CRM and automation for dental practices and clinics
Patients booked, reminded and followed up, without the front desk drowning.
Your team should be looking after patients, not chasing confirmations, re-typing medical history forms and working through spreadsheets of open treatment plans. I build the systems around your practice that do the admin for them, so patients feel looked after from the first enquiry to the six-month recall.
Sound familiar?
New patients ring while the front desk is busy, and nobody rings them back in time.
No-shows and late cancellations leave gaps in the book every week.
Recalls go out late, or not at all, when the team is stretched.
Open treatment plans sit in a spreadsheet, and patients who said “I'll think about it” never hear from you again.
Medical histories are on paper or in a separate form tool, out of date, and chased by hand.
The text message bill keeps growing, and nobody is quite sure what's being sent or why.
What I build for practices
New patient enquiries
Answered straight away and booked, instead of waiting for someone to ring back.
Reminders that cut no-shows
Confirmations and reminders by text, email or WhatsApp, at the times that suit your practice.
Recalls and hygiene
Recall reminders that go out on time, every time, and keep going until the patient books.
Treatment plan follow-up
Patients with an open treatment plan hear from you again, kindly and on schedule, until they book or say no.
Medical history and intake forms
The right forms sent automatically before each visit, filled in online, and easy to find afterwards.
Lapsed patients invited back
Patients who haven't been in for a while get a friendly invitation to book again.
Google reviews
Happy patients asked for a review after a good visit, automatically.
Text message costs under control
Messages that only go when they need to, so the monthly bill stops creeping up.
Works alongside your practice software
I don't replace your practice management software. Your diary and clinical notes stay where they are, and I build around them. Before anything is built, I check exactly what your software can connect to, whether that's Dentally, Software of Excellence, Open Dental or Dentrix. Where a direct connection isn't possible, I'll tell you plainly and find the next best way.
Patient data, GDPR and HIPAA
Patient information needs care, and a lot of the red tape is there for good reason. It is planned before anything is built, not patched on afterwards.
Ireland and the UK
Patients agree to receive texts before you send them, and that consent is recorded. We agree what information goes where, who can see it and how long it's kept, and I build within the data protection settings your practice already has.
The USA
HIPAA, the US patient privacy law, applies to every message and form. GoHighLevel isn't HIPAA compliant by default, so patient information only goes into it once its HIPAA option is switched on and the business associate agreement is signed. AI features stay away from patient information.
Clinics and therapy practices
The same approach works for physiotherapy, occupational therapy, airway and sleep clinics and other health practices. Online booking, intake and consent forms, reminders, payments and follow-ups run on their own, set up around how your clinic actually works, even when you only take patients from certain areas.
In their words
“After an incredibly frustrating experience with a previous operations partner that left me in despair about my business, Mandie stepped in and completely changed the trajectory of AirwayZ. Within days, she identified problems that had been overlooked for months, untangled workflows that weren't scalable, and rebuilt systems in a way that finally made sense. ... She thinks like an owner. ... The biggest gift Mandie gave me wasn't a workflow or a dashboard. She helped me fall in love with my business again. ... If you're looking for someone who simply "does GoHighLevel," keep searching. If you're looking for someone who becomes a true operational partner and builds your business as if it were her own, you've found her.”
Liz Walker
Google review · founder of AirwayZ
Common questions
Is GoHighLevel HIPAA compliant?
Not by default. GoHighLevel offers a HIPAA option with a business associate agreement, and it covers contacts, forms, calendars, text messages, emails and invoices. I only put patient information into an account once that option is switched on and the agreement is signed, and I keep AI features away from patient information.
Is it HIPAA compliant to text appointment reminders?
Simple reminders with the date and time and no treatment details are generally accepted, as long as the patient has agreed to receive them. Anything more sensitive goes through a secure form instead of a text. Your compliance lead always has the final say.
Will it connect to my practice software?
It depends on the software. Dentally and Open Dental have ways to connect, Dentrix is more closed, and others vary. I check exactly what yours allows before anything is built, so there are no surprises.
Do patients need to agree to receive text reminders?
In Ireland, yes. Dental guidance says patients should give specific consent to receive texts from the practice. In the UK, reminders are treated differently from marketing, but recording consent is still good practice. I build that consent into your forms so it's recorded every time.
How do I follow up on open treatment plans?
Each patient with an open plan gets a short, kind run of messages over the following weeks, and it stops the moment they book or tell you they've decided against it. Your team sees who is waiting without opening a spreadsheet.
Let's give your front desk its day back
Book a call and tell me how patients find you, book with you and come back to you. I'll show you where the time is going and what could run on its own.