Treatment plans leave the office unscheduled
The doctor presents a crown or an implant, the patient says they will think about it, and the plan sits in the practice management system. Nobody owns the call back, so the call back does not happen.
Dental practicesCRM and follow-up
Every new-patient call, form and unscheduled treatment plan on one record.
Calls, website forms, referral cards and insurance questions land on the patient record with the source and the next step attached. The follow-up goes out from there, and the front desk can see who owns it.
Where it goes wrong today.
New-patient inquiries live in four places
A voicemail, a website form, a text from a referral card, and an insurance verification request. The front desk stitches them together from memory between check-ins.
Recall lists get long, then get ignored
Six-month hygiene recalls are a list nobody has time to work. The schedule shows holes two weeks out while the list sits untouched.
How it works for dental practices.
One record per patient, from the first touch
A call, a form on your implant page, a chat on the site, or a booking taken by the AI phone agent creates or updates one record. The source is attached, so you know whether the implant consult came from the ad or from a referring patient.
The next step has an owner
Unscheduled treatment, a consult that has not booked, a recall that is due: each sits in a stage with a name and a date on it. The treatment coordinator sees her list. The front desk sees theirs.
Texts and emails go out from the record
The recall text, the appointment reminder, the “still thinking about the crown?” note and the review request all send from the same thread, so a reply comes back to the person who should see it. See email & SMS.
Illustrative example
What a day looks like.
- Monday, 8:10 a.m.A weekend voicemail about a chipped tooth shows up as a new record with the recording and a summary. The desk calls back before the first patient is seated.
- Tuesday, 1:15 p.m.The treatment coordinator opens her unscheduled list. The implant plans presented last month get a short text asking whether they would like to pick a date.
- Wednesday, 10:00 a.m.Hygiene recalls due next month go out as texts with two openings each. Replies land on each patient’s record.
- Thursday, 3:40 p.m.A new-patient form from the clear-aligner page arrives with the insurance carrier filled in. The record is flagged for verification before the desk calls.
- Friday, 5:00 p.m.The 11 a.m. no-show gets a rebooking text and takes a Monday morning hygiene slot.
An illustrative example of how the system runs, not a measured result.
More for dental practices.
Dental practicesThe whole system for this work: pages, phones, follow-up and reviews.AI phone agentNew-patient calls answered while the desk is with a patient.WebsitesA page for every procedure, every toothache, and every town you draw from.ReviewsReview requests that go out after the visit, from the same record that booked it.
Questions dental practices ask
Does this replace our practice management software?
No. Your PMS stays the clinical and billing system of record. Ottimo holds the inquiry, the follow-up and the next step, and books into the calendar you connect. Tell us the system you run and we will confirm the handoff before you commit.
Who works the unscheduled treatment list?
Whoever you assign. Most practices give it to a treatment coordinator or the office manager. The list shows every plan with no appointment, the date it was presented and the last message sent, so the call takes a minute instead of a search.
Can patients reply to the recall text?
Yes. A reply lands on the patient record and the person who owns that record is notified. If the patient asks for a time, the desk books it from the same screen.
What does it cost?
The platform is one monthly plan with no setup fee and no per-seat charges, month to month. See contact. The CRM, lead follow-up automation, the website and the phone agent are included. See contact.