Dental clinic receptionist at desk

AI admin automation for dental practices

Your front desk,
automated.

Practiceflow handles the admin workflows your practice management software starts but never finishes. Recalls, confirmations, AR follow-up. Running automatically, every day.

Book a 20-minute call →See how it works ↓

No pitch. No commitment. We will show you exactly what it does.

7.4%
Average no-show rate without automated recovery
$62K+
Fully loaded cost of one admin role in Vancouver
15-20 hrs
Front desk time lost to manual tasks per week
30-60 days
Average delay on manual insurance follow-up

The problem

Your front desk is running at full speed on tasks that shouldn't need a human.

Scheduling and confirmations
Phones ring all day. Appointment confirmations, reminders, reschedules, and no-show follow-ups all handled manually by your team.
Recall and reactivation
Overdue patients sit in a list. Reaching them requires manual phone calls and chasing. Time your office manager doesn't have.
Revenue leakage
Missed recalls, slow insurance follow-up, and AR that never gets chased. Revenue walks out the door because admin can't keep up.

Why it keeps happening

Too big to manage manually.
Too small to afford a full ops team.

Practices with 2-4 dentists sit in an uncomfortable middle ground. You have enough volume that manual admin breaks down regularly. But you don't have the revenue to justify a full operations team.

Your current reality
Office manager handles scheduling, insurance, billing, and recall simultaneously
Recalls slip when the schedule gets busy
AR follow-up happens when there's time, which means it often doesn't
No-shows create gaps that don't get filled
Another hire means another $70K+ commitment
What it looks like with Practiceflow
Recall sequences run every week without anyone initiating them
Confirmations go out and get followed up automatically
AR gets chased on a schedule, not when someone remembers
No-shows trigger a rebooking sequence before the gap costs you
Your office manager focuses on the work that actually needs her

How it works

Three steps. No new software. Results in your schedule.

PLACEHOLDER — REPLACE WITH REAL ASSET
📋
Step 1
Your PMS fires a trigger
A patient becomes overdue. A claim is denied. A balance ages past 30 days. Your PMS records it and stops.
→
⚡
Step 2
Practiceflow picks up
Reads the trigger, selects the right workflow, and starts the sequence automatically. SMS, email, or appeal draft.
→
✓
Step 3
Results in your schedule
Appointments get booked. Balances get paid. Appeals get filed. Your OM reviews outcomes, not tasks.
↓78%
Reduction in manual recall calls
2 hrs
Average daily time saved per OM
14 days
To full setup and first results

How it works

Your PMS starts it. Practiceflow finishes it.

Your practice management software does a lot. What it can't do is handle what happens after the first trigger fires.

TaskWhat your PMS does todayWhat Practiceflow does instead
Recall sequencesSends one automated reminder→Runs a personalised multi-step sequence, handles replies, books the appointment
Appointment confirmationFires a reminder 48 hours out→Monitors response, follows up on silence, offers rebooking if cancelled
AR follow-upGenerates an overdue list→Runs tiered outreach by balance age, embeds a payment link, escalates when needed
Insurance denialsMarks the claim as denied→Reads the denial reason, drafts the appeal, flags it for your 30-second approval
Morning huddle prepGenerates a day sheet→Pulls schedule, unconfirmed appointments, AR and recalls into a two-minute brief
PLACEHOLDER — REPLACE WITH REAL ASSET
Recall sequence — Patricia Chen
Overdue for hygiene · Last visit 14 months ago · Sequence auto-started by Practiceflow
Live automation
1Day 1 — Outreach
Hi Patricia, this is Smile Dental. It's been a while since your last hygiene visit. Do you have time in the next few weeks? Reply with a day that works.
Sent 9:02am · Delivered · Auto-sent
2Day 3 — Patient replies
Hi yes sorry I've been meaning to book. Is Thursday afternoon any good?
Received 2:14pm
We have Thursday the 14th at 2:30pm or 4:00pm with Dr. Patel. Which works better for you?
Auto-replied in 4 seconds
3Day 3 — Booked
2:30 please!
Received 2:16pm
✓ Appointment booked — Thursday 14th, 2:30pm, Dr. Patel. Confirmation sent. Added to schedule automatically.

What gets automated

The tasks your team does every day that shouldn't require a person.

01
Recall sequences
Patients due for a hygiene visit get a personalised outreach sequence. No manual calls. No list to work through. Appointments get booked.
02
Appointment confirmation
Confirmations go out. Non-responses get followed up. Cancellations trigger a rebooking sequence. Your schedule fills itself.
03
AR follow-up
Overdue accounts get tiered outreach based on how long the balance has been outstanding. Payment links included. Escalation built in.
04
Insurance denial drafting
When a claim gets denied, Practiceflow reads the reason, drafts the appeal, and flags it for your office manager to review in under a minute.
05
Morning huddle prep
Every morning before the first patient, your team gets a two-minute brief covering the schedule, unconfirmed appointments, outstanding AR, and recalls due this week.
06
Treatment plan follow-up
Patients who left without booking their next treatment get a personalised follow-up sequence. Timed appropriately. Written in your practice's voice.

AR follow-up in action

Chased automatically. Escalated when it matters.

PLACEHOLDER — REPLACE WITH REAL ASSET
AR follow-up sequence
Runs automatically. Escalates by balance age. Stops the moment payment is received.
Day 1
Friendly reminder
“Hi Sarah — just a reminder that a balance of $240 is outstanding. Tap here to pay securely online.”
SMSEmail
Day 7
Second notice
“We haven't received payment for your balance of $240. Please pay by Friday to avoid a late fee. Questions? Reply here.”
SMS
Day 14
Escalation flag
Practiceflow flags the account to your OM with a one-click action: call, send final notice, or escalate to collections.
Flagged for review
Average collection rate on sequenced accounts
Add your pilot data here

The morning brief

Ready before your first patient arrives.

Every morning at 7:47am, your office manager gets a two-minute brief. No logging in. No pulling reports. Everything that needs attention, already organised.

PLACEHOLDER — REPLACE WITH REAL ASSET
PF
Practiceflow Daily Brief
noreply@practiceflow.ca → sarah@smiledental.ca
Today, 7:47 AM
Good morning Sarah — here’s your Monday brief for Smile Dental
Today’s schedule
Confirmed11 of 14
Unconfirmed3 (follow-up sent)
Open gaps2 slots available
Jennifer M. (9:15am) has not responded. Holding her slot until 8:15am then offering to waitlist.
Recall & reactivation
Sequences running23 patients
Booked since Friday4 appointments
Awaiting response7
AR & balances
In follow-up8 accounts
Received since Friday$1,240
Escalated (30+ days)2 — review today
Generated automatically at 7:47am · Powered by your PMS data · No login required

Built for healthcare

Built for healthcare. Designed for trust.

Everything a dental practice needs before letting a new tool near patient data.

🔒
PIPEDA compliant
Patient data handled in full compliance with Canadian privacy law. Data stays in Canada.
🔗
Alongside your PMS
Reads from your existing software. Nothing is replaced. Nothing is migrated.
👁
You approve everything
No automation runs without visibility. All outreach is reviewable before it sends.
🏥
Admin workflows only
No clinical decision-making. No diagnosis. Strictly scheduling, billing, and communication.

How to get started

We are looking for eight dental practices in Vancouver to pilot this at no cost.

Practiceflow is in active development. We are working directly with a small number of independent practices to build the right product before we launch publicly. Full setup, configured around your workflows, at no charge.

What we ask from you
→A 30 to 45 minute discovery call to map your workflows
→One or two follow-up sessions on your schedule
→Honest feedback on what works and what doesn't
→Permission to observe a few admin processes
→No financial commitment at any point
What you get in return
✓Full setup and configuration at no cost
✓A pilot built around your specific pain points
✓Ongoing support throughout the pilot period
✓Direct input into what we build next
✓First access before public launch
Your office manager shouldn't still be doing this manually.
Book a 20-minute call. We will show you exactly what Practiceflow automates, how it works alongside your existing software, and what the pilot looks like for a practice your size.
Book a call →