Medical and dental practices
Your front desk should not be the bottleneck
Practices around Charlottesville lose hours every week to phone tag, clipboard intake forms, and appointment shuffling. We take the admin off the front desk so the team can deal with the patients in front of them.
Where the day goes
No-shows and last-minute gaps
Patients forget, and the front desk scrambles to fill the slot. Every empty block is lost revenue.
Paper intake, digital records
Patients fill out a clipboard in the waiting room, then someone types it all into the EHR. The re-keying alone is real staff time every day.
The phone never stops
Most calls are scheduling, rescheduling, or insurance questions. None of them need a person, and all of them take one.
Recall falls through the cracks
Six-month cleanings, post-procedure check-ins, and annual physicals get missed when recall depends on someone remembering to send a card.
A four-provider practice
Composite of what we see at a mid-size practice, and what changes after the first few months.
Now
- Front desk fields a steady stream of scheduling calls all day
- New patient intake means staff re-typing a clipboard
- No-shows leave holes in the schedule every week
- Recall postcards mailed in batches, often too late
- Insurance eligibility checked by hand, one patient at a time
After
- Patients book and reschedule by text or online
- Digital intake fills EHR fields before the visit
- Reminders go out by text and email, with one-tap confirm
- Recall messages sent at the right interval per patient
- Eligibility checked when the appointment is booked
What we usually automate
The engineering background here is healthcare. PHI handling, audit logs, and access controls come first, not last.
Scheduling
Online booking that respects provider availability, procedure length, and room constraints, with a waitlist to backfill cancellations.
Reminders
Text and email reminders with one-tap confirm, reschedule, or cancel.
Digital intake
Patients fill out forms on their own phone before arriving. The data lands in your records without re-keying.
Recall
Recall messages at the right cadence for each patient and procedure type.
Front-desk triage
Routine phone and chat requests get routed or answered automatically. Anything else goes to a person.
Reviews
A post-visit check-in and a review request for patients who had a good experience.
Try it
An appointment, from booking to a full chair
Nothing here is stored or sent anywhere. The steps are what the real systems do; the people and dates are made up.
Today the front desk calls every patient two days out, gets voicemail half the time, and leaves a message nobody returns. New patients fill out a clipboard in the waiting room while someone types the last one into the chart. When the 2:30 no-shows, the chair sits empty because nobody had time to work the waitlist.
Connects Practice management system (Dentrix, Open Dental), Text messaging (Twilio), Online intake forms, Insurance eligibility (clearinghouse)
What happens next will appear here, step by step.
One connected system for the whole practice
It sits between the systems you already have and does the coordination work that currently eats the front desk’s day.
Books routine appointments
Handles incoming scheduling requests: checks provider availability and procedure length, then confirms by text. Staff only pick up for the calls that need them.
Reduces no-shows
Every patient gets a reminder. Patients who have missed before get a second one and a call, and the waitlist is offered the slot if they do not confirm.
Follows up after procedures
Sends care instructions specific to what was done, checks in at 24 and 72 hours, and flags anyone reporting a concern to the provider right away.
Closes out the day
Each evening, compiles appointments completed versus scheduled, production totals, open items, and next-day prep notes, and sends them to the practice manager.
Get your front desk off the phone
A 30-minute call covering your EHR, your phone setup, and the two or three things that swallow the front desk’s day. You leave with specifics, not a sales deck.
Book a free discovery call