New inquiries wait
A new-patient request arrives during a busy day and sits until someone has time to respond.
DENTAL CLINICS · CRM + AUTOMATION
Keep new patients moving from first inquiry to recall.
A CRM and automation system for dental clinics that organizes new-patient intake, consultation reminders, treatment-plan follow-up, post-treatment check-ins, hygiene recalls, reviews and referrals — administrative follow-up, with clinical decisions left to your team.
Includes the Core automation foundationNew patient to recall pipelineAdmin follow-up only — no clinical advice
The four phases run inside one dental clinic CRM — new-patient intake, consultation and treatment planning, post-treatment follow-up, and recall, reviews and referrals. WeSolve configures the system for your clinic; your team keeps every clinical decision.
Dental patient workflowILLUSTRATIVE
New patient inquiry · consultation to confirm
The front-desk gap
Clinics already work hard to keep the schedule full. The follow-up between visits shouldn’t depend on someone remembering.
01 / WHERE PATIENTS SLIP AWAY
Small gaps between visits add up.
Inquiries, unscheduled treatment and overdue recalls all need timely follow-up. A shared process shows the front desk what needs attention next.
When follow-up slips, the cost shows up as empty chairs: inquiries answered late, plans that never get booked, and hygiene visits that drift past due. A shared process keeps the next step visible before the gap becomes a missed appointment.
No-shows go unnoticed
A missed consultation needs a quick follow-up, not a note on a sticky pad.
Treatment plans stall
A presented plan with no follow-up can quietly turn into an unscheduled patient.
Recalls fall behind
Overdue hygiene visits and lapsed patients are easy to forget without a reminder process.
02 / THE PATIENT JOURNEY
From first inquiry to recall and referral.
Six pipeline stages follow the clinic’s administrative sequence. The intake form starts the process; staff updates move each patient forward.
The first two stages are about the patient — inquiry and consultation. Stages three and four are about the treatment — the plan and the scheduled visit. The last two are about keeping the relationship — the completed treatment, then recall and referral.
- 01New patient inquiryThe intake form creates the opportunity and tag, sends a welcome email and tasks staff to confirm the consultation.
- 02Consultation bookedA confirmation and a reminder by SMS and email, plus a staff task on a no-show.
- 03Treatment plan presentedFollow-up continues until staff mark the plan accepted or declined.
- 04Treatment scheduledThe patient’s next appointment date is recorded by your team.
- 05Treatment completedA post-treatment check-in, with a staff task for any reported issue, and one Google review request.
- 06Recall & referralRecall reminders from the date you record until the next visit is booked, plus a referral thank-you when a referrer is on file.
New patient to recall pipeline stages
New Patient InquiryConsultation BookedTreatment Plan PresentedTreatment ScheduledTreatment CompletedRecall & Referral
The intake form alone never moves a patient forward. Treatment plans, fee estimates, visit dates and recall dates are entered by your staff.
03 / DENTAL WORKFLOWS
Reminders run. Your team handles the care.
Workflows take over repetitive administrative follow-up so your front desk can focus on patients in the chair and on the phone.
The eight workflows run as one sequence, from the first inquiry to the referral thank-you. Each one hands off to the next, so no patient is left waiting for a follow-up that never comes.
Reason for visit, new or existing patient, preferred dentist, preferred day and time, insurance details and two required consent checkboxes.
Consultations receive a confirmation and a reminder by SMS and email. A no-show creates a staff task.
Follow-up continues until your staff mark the plan accepted or declined.
A check-in after treatment, with a staff task created if the patient reports an issue.
Reminders start from the recall date your team records and continue until the next appointment is booked.
A single Google review request once treatment is complete — one ask, no repeated nagging.
Patients with no visit for 90 days get a re-engagement message, and the workflow stops when a new appointment is booked.
When a referral is on file, a thank-you goes to the referring patient.
04 / BUILT FOR DENTAL FRONT DESKS
Intake details your team can act on.
The intake form captures the administrative details your team needs to schedule and follow up, and stores them on the patient’s contact record.
The benefit is a front desk that never has to remember what comes next: the intake details, the insurance record and the next appointment are all on the patient’s contact record, so any team member can pick up where the last one left off.
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Insurance details recordedInsurance provider and member number, plus an optional insurance card photo. Staff confirm the card when they review it.
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Optional uploadsPatients can upload an insurance card photo and existing dental records or X-rays to their contact record.
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Two calendarsA new patient consultation calendar and a hygiene & checkup calendar.
ALSO INCLUDED
Ready-to-configure assets.
Configured with your clinic details before launch:
New patient intake formDental admin knowledge baseMonthly patient newsletterClinic website templateNew patient funnelSMS + email templates
05 / OPTIONAL AI ASSISTANCE
Patient questions answered when you decide.
The dental solution includes a voice assistant and a conversation assistant that answer administrative questions from a dental knowledge base and can book on both calendars.
Prepared to answer common administrative questions — appointments, recalls and clinic process — and book visits once a phone number is connected and approved.
Prepared for text-based administrative questions and calendar booking after your clinic confirms the knowledge base details.
Both assistants are switched off at install and are not connected to a phone number, messaging channel, website widget or call transfer. They answer administrative questions only and never give clinical advice. Activating them is your decision, and AI usage is billed separately. Learn more about our AI automation services.
06 / CORE + DENTAL
Core underneath. Patient follow-up on top.
Lead lifecycle automation
Lead intake, speed-to-lead, appointment handling, follow-up, nurture, reviews and reactivation from the LeadMagno Core automation foundation.
New patient to recall workflows
New patient intake, appointment reminders, treatment plan follow-up, post-treatment check-in, recall, reviews, reactivation and referrals.
One solution, one price discussion: the Dental Clinic solution already includes the Core foundation, so it is not sold as a separate Core purchase stacked underneath. For a dental clinic, that means every new-patient inquiry enters the same CRM, gets a fast first response, and is followed up until the patient is booked, treated and recalled.
07 / CLEAR BOUNDARIES
Administrative automation — not clinical software.
It organizes patient communication and front-desk tasks. It works alongside your practice management software.
No insurance verification
Coverage checks happen outside the system. The form records the provider and member number only.
No clinical records
Charting, imaging and clinical notes stay in your clinical systems.
No practice management integration
There is no integration with dental practice management software. Treatment plans and fees are entered by staff.
No treatment advice
Messages and assistants cover administrative questions only. Clinical guidance comes from your dental team.
Recalls depend on your data
Recall reminders fire only on the dates your clinic records.
Uploads live on the contact
Uploaded files are stored on the patient’s contact record and form submission, not in the pipeline view.
08 / HOW IT'S DELIVERED
A setup built around your clinic.
From setup to handover, the implementation follows four steps.
WeSolve Digital sets up the dental solution on LeadMagno, our CRM and automation platform built on HighLevel, together with the included Core foundation.
We configure it with your clinic details, sending domain, staff, calendars and knowledge base.
A full test patient journey is reviewed before real patients are enrolled.
Your front desk takes over with the patient journey ready, and the test run proves it end to end.
WeSolve configures the system; your team verifies documents, confirms treatment plans, and checks the knowledge base before launch. The test patient journey runs end to end before any real patient is enrolled.
09 / FREQUENTLY ASKED QUESTIONS
Questions clinics ask first.
Straight answers about the dental CRM and automation system.
Does it verify dental insurance?
No. Insurance verification happens outside the system. The intake form records the provider and member number only.
Does it integrate with our practice management or charting software?
No. There is no clinical records or practice management integration. Treatment plans and fees are entered by your staff.
Will it give patients treatment advice?
No. Messages and the optional assistants handle administrative questions only. Clinical advice stays with your dental team.
Do I need to buy the Core foundation separately?
No. The dental solution already includes the Core foundation, so it is not priced as Core plus a separate add-on.
Are the AI assistants active at setup?
No. They are off at install and need a phone number, channels and your approval before they go live.
DENTAL CLINICS · WESOLVE DIGITAL
Book a call (opens in a new tab) Keep the schedule full with consistent follow-up.
Talk with WeSolve Digital about the intake, reminders and recall workflows that fit your clinic.
WeSolve Digital · Chaparral, Calgary, AB · (587) 815-4730