Case study
Dental practice website and front office stack
Your phones rang through lunch while the website still said call to book. We shipped one connected system that answers common questions, books into real provider columns, and keeps families on track from first click to checkout.
The problem
Front desk staff were copying the same insurance and parking answers fifty times a week. Online booking was either missing or pointed to a PDF form nobody returned. Recall lists lived in a spreadsheet that never matched the practice management schedule.
What we built
A public marketing site with provider bios, accepted payers, emergency hours, and ADA friendly layout. Behind it sits a signed in staff console and a patient portal that share one calendar model.
- AI reception on web chat and optional voice line handles insurance basics, visit prep, and location questions with scripted handoff to your team when someone asks for a human.
- Appointment engine respects chair time, hygiene versus doctor columns, and blocked lunch blocks. Waitlist moves patients when a slot opens and texts them to confirm in a short window.
- Intake sends digital forms before the visit, flags missing signatures, and drops completed PDFs into the chart export folder your IT team mapped.
- Automated SMS and email for confirmations, same day reminders, post op instructions, and review requests with quiet hours you control per location.
- Simple ledger view for front desk shows copay collected versus estimated so checkout matches what the patient was told at check in.
What you gain
Fewer no shows, shorter hold times, and a website that actually converts searches into booked hygiene visits. Managers get one uptime dashboard for phones, chat, and online booking instead of three vendor logins.
What you should do next
Send your payer mix, current phone tree script, and how you block columns today. We wire your practice management export, tune the reception prompts for your brand voice, and train owners on the exception queue only your staff should touch.