainer in a fortnight, and a practice that sees that in month one stops asking about your price.

4. No. 04

   Workflows

   Not one of the nine — what they run on

   The problem

   Recalls, unaccepted plans and unused insurance benefit each need a different follow-up rhythm, and none of them may say anything clinical in a text message. Rebuilding that branching per practice, then reading every message for something a regulator would object to, is slow.

   Once it is loaded

   Recall sequences paced from the last hygiene visit, plan follow-ups that reference an appointment rather than a diagnosis, benefit-expiry reminders and escalation to the desk when a patient replies are wired on load, with the wording already kept non-clinical.

   How it pays back

   A message-by-message compliance read across a fresh dental account is a full day for an operator who takes it seriously; across three practices onboarded this year that is three days kept, and one fewer difficult conversation with a nervous principal.

5. No. 05

   Appointment reminders, confirmations and no-show recovery

   Component 05 · Smart Appointment System

   The problem

   An hour of chair time lost to a no-show cannot be sold again, and a hygiene appointment cancelled on the morning leaves a hygienist idle. Building a ladder that differs by appointment type, and by whether the patient is new, is per-account fiddle.

   Once it is loaded

   Confirmations carry arrival time and preparation notes without clinical detail, reminders run at twenty-four hours, one hour and fifteen minutes, and a missed appointment triggers a recovery call within the hour, aimed at the seventy per cent recovery target the kit is built to.

   How it pays back

   A practice losing eight appointments a week at an average of one hundred and eighty in chair time is losing serious money quietly; recovering seven in ten is the easiest result to put in front of a principal at the end of your first month.

6. No. 06

   Funnels

   Not one of the nine — what they run on

   The problem

   A practice sells a new-patient examination, an implant consultation and a whitening or aligner offer, and each needs a page that converts without claiming a clinical outcome. Operators write those per practice and rewrite the same carefully hedged wording every single time.

   Once it is loaded

   Conversion paths for the new-patient examination, the cosmetic consultation and the end-of-year benefit push are in the account, each pointed at the correct appointment type and each written to describe the consultation rather than promise a result.

   How it pays back

   If writing and testing compliant treatment funnels costs six hours per practice and an operator bills eighty an hour, four dental accounts in a year is close to twenty hours returned, before counting the pages you would redo after a compliance read.

7. No. 07

   AI Studio website

   Component 04 · Professional Website

   The problem

   A practice site typically lists treatments in a paragraph and hides booking behind a phone number, and rewriting treatment pages that read well without making a clinical claim is the slowest part of any dental rollout an operator takes on.

   Once it is loaded

   The site arrives with treatment pages, a new-patient page explaining the first visit, a fees and cover page, booking on every one, and forms feeding the same account, all written to describe procedures and process rather than outcomes.

   How it pays back

   A dental site written to that standard by an agency is a multi-thousand project measured in weeks; if the kit takes one of those off your delivery calendar each quarter, you have freed the capacity to sign another practice instead of building.

8. No. 08

   Nurture campaign

   Component 02 · AI Outbound Caller + Component 08 · Database Reactivation

   The problem

   Patients who stopped attending during a difficult couple of years are still on the list, and nobody has called them because the call is awkward to script. Operators write that outreach per practice and usually water it down until it does nothing at all.

   Once it is loaded

   Lapsed patients are contacted with a reference to a due hygiene visit rather than a treatment, unaccepted plans are followed up on their own cadence, and outbound calling is throttled so the desk is not overwhelmed by returning patients it cannot seat.

   How it pays back

   Assume two thousand inactive patients and a two per cent return at four hundred each in first-year value; that number lands in the same month you switch it on, which is the month a new practice client decides whether you are worth keeping.

9. No. 09

   Review automation

   Component 06 · Review Harvesting + Component 07 · Review Automation

   The problem

   A dental review must not describe treatment, and the ask has to reach a patient who has just had an hour of dental work and may not feel like praising anybody. Getting that timing and wording right takes a careful hour per practice, every time.

   Once it is loaded

   The ask fires after the visit with a satisfaction question first, the wording stays on the experience rather than the treatment, platforms rotate, unhappy answers route privately to the practice manager, and the pace targets five to ten reviews a month.

   How it pays back

   A practice seeing four hundred patients a month needs only a small conversion to hit that target and change what a local search shows; on your side, a profile visibly filling up is the artefact that makes a renewal conversation short.

10. No. 10

    Seasonal automation

    Component 09 · Lifetime Nurture Campaigns

    The problem

    Insurance benefit that expires at the end of the year is the most predictable revenue a practice has and the most reliably forgotten, and an operator hand-building that campaign per account is rewriting the same November sequence with different fund names.

    Once it is loaded

    Benefit-expiry campaigns run through the closing months, hygiene recall anniversaries fire from each patient record, school-holiday family booking prompts are scheduled, and a referral prompt goes to families who have attended more than once.

    How it pays back

    If a practice has three hundred patients with unused benefit averaging six hundred and a November campaign converts a tenth, the principal has a number they will repeat to other dentists; you built the sequence once and load it per account.

11. No. 11

    Custom values

    Not one of the nine — what they run on

    The problem

    When a fee schedule moves in July, a practice account with the numbers typed into templates becomes an audit: every reminder, every plan follow-up and every funnel page has to be read for a figure that is now wrong and quotable back at you.

    Once it is loaded

    Fee bands, accepted insurers, recall interval, cancellation policy, emergency instructions and the practice name are read from account level by every message, which turns an annual fee update into a single screen and a compliance risk into a non-event.

    How it pays back

    Fee schedules move at least annually; if chasing a rate through an account by hand costs an hour and you hold five practices, the value set removes a working day a year and, more usefully, removes the chance of quoting an old fee.

12. No. 12

    Custom fields

    Not one of the nine — what they run on

    The problem

    A dental record useful for follow-up needs the recall due date, the insurer, benefit remaining and whether a plan was presented, and none of it may drift into clinical territory. Operators define those fields per practice and disagree with themselves each time.

    Once it is loaded

    Recall due date, last visit type, insurer and benefit year, presented-plan value and status, preferred appointment window and family grouping arrive scoped deliberately to non-clinical facts and named the same way in every practice account you load.

    How it pays back

    Refitting fields on a live dental account is worse than most trades because the privacy question reopens alongside it; if that costs three or four hours per practice, avoiding it across the practices you already manage is plainly time you keep.

13. No. 13

    Forms and surveys

    Not one of the nine — what they run on

    The problem

    New-patient intake is where privacy either holds or does not, and the instrument the practice uses today is a PDF emailed back and forth between a receptionist and a stranger. Building a defensible intake path per practice is the part of a rollout operators dread.

    Once it is loaded

    New-patient intake collects contact, insurer and reason for visit without straying into medical history, a treatment-interest form feeds the plan board, a cancellation reason is captured, and the post-visit survey asks about the experience rather than the clinical work.

    How it pays back

    If reception spends five minutes per new patient chasing details a form should have collected, and the practice takes forty new patients a month, three hours a month comes back to the desk and the manager stops blaming the software.

On purchase you receive two things: one snapshot link, and one PDF with full installation instructions. Installation is not in the kit price — load it yourself from the PDF, or add installation by us for $200 a sub-account. Every payback figure above is an illustrative scenario with its assumptions in the sentence, not a measured customer result.