Dental practicesThe next few months of work are already in your records.
A hygiene recall is work already decided that is only waiting for a contact, and the diary plan provides 1000 messages a month to set it going. An accepted treatment plan that was never started stays where it is until somebody notices.
Included work
The work the practice records already contain.
A dental practice does not have a visibility problem: it has thousands of rows of history that nobody has time to read every morning. The value is not in the message, it is in the fact that somebody looks.
When there is a queue at reception
The phone assistant is the line that holds bookings, changes and cancellations with the 600 minutes of the fee, from €199 per month, while there is already a patient to look after at the desk.
Which hygiene appointments are due
The daily check is a pass over the due dates that flags whoever has reached the interval you set, with the reason and the text ready: 1000 messages included in the month, from €390 per month.
How a cancellation is covered
The hour that frees up becomes an offer to somebody who is already a patient and is waiting for a slot, with the message written and waiting for your yes, inside the 1000 messages included in the month. An empty chair stops being a silent loss.
What happens to treatment plans
Treatment plans accepted and never started are brought back among the day’s priorities with the date they were accepted, and the contact sits inside the 1000 messages of the month. No pressure: one message, and the patient decides.
Where a first appointment is requested
The practice website is the set of pages that explain the treatments and collect first-appointment requests, from €19.90 per month: after 12 months of the fee the project belongs to the practice. Forms and statistics included.
When it passes to the practice
Pain, emergencies and clinical questions are the 3 cases that go to a person, following the rules you write. The assistant does not interpret a symptom: it takes the details and hands over, outside opening hours too.
Method
How it works for dental practices, step by step
- 01
What we read at setup
Setup is the collection of the diary, the history, the recall intervals, the contact rules and the tone the practice uses with its patients, alongside the 1000 messages included in the month. The morning priorities come from here: without written rules, a recall turns into just another promotion.
- 02
How the tone is tuned
Tuning is the stage where you read the sample texts and listen to the phone answers of the 600 minutes of the fee, and correct them before the number is connected. A badly written hygiene recall sounds like an advert: it gets rewritten until it sounds like the practice sending it.
- 03
Which priorities come out each day
The day’s priorities are a list of 3 kinds: hygiene appointments due, stalled treatment plans and chairs freed by a cancellation, each with the reason written beside it. The 1000 messages included in the month cover the recall activity of a practice working on its own records.
- 04
How a send is approved
Sending is separate from preparation: the 1000 messages included in the month stay in draft until the front desk gives the go-ahead, one at a time or in groups. A record is kept of what went out, to whom and with what outcome, so next month’s review starts from real numbers.
FAQ
Dental practices: the questions we get before we start
How do hygiene recalls work?
A hygiene recall prepares itself and is sent by hand. Every day the system reads the diary and the history, identifies whoever has reached the interval you set and writes the message, inside the 1000 monthly messages. The reason stays written beside each name, so the front desk knows why that person is on the list. Nothing goes out before the go-ahead, and every send leaves a record.
What does the assistant answer to somebody in pain?
Pain is among the 3 cases that pass immediately to a person: no assessment, no advice, handled according to the rules you wrote. Within the 600 minutes of the base fee the assistant handles bookings, changes, cancellations and general information already approved. If the practice is closed, it communicates the instructions you prepared, without adding interpretations of its own.
When is a freed chair offered again?
Immediately: as soon as the cancellation enters the diary, the system identifies who is already a patient and waiting for a compatible slot and prepares the message, inside the 1000 messages included in the month. The front desk reads it and decides whether to send it, to one person or to a small group. In our experience this is where a lost hour is most often recovered, because the offer reaches somebody who had already asked for that appointment.
Which treatment plans are picked up again?
The ones accepted and never started, which sit at the bottom of the practice software without anybody reopening them, and they fall inside the 1000 messages of the month like any other recall. They come back among the day’s priorities with the date of acceptance and the reason, so the front desk decides whether to contact the patient and in what tone. No automatic insistence: the decision about treatment stays with the patient and the practice.
How much does the diary and recall service cost?
The fee is from €390 per month for the diary and recall side, with 1000 messages included in the month, plus a one-off setup cost stated in the proposal before activation. Phone answering is separate and starts at from €199 per month with 600 minutes, 10 hours of phone a month. The fees applied by the messaging platforms stay outside the fee, because we do not collect them.
How is the practice software connected?
The practice software does not change: if it works, it stays where it is. The connection with the other tools is quoted after we have seen which of the 2 routes is viable, a direct interface or a periodic export. Exports alone are enough to build the day’s priorities. No record migration is done without an explicit request from the practice.
Where does patient data stay?
The data belongs to the practice, which remains the data controller. What passes through our systems does not end up in any training, and each of the 1000 monthly messages leaves a record of recipient, text and outcome. We process the minimum needed to run recalls and phone answering, and every access is limited to authorised staff. Export and deletion can be requested at any time, at no cost.
How many messages are included each month?
The included allowance is 1000 a month, counted on messages actually sent after the front desk gives the go-ahead: drafts prepared and discarded consume nothing. Messages above the threshold are charged as used at the plan rate, and the messaging platform fees are stated separately. For a practice working on recalls and confirmations the threshold covers ordinary activity.
Next step
Is this the right fit for dental practices?
A first assessment clarifies priorities, activities, responsibilities and costs.