Health & Wellness
Dental Practice Suite
Fill the schedule, reactivate lapsed patients, and turn treatment plans into booked chairs.
An operating system for a dental practice that attacks the practice's biggest, quietest revenue leaks: empty chairs, lapsed recalls, unscheduled treatment, and no-shows. It works the existing patient base first (the cheapest revenue a practice has) by reactivating overdue patients, filling cancellations from a waitlist, and chasing treatment that was diagnosed but never booked. On top of that it handles new-patient intake, insurance verification prep, and reputation, so the front desk stops drowning and the schedule stays full.
General and specialty dental practices (and small DSO groups) with a practice-management system and a patient base larger than their booked schedule reflects.
Illustrative failure hypotheses
Questions for the audit to verify
Lapsed and overdue recall patients who quietly never rebook
Diagnosed treatment that is never scheduled: accepted-but-unbooked production
No-shows and last-minute cancellations leaving gaps no one backfills
Front-desk hours lost to insurance verification and reminder calls
New-patient enquiries that aren't answered fast enough and go elsewhere
Proposed starting point
A pilot hypothesis to review
Designed role · approval required
Recall Engine
Wakes up overdue and lapsed recall patients and books them back into hygiene.
Most practices sit on thousands of overdue/lapsed patients. Waking them up and booking hygiene fills chairs from existing demand within weeks: immediate, attributable revenue with no ad spend.
Designed playbook
Proposed work streams and roles
These are configuration ideas to test during an audit. They are not autonomous workers or evidence of a live deployment.
Forma Core
Runs under every suite. The shared operating spine: front desk, follow-up, reputation, owner reporting, cash, and content.
Designed role descriptions ↓Close ↑
Front Desk
Captures and triages every inbound (email, web form, missed call, DM), then replies, classifies, and routes it to the right place.
Follow-Up Engine
Runs persistent, polite multi-touch follow-up on every quote, no-show, and stalled enquiry until it converts or is cleanly closed.
Reputation Engine
Asks happy customers for reviews at the right moment, drafts replies to every review, and routes negative feedback to a human first.
Owner's Digest
Compiles the weekly (and on-demand) operating picture into a plain-English brief: what happened, what's at risk, what needs a decision.
Money Flow
Issues and chases invoices, tracks AR aging, and reconciles payments so nothing slips and cash comes in faster.
Content Engine
Turns the brand kit into a steady cadence of social, email, and blog content, ready for one-click approval.
New-Patient Acquisition
Convert and onboard every new-patient enquiry quickly and completely.
Designed role descriptions ↓Close ↑
New-Patient Intake
Answers new-patient enquiries fast, books the first visit, and collects forms and history before they arrive.
Treatment Plan Presenter
Turns clinical treatment plans into clear, patient-friendly presentations with financing options to lift acceptance.
Scheduling & Recall
Keep the schedule full: recall, reactivation, reminders, and gap-filling.
Designed role descriptions ↓Close ↑
Recall Engine
Wakes up overdue and lapsed recall patients and books them back into hygiene.
Hygiene Re-appointment
Makes sure every hygiene patient leaves with their next visit booked, and rescues those who didn't.
Waitlist Filler
Backfills cancellations and gaps instantly from a smart waitlist so chairs don't sit empty.
Appointment Comms
Handles confirmations, reminders, pre-visit instructions, and directions to cut no-shows.
Treatment & Case Acceptance
Turn diagnosed treatment into booked, accepted cases.
Designed role descriptions ↓Close ↑
Unscheduled-Treatment Follow-up
Chases diagnosed-but-unbooked treatment and gets accepted cases onto the schedule.
Insurance & Billing
Verify coverage and keep claims and balances moving.
Designed role descriptions ↓Close ↑
Insurance Verification
Prepares insurance eligibility and benefits ahead of appointments so the front desk isn't on hold all day.
Measurement design
Candidate measures to baseline
These labels do not claim a result. The audit must define the source, window, method, baseline, and owner before a metric can support a pilot decision.
Hygiene chair utilisation
% of available hygiene capacity that's booked, the core production driver.
Recall completion %
Share of due patients who actually come back on schedule.
No-show rate
Reduced by confirmations, reminders, and instant waitlist backfill.
New patients / month
Enquiries converted into booked, onboarded first visits.
Review velocity
New reviews per month from happy patients (via Core Reputation).
Connector boundary
Availability is scoped per controlled pilot
Connector names in the internal playbook are planning inputs, not a public integration promise. Current code-live readers are bounded and require account-specific verification before use.
See the commerce pilot boundaries →Audit first
Validate the playbook against your operation.
Pricing, scope, data access, review boundaries, and success measures are agreed in writing before any paid work.
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