An engineering analysis, not a case study. The architecture, the integrations, the measurements we would collect, and the fixed price range we'd quote. No fictional client, no inflated wins, no testimonial we made up.
A note on what this is
Engineering blueprint, not a delivered case study.
This is a proposed workflow for a hypothetical practice. It is not a delivered dental project or a forecast of savings. Integration access, data handling, scope and costs must be established with the practice before implementation. The plan below explains what we would measure to decide whether a build is worthwhile.
Discovery
A four-chair practice is the example here. Its actual workload, appointment patterns and software access would determine the scope.
Insurance verification
Record the staff time, exception rate and approved access method for each carrier. A human must review uncertain eligibility information.
Appointment reminders
Measure booked appointments, cancellations, reschedules and missed visits over a defined baseline. Separate reminder delivery from actual attendance.
Recall follow-up
Count patients eligible for contact, successful contacts and completed return visits. Use the practice's clinical recall rules.
Review requests
Measure request delivery and voluntary reviews without selecting patients by expected sentiment. Review volume alone does not demonstrate new patient revenue.
The architecture we'd ship
A proposed design, subject to approved PMS access and practice review. The final scope must specify supported integrations, human review, patient communication preferences and data handling.
Subject to approved carrier and PMS access, retrieve eligibility information before the appointment and prepare a reviewable summary. Escalate uncertain results to staff. Do not treat a retrieved benefit as a guarantee of payment.
Stack: Playwright, OpenAI for OCR fallback, n8n orchestration, Eaglesoft/Dentrix bridge, Postgres audit log.
Appointment booked in the PMS triggers a sequence: confirmation at booking, reminder at 48 hours, reminder at 24 hours, day-of confirmation. Patient can reply YES to confirm, or RESCHEDULE to get a Calendly-style picker that respects the chair schedule. Staff reviews exceptions and makes scheduling decisions.
Stack: Twilio, n8n, custom rescheduling API, PMS write-back.
Patient hits month 5.5 since last hygiene visit, automation fires a personalized SMS, then a voicemail-drop if no response, then an email with a direct booking link. Patients who don't respond after two weeks roll into a "lapsed" list with a re-engagement offer. Front desk gets a daily digest of who booked.
Stack: Twilio (SMS + ringless voicemail), n8n, booking widget, PMS appointment write-back.
Appointment marked complete, two-hour delay, then a personalized SMS with a direct Google Business review link. Apply the same eligibility rules to all patients regardless of expected rating. Staff can respond to feedback through the appropriate channel; the workflow does not filter out negative experiences.
Stack: Twilio, Google Business Profile API, PMS hook, internal review dashboard.
Measurement plan
We do not have a measured dental-client outcome to publish. Record a baseline, run an agreed pilot and compare equivalent periods before claiming time saved or additional production.
Value staff time using the practice's actual labor cost. Keep recovered capacity separate from cash savings, and gross production separate from collected revenue. Subtract build, hosting, messaging, software and support costs before estimating payback.
A 2011 systematic review by Hasvold and Wootton found that appointment reminders generally improved attendance in the hospital studies reviewed. It does not establish a particular outcome for this proposed dental workflow.
Why we'd ship this for what we'd ship it for
$8K to $15K
The range covers scope. A practice on Open Dental with clean API access lands near $8K. A practice on Eaglesoft with five carriers needing portal scraping and a custom rescheduling widget lands near $15K. We tell you the exact number in writing before you commit.
Compare the complete implementation and operating cost with your existing software before commissioning a build. No payback period is promised.
We mean what we said at the top
If you run a practice and want the build above, we can discuss a pilot scope and price. Any later case study or testimonial would be optional, based on actual experience and separately approved.
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