Snapshot · Dental Clinic

Dental clinic GoHighLevel snapshot

New patient acquisition on one side, recall reactivation on the other. The recall engine alone usually pays for the build in the first month.

$1,480$2,290ONE-OFF · UNLIMITED SUB-ACCOUNTS
View the works order
  • White-label
  • 12 months of updates
  • Install guide included
  • All sales final once the link is sent

ST-01 · THE TERMS

Installation

We install it. It costs nothing.

Recall reactivation that fills the empty chair. Installation is free. You get 15 hours of dedicated installation support with it, to be used within 8 days of purchase. It is an allowance of hours, not 8 days of open-ended help, so book the time in and spend it. When the 15 hours are spent, or the 8 days are up, anything further is quoted before it is started and billed as work. Nothing lands on an invoice unannounced.

Installing the snapshot into the sub-account, with the QA pass and the walkthrough
Rebranding the website: your client’s name, colours, logo, domain and booking links
A2P 10DLC registration and setup, opt-in wording checked before it is filed
Email service setup: domain email integrated in HighLevel and the sending domain authenticated
Creating a few more automations where the build needs them, and retuning the ones in it

Never in the hours, on any build: third-party integrations, third-party api work, custom software development. Those are commissioned separately and quoted before a spark is struck.

Book a call about this build

Questions, or want a look at the build before you buy it? Book a call and we will walk you through the account.

ST-02 · THE NINE

What lands in the sub-account

Nine pieces, forged for dental clinic.

One list, not two. Every build carries the same nine pieces, and every part we deliver is stamped into the piece it belongs to and described once. Open a part to see what it fixes for a dental clinic, what changes, and how it pays back. There are no quantities on it: what is in the build is stated, not counted.

  1. CATCHThe lead arrives and is answered
  2. HEATCold and quiet contacts brought back up
  3. STRIKEThe booking held and protected
  4. QUENCHThe finished job set as public proof
  5. TEMPERThe client kept, for years not weeks
01CATCH

Professional Website

A practice site with a page per treatment, new-patient copy already written, a HIPAA-conscious intake form and the exam calendar embedded.

  • A page per treatment
  • HIPAA-conscious intake
  • Exam calendar embedded

STAMPED FROM

AI Studio websiteA clinic site ready to hand over
The gap
An agency quotes a dental site, then spends six weeks arguing about copy nobody wants to write and a form the practice manager keeps sending back marked up.
After the strike
AI Studio builds it: treatment pages already written, a front desk intake form rather than a health history, the exam calendar embedded, ready for your client's brand and photos.
What it pays back
If you would normally sub a dental site out at $3,500 and eight weeks, the same page set lands on day one — bill the build, keep the eight weeks.
FunnelsNew patient offer page that books itself
The gap
Your client's new patient offer lives in an Instagram bio and a printed flyer. The traffic hits a homepage, reads nothing specific about the offer, and leaves without booking.
After the strike
Landing pages come stamped and ready to brand: the new patient exam offer, an emergency page, an implant consult, a membership plan sign-up. The diary sits on all of them.
What it pays back
Assume $800 a month of paid traffic pointed at a homepage converting at one percent. The same spend aimed at a page built for the offer changes the maths, not the budget.
Forms and surveysFront desk intake, not a health history
The gap
Somebody once pasted a paper medical history into a web form. Now medication lists sit in a marketing database with no business holding them and nobody wants to delete it.
After the strike
The forms ask booking questions: name, contact, what brought you in, preferred times, insurer, how you heard. The medical history is taken on the practice's own system at the visit.
What it pays back
Say half the people who open a long medical-history form abandon it, and almost nobody abandons the short one that only asks what hurts. On sixty starts a month that gap is bookings, not admin.
02CATCH

AI Receptionist

Answers when reception is chairside, separates the toothache from the whitening enquiry and puts the emergency into today’s gap.

  • Emergency vs routine triage
  • Books into same-day gaps
  • English and Spanish

STAMPED FROM

1 AI ReceptionistEvery ring answered, including the overflow
The gap
Lunchtime at a busy clinic. Three lines going, one nurse on the desk, and the fourth caller with a broken filling hangs up and dials the practice down the road.
After the strike
Voice AI picks up what the desk cannot. It sorts urgency, offers what the diary actually has, books it, and passes anything it should not handle to a human.
What it pays back
Say your client misses six calls a day over lunch and one in six was a new patient. On a $700 first year patient value, the arithmetic gets loud quickly.
03CATCH

AI Chatbot

Answers insurance, pricing and “does it hurt” questions in the widget and over text, then hands the nervous ones straight to a human.

  • Insurance and price answers
  • Handoff to the front desk
  • Web, SMS, email, Facebook

STAMPED FROM

1 AI ChatbotMessenger, SMS and the site widget
The gap
A parent messages the clinic Facebook page on Sunday asking whether you see four year olds. The page replies in a day. They message two more clinics meanwhile.
After the strike
Text AI works Messenger, Instagram, SMS, email and the site widget. It answers what the clinic offers and to whom, then stamps a booking into the diary.
What it pays back
Assume forty inbound messages a month across channels, a quarter of them arriving outside opening hours. At a $700 patient value, converting three covers the sub-account many times over.
04HEAT

AI Outbound Caller

Rings the patients overdue for a hygiene recall and the treatment plans that were accepted but never actually scheduled.

  • Overdue hygiene recall
  • Unscheduled treatment plans
  • Voicemail with a booking link

Runs on Workflows and Nurture campaign, described once where they are stamped rather than twice here.

05STRIKE

Smart Appointment System

Confirms the appointment, sends the forms ahead of it, reminds three times and calls the no-show inside the hour so the chair is not lost.

  • 24h, 1h and 15min ladder
  • Forms sent ahead
  • Recovery call inside 60 min

STAMPED FROM

Appointment reminders, confirmations and no-show recoveryThe wet Tuesday cancellation, filled
The gap
Rain on a Tuesday and the hygiene column empties by ten. Two cancellations, one no-show, and a hygienist paid to sit in an empty surgery until two.
After the strike
Confirmation on booking. A reminder ladder that tightens as the day approaches. And the moment a slot drops, the short list gets it before the desk notices.
What it pays back
The build is tuned toward a 70% no-show recovery target. On eight failed appointments a week at $170 of hygiene production, most of that comes back into the column.
06QUENCH

Review Automation

The engine behind it: SMS first because patients read them, email second, no clinical detail in either, anyone unhappy routed to the practice manager.

  • SMS then email cadence
  • No clinical detail in copy
  • Unhappy routed internally

STAMPED FROM

Review automationFired on hygiene, held on surgery
The gap
The clinic asks for reviews in a burst before an inspection or a rebrand. Thirty in a week, then nothing for eight months, which reads exactly as staged.
After the strike
The engine paces it. Routine visits trigger the ask, sedation and surgical work is suppressed, families count once, and anyone reporting a problem goes to the practice manager.
What it pays back
On a hundred and twenty routine visits a month, if one in twenty answers, your client's listing gains fresh reviews every month rather than one staged burst a year.
07QUENCH

Review Harvesting

The ask fires post-visit, after the appointment is marked complete and the balance is settled, while the patient is still in the car park.

  • Trigger: visit complete
  • Google and Facebook links
  • Satisfaction check first

Runs on Review automation, described once where they are stamped rather than twice here.

08TEMPER

Lifetime Nurture Campaigns

Six-month recall on the patient’s own clock, insurance year-end reminders, birthday notes and the family referral offer.

  • Six month recall clock
  • Insurance year-end prompts
  • Family referral offer

STAMPED FROM

Nurture campaignBetween the quote and the seat date
The gap
A patient hears the treatment plan, nods, and leaves to think it over for eleven months. Nothing reaches them in between except a card at Christmas.
After the strike
A sequence carrying the finance option, the appointment length and what the visit actually involves. Then a long slow cadence that keeps the practice present without a single clinical word.
What it pays back
Say twelve plans a month go undecided at $2,600 each. Recovering one in six across the year is a figure your client will recognise on their own production report.
Seasonal automationQ4 benefit burn, back to school exams
The gap
The last quarter is when unused insurance benefit expires, and every clinic in the county sends the same panicked email in the third week of December.
After the strike
The seasonal line starts in October, not December. Benefit reminders staged across the quarter, exam pushes before term starts, and a whitening run ahead of the wedding months.
What it pays back
If four hundred patients carry unused benefit averaging $600 and two percent act on a reminder, the fourth quarter stops being the one everybody dreads and becomes the one they plan.
09TEMPER

Database Reactivation

Works the patients who have not been seen in six months, plus the plans that were quoted and never started, with an AI call.

  • 6 month lapsed trigger
  • Unstarted treatment plans
  • AI calling campaign

Runs on Nurture campaign and Custom fields, described once where they are stamped rather than twice here.

THE FRAME

Four parts belong to no single piece. They carry all nine, which is why they are listed once, here, rather than nine times above.

Pipelines

Hygiene recall board and the case board

The gap
Ortho and implant cases sit on a two month decision curve. Hygiene recall runs on a six month one. Push both through the same board and the slow one drowns.
After the strike
Separate boards land in the sub-account. Recall moves due, contacted, booked, seen. A case moves consult, plan presented, finance discussed, deposit taken, seated. Stages your client can defend.
What it pays back
If your client presents six cases a month at $4,200 and closes three, one extra seat per month is worth more than the whole build inside a single quarter.

Workflows

Failed appointment, denture reline, retainer check

The gap
A retainer check is a year out. A denture reline is two. Nobody on a front desk holds a two year timer while the phone keeps ringing.
After the strike
The line runs those timers instead. Long dated recalls, failed appointment recovery, post-operative check-ins that stay at process level, and the chase on work accepted but never sat.
What it pays back
Say two hundred patients carry a long dated item and a fifth respond when prompted. At $340 for a reline, that is a quiet column of production nobody was working.

Custom values

One sub-account per practice, values swapped

The gap
You install the same build for a third dental client and spend an afternoon hunting the previous client's phone number out of message bodies and page footers.
After the strike
Practice name, address, parking note, plans accepted, fee page link, booking URL and the cancellation policy all sit as values. Swap them and the build is that client's build.
What it pays back
Assume you install four dental sub-accounts a year. If the value swap saves three hours each against rebuilding by hand, that is a working day and a half returned.

Custom fields

Last visit, recall interval, plan status

The gap
The practice management system knows exactly who is overdue. The CRM knows a name and a mobile. Nothing can fire because nothing on the contact record can be tested.
After the strike
The build lands with the fields already named: last visit date, recall interval, plan presented and its status, insurer, remaining benefit. Clinical notes never leave the practice management system.
What it pays back
If wiring a nightly feed from the PMS costs your team half a day at hand-off, every recall and every dormant campaign afterwards runs off real dates instead of guesswork.

Nine pieces in every build, never eight and never ten. The 70% no-show recovery and the 5 to 10 reviews a month are what these pieces are tuned to produce. They are targets we build to, not measured results from a named client.

ST-03 · THE HEAT

Automation

The workflows that do the work.

The workflows that carry the load, by name. The rest are listed in the install guide.

New patient onboarding
Hygiene recall sequence
Unscheduled treatment follow-up
Insurance benefit expiry push
Emergency triage response
Lapsed patient reactivation

FUNNELS

  • New patient offer
  • Emergency
  • Implant consult
  • Ortho consult
  • Membership plan
  • Review

PIPELINE STAGES

  • New patient
  • Treatment plan
  • Recall

CALENDARS

  • New patient
  • Hygiene
  • Consult

Named, not counted. What each of them is for on a dental clinic build is in the pieces above.

ST-04 · THE LINE

How the complete system works

Lead capture to lifetime client.

The nine above are what lands in the account. This is the run: five stages, three moving parts each, in the order they fire for a dental clinic build.

  1. 1CHARGE

    Everything that comes through the door

    Four ways in, one routed path, nothing left ringing.

    Reception cannot answer the phone and hold a suction tip at the same time.

    The line that never rings out

    • Picked up on the first ring, at any hour
    • Works out what the caller wants by asking, not by menu
    • Puts them in a slot before the call ends
    • Switches between English and Spanish mid-conversation
    • Passes a live one to your team while they are still on
    • 24/7 pickup
    • Books in-call
    • EN/ES

    Typed enquiries, wherever they are typed

    • SMS, email, Messenger and Instagram answered in seconds
    • The site widget runs the same qualifying questions
    • Writes treatment type and preference straight to the record
    • Hands over to a person the moment it should
    • Drops the contact into follow-up as the chat closes
    • Five inboxes
    • One script
    • Human handoff

    Form fills and paid traffic

    • Every submission starts the ten-day run
    • Email, SMS and AI calling work the lead together
    • Routed by treatment type to the right path
    • Source stamped on the record for attribution
    • Carried into the exam without a manual step
    • Attribution
    • Three channels
    • Auto-route
  2. 2SOAK

    Bringing a cold lead up to temperature

    Ten days of heat on a patient who would otherwise cool to nothing.

    Accepted treatment plans quietly go unscheduled unless something chases them.

    Days one to three, in writing

    • Opens with the offer, not a greeting
    • What the work involves, written for the trade
    • Proof from people in the same position
    • One thing to do: pick a time

    Days four to seven, by text

    • A dated offer with a reason to move now
    • One short line of proof, not a paragraph
    • A booking link that takes a single tap
    • Pressure without the shouting

    Days eight to ten, on the phone

    • A call that reopens the conversation
    • Meets the objection that stalled them
    • Takes the exam while they are still talking
    • Leaves something worth returning if not
  3. 3STRIKE

    Holding the booking once it is made

    A slot that stays filled, and a way back when it does not.

    An unfilled chair hour cannot be sold back to you later.

    Confirmed the moment it is set

    • Text with the details, sent immediately
    • Calendar file for Google and Outlook
    • Email copy written to the contact record
    • Pre-visit medical form sent ahead of the visit

    Three reminders, falling closer

    • A day out, by text and by email
    • An hour out, the on-the-way note
    • Fifteen minutes out, the last word
    • Moving the slot takes one tap, not a call

    When the slot is missed

    • Called back inside the hour, not the next morning
    • Finds out what happened in conversation
    • Puts them back in the diary on the same call
    • Inside 60 min
    • 70% recovery target
  4. 4QUENCH

    Setting the finished job as public proof

    Every completed visit cooled into something a stranger can read.

    Patients choose a practice on the strength of its recent reviews, then check the insurance.

    Asking at the right moment

    • A satisfaction check two hours after the visit
    • Happy: the Google and Facebook links follow
    • Unhappy: raised internally, never pushed public
    • Typically five to ten reviews a month, unattended

    Answering what comes back

    • Every positive review gets a reply
    • Written to the review, not from one template
    • Negative ones answered with care, not defence
    • Anything serious lands with a person

    Putting the proof back to work

    • Review text published back onto the site
    • Trust signals where the decision gets made
    • Lifts conversion on pages that already rank
    • Feeds what Google reads for local position
  5. 5TEMPER

    Keeping the client for years, not one job

    The patient stays on the books long after the invoice clears.

    Recall is the whole business model. It only works if it actually fires.

    Staying in view

    • Prompts timed to the trade calendar
    • A check-in every quarter
    • Something on the birthday and the anniversary
    • A yearly prompt to review the arrangement

    Answering without you

    • Common questions handled at any hour
    • Moves an appointment without a phone call
    • Reports where things stand on request
    • Finds and sends a document when asked

    Going back to the quiet list

    • Six months of silence opens the trigger
    • A return offer with something real in it
    • A referral ask once a month
    • A VIP tier for the patients who keep returning

ST-05 · THE CASE

Why it is worth forging

What it costs you today.

Cold metal

  1. 01Reception cannot hold suction and a handsetThe busiest phone hour is the busiest chair hour. Calls go to voicemail and new patients do not leave messages, they ring the next practice.
  2. 02Accepted plans never get scheduledThe patient says yes at the chair, walks out, and nothing books it. That treatment is on your production report as a gap.
  3. 03An empty chair cannot be resoldA late cancellation or a no-show is an hour of hygienist or dentist time that is simply gone.
  4. 04Recall that depends on someone rememberingSix-month recall is the entire business model, and in most practices it runs on a spreadsheet and good intentions.

After the forge

  1. New patient calls always answeredEmergency separated from cosmetic, and the toothache dropped into today’s gap without reception leaving the chair.02 AI Receptionist
  2. Overdue recalls actually get calledHygiene recalls and unscheduled treatment plans worked by AI call, every week, without a front-desk hour spent on it.04 AI Outbound Caller
  3. The chair stays fullForms ahead, three reminders, and a recovery call inside the hour when someone misses.05 Smart Appointment System
  4. A review from every completed visitFires once the appointment is complete and the balance settled, while the patient is still in the car park.07 Review Harvesting
  5. Recall on the patient’s own clockSix-month prompts, insurance year-end reminders and the family referral offer, all running unattended.08 Lifetime Nurture Campaigns

Forged for

  • General and cosmetic practices with one to six chairs
  • Practices doing sixty or more calls a week with one or two front-desk staff
  • Anyone with a recall list they know is not being worked properly
  • Practices that want new-patient flow measured against ad spend

Not forged for

  • Anyone expecting clinical records, charting or claims inside the CRM — that stays in your practice management software
  • Specialist referral-only practices with no direct public enquiry flow
  • Practices that cannot put patient consent for SMS in place, since the reminder ladder depends on it

If that second list is you, say so on the build call. We would rather tell you a dental clinic build is the wrong shape for you than take the money and watch it sit in a sub-account.

The sums, shown

One worked scenario, with every assumption printed. Swap your own numbers into the left column and the rest follows. These are illustrative figures, not measured results from a client.

Assumptions

Calls a week80
That reach voicemail18
Average visit value$320
Booked per answered call1 in 3

What follows

Missed calls a month18 a week x 4 weeks72
Now answered and triagedincluding out of hours72
Extra visits booked72 / 324
Revenue on those visits24 x $320$7,680

Hours back

Off the phone72 calls x 3 min3.6h
Off recall calling60 recalls x 3 min3h
Off reminders and no-show chasing40 appointments x 4 min2.7h
Off review chasing30 asks x 3 min1.5h
Totalabout 11 hours a month

When it pays back. Three recovered visits cover the build.

ST-06 · THE RESULT

What changes for the client

Day one, this happens.

  • Unscheduled treatment chased for 90 days instead of forgotten
  • Insurance-expiry campaign runs every Q4 without anyone remembering
  • Hygiene recall list worked automatically, week by week

We install it, free.

Installation is free on every build in this catalog. We import it into your client’s sub-account, map every custom value, reconnect the integrations and walk a test contact through every workflow. You get a QA report before the client ever logs in.

InstallFree
Support15 hours, within 8 days
IncludesQA report + walkthrough
Book the install call

ST-07 · THE SCOPE

Delivery and support

What the forge takes on.

Clear lines rather than small print. The build and everything it automates stay on our floor. Work that reaches outside HighLevel is commissioned separately and quoted first.

On the floor

  • Installing the snapshot into the sub-account, with the QA pass and the walkthrough
  • Rebranding the website: your client’s name, colours, logo, domain and booking links
  • A2P 10DLC registration and setup, opt-in wording checked before it is filed
  • Email service setup: domain email integrated in HighLevel and the sending domain authenticated
  • Creating a few more automations where the build needs them, and retuning the ones in it

Commissioned separately

Third-party integrations
Anything that has to talk to a system outside HighLevel: an EHR, a shop management system, a wash controller, a comparative rater.
Third-party API work
Keys, endpoints, retries and error handling. Two-way syncs, webhook relays and scheduled migrations.
Custom software development
Portals, calculators and internal tools. Real software, scoped and priced as software.

Anything in the second list is quoted before a spark is struck, or handed to a dedicated VA on a monthly retainer if you would rather have hands than a project. It is never billed to you as a surprise.

Delivery24 business hours
InstallationFree
Install support15 hours, within 8 days

Out of the fire and into the sub-account inside 24 business hours of purchase confirmation. The floor runs 9am to 5pm Central, Monday to Friday, and nothing ships at a weekend, so a Friday afternoon order is struck on Monday. Installation is free. You get 15 hours of dedicated installation support with it, to be used within 8 days of purchase. When the 15 hours are spent, or the 8 days are up, anything further is quoted before it is started and billed as work. Nothing lands on an invoice unannounced.

ST-08 · QUESTIONS

Dental Clinic FAQ

Before you install.

Proof

From agencies running these builds.

Sample entries. DFY Foundry is a young shop. These cards show how the wall reads and stand in until real clients give us reviews to publish. No rating is claimed to Google while this note is here.

Sample

The HVAC build went into a client sub-account on a Tuesday and the receptionist was taking overnight calls by Thursday. The QA sheet meant we did not have to test it ourselves.
Sample entryAgency owner, Placeholder Agency

HVAC COMPANY SNAPSHOT

Sample

What we bought was the three weeks we did not spend building workflows. The spec sheet listed every one of them before we paid.
Sample entryOperations lead, Placeholder Agency

DENTAL CLINIC SNAPSHOT

Sample

The legal build screens matters before they reach a diary. That alone changed what our client does with their week.
Sample entryFounder, Placeholder Agency

LEGAL PRACTICE SNAPSHOT

Sample

Twelve hours of install support inside ten days, with a named person rather than a ticket queue. We used about eight of them, mostly on A2P.
Sample entryTechnical lead, Placeholder Agency

ROOFING COMPANY SNAPSHOT

Sample

The review engine fires when the job closes rather than when somebody remembers, which is the difference between a profile that grows and one that does not.
Sample entryAccount manager, Placeholder Agency

PLUMBING BUSINESS SNAPSHOT

Sample

We install these under our own brand and the client never sees a third party. The white-label side was done properly, not bolted on.
Sample entryAgency owner, Placeholder Agency

WHITE-LABEL AGENCY SETUP

6 published reviews, each one from an agency whose build we shipped

ST-10 · SHIP

Forge the dental clinic build.

Take the snapshot on its own, or have us install and test it in your client's sub-account. Either way you get the spec sheet.

Book a build callSee all snapshots

$1,480 ONE-OFF · UNLIMITED SUB-ACCOUNTS · 12 MONTHS OF UPDATES