Turn more inquiries and treatment plans into booked appointments.
Practices lose production in the gaps: the new-patient inquiry answered tomorrow, the implant consultation with no follow-up, the treatment plan that was presented and never scheduled. We automate those gaps so your front desk can focus on the patients in the building.
Not ready for either? Send us a message.
What is dental practice automation?
Dental practice automation is a set of workflows that reply to new-patient inquiries, follow up after consultations, remind patients about unscheduled treatment, run recall, and fill cancelled appointments, without adding work for the front desk. Trailheadbiz builds one focused workflow at a flat rate, with 48-hour delivery available.
Six automations that recover production
- New-patient inquiry replyEvery form, call, or message gets a response within minutes and a link to book.
- Consultation follow-upImplant, aligner, and cosmetic consultations that did not schedule receive an approved, personal follow-up.
- Unscheduled treatment follow-upPatients with a presented plan and no appointment get timed reminders and an easy way to book.
- Recall and reactivationOverdue hygiene patients and inactive patients are invited back, with replies routed to staff.
- Cancellation fillAn opening is offered to opted-in waitlist patients in order, then booked through your scheduler.
- Review requestsAfter a visit, patients are asked for a review at the right moment.
Built around your front desk
Nothing here replaces your team. You approve every message before it is used, replies reach a real person, and anything clinical or unusual becomes a task for staff.
We work with the scheduling, practice management, phone, and messaging tools you already have, wherever they offer integrations or scheduled exports.
Patient privacy
Most of these workflows run on contact details and appointment status and never need clinical information. When a workflow would handle protected health information, we raise it during scoping so the right tools and agreements are in place before anything is built.
A fixed quote on a free call, before you commit.
48-Hour Pipeline
Flat rate
One focused automation, scoped, built, tested, and deployed. 48-hour delivery is available after scope approval and access.
Automation Buildout
Fixed scope
Up to 5 workflows with an audit, implementation, documentation, and team training.
Automation Retainer
Monthly
Ongoing builds, monitoring, and optimization with priority response.
Full details are on the packages section. Software subscriptions are billed separately by their providers.
Common questions
Which automation should a dental practice set up first?
Start with new-patient inquiry reply, then consultation follow-up for your highest-value services such as implants and aligners. Those two protect the leads you already paid to generate.
Does this work with our practice management software?
Usually. If your software offers integrations or scheduled exports, we can build on it. We confirm what is possible on the discovery call before you commit.
Is dental automation HIPAA compliant?
Compliance depends on which tools are involved and how they are set up. Most follow-up runs on contact details and appointment status. When a workflow needs protected health information, we scope it with tools that will sign a business associate agreement and confirm the setup with you before building.
How much does dental practice automation cost?
One focused workflow is a flat rate, and buildouts of up to 5 workflows are also available. Every project gets a fixed quote on a free discovery call, so you know the exact price before any work begins. Software subscriptions are billed separately by their providers.
How long until it is running?
A single workflow can be live within 48 hours of scope approval and access to your tools.
Tell us what you are dealing with.
No sales pitch. Send a few lines about what is slowing your team down and we will reply with a plan.
Prefer to talk it through? Book a free discovery call.
Not sure where to start?
Take the free 2-minute scorecard to see your automation score and the 3 builds to start with, or book a call and we will map it out together.