New patients, plan acceptance and recalls that actually happen
CRM for dental practices
Every new patient enquiry followed up until it books, every treatment plan tracked to acceptance, hygiene recalls and membership renewals sent on time and reviews requested after the visit, around your existing practice management system.
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CareLoop: the dental practices edition, in your browser
One of twelve industry systems we build from, each with its own screens, workflow and vocabulary. CareLoop carries recalls generated from every treatment and today's book, plus the pipeline, inbox with SMS and email, quotes the customer accepts online, schedule, editable automation flows, reports and a phone view. Sample data in your browser only. Your build carries your own stages, fields and rules.
Use Expand in the demo toolbar for a full screen view, press Escape to close it, or open the dental practices demo on its own page.
Who this is for
Built for dental practices
Private dental practices and small groups with 1 to 20 dentists, especially those offering implants, orthodontics and cosmetic work, where high value plans are quoted and then forgotten by both sides.
Unaccepted treatment plans followed up
Plans presented but not accepted are followed up with a sequence and a call task, with finance options offered. Practices typically recover a meaningful share of previously lost plan value.
New patient enquiries answered in minutes
Web, phone and directory enquiries land on one screen with an immediate reply and a follow up sequence until the exam is booked.
Recalls and membership renewals
Hygiene and exam recalls sent by text with a booking link, membership direct debits and renewals managed, and a lapsed patient reactivation sequence.
Reviews and referrals
Review requests after visits and a referral thank you for patients who send friends, tracked on the record.
Pipeline
The stages work moves through
A starting point we adjust to your process in the first design week. Each stage can require fields, trigger messages and create tasks.
- Enquiry
- Contacted
- New patient exam booked
- Examined
- Plan presented
- Plan accepted
- In treatment
- Recall or membership due
Records
What the system keeps track of
Real record types with the fields your team uses, related to each other so one screen shows the whole picture.
Integrations
Connected to the tools you already run
Two way where both sides edit the data, one way where they do not, monitored for twelve months as part of the build.
- Dentally, Software of Excellence, Dentrix or Praktika exports
- Online booking
- SMS
- GoCardless or Stripe for memberships
- Finance providers
- Google Business Profile reviews
Questions we get asked
How much does a dental CRM cost?
A dental CRM with enquiry handling, plan acceptance tracking, recalls, memberships and reviews is typically 8,900 to 14,900 US dollars fixed, delivered in six to eight weeks. An enquiry and plan follow up system starts at 4,900. No per-user fees for reception, treatment coordinators or dentists.
Does it replace our dental practice software?
No. Clinical charting, appointments and billing stay in your practice software. The CRM syncs the patient list and appointment outcomes and handles enquiries, follow up, plan acceptance, recalls, memberships and communication, It handles enquiries, follow up, plan acceptance, recalls, memberships and communication, which practice software does poorly or does not attempt at all.
Can it track treatment plan acceptance?
Yes. Each plan is recorded with its items, value, date presented and status. Unaccepted plans enter a follow up sequence with finance options, the treatment coordinator gets call tasks and A report then shows acceptance rate and recovered value broken down by dentist and by treatment type, which is the number most practices cannot produce today.
Does it manage membership plans?
Yes. Membership plans with their fees and inclusions are set up, direct debits collected through GoCardless or Stripe, renewals handled automatically and failed payments chased. The patient record shows membership status and used inclusions. A report shows members who have not used their inclusions in six months, which is the group most likely to cancel and the easiest to save with a recall.
Tell us how your dental practices business works. We will quote the CRM that fits it.
A 30 minute written brief from you, a fixed price and a two page scope from us within two business days. No call required, no obligation.