AI CRM for dentists and dental practices

An AI CRM built on GoHighLevel answers missed calls and after-hours pain inquiries the moment they come in, works your recall and recare list every month so cleanings get rebooked automatically, confirms appointments, and backfills a cancelled slot from a waitlist instead of leaving the chair empty. It handles speed-to-lead response, recall nurture, appointment reminders, intake, and review requests inside one system.

It does not chart a patient, process an insurance claim, or replace the practice management software your front desk already runs. It is the wrong fit for a single-dentist office with a small enough patient list that the front desk can personally call every recall patient back each month. For a practice or group fielding dozens of calls a day across one or more locations, it is the difference between a full schedule and a chair that sits empty.

1. Missed-call and after-hours responder

Trigger: a missed call or an after-hours pain or emergency inquiry. Actions: instant SMS with a triage question and a booking link, or an escalation to the on-call dentist for a true emergency. Timing: 0 minutes, 10 minutes, then 1 hour if unanswered. Replaces: a call that rings out to voicemail and never gets a callback until the next business day.

What it costs to run: a few cents per SMS, billed as GoHighLevel usage.

2. Recall and recare reminder system

Trigger: a patient's six-month cleaning due date, pulled from your patient list. Actions: a reminder sequence with a direct booking link, plus a reactivation campaign for patients who have gone quiet. Timing: 30 days before due, 7 days before, then a follow-up sweep for anyone who lapses. Replaces: a hygienist or office manager working a recall spreadsheet by hand every month.

What it costs to run: SMS and email usage, run monthly against the full recall list.

3. Appointment confirmation and no-show rescue

Trigger: a booked cleaning, exam, or treatment appointment. Actions: a confirmation text, a 24-hour reminder, and an automatic waitlist text if the slot is cancelled. Timing: immediately, 24 hours before, and 2 hours before. Replaces: front desk staff calling every patient the morning of their appointment.

What it costs to run: SMS usage, typically the lightest workflow to run.

4. New patient intake and insurance pre-verification

Trigger: a new patient inquiry or first booking. Actions: digital intake forms sent ahead of the visit, an insurance detail request, and a pre-appointment reminder. Timing: immediately on booking, then 48 hours before the visit. Replaces: a new patient filling out paperwork by hand in the waiting room while the schedule backs up.

What it costs to run: mostly email, light SMS usage.

5. Post-visit review and referral request

Trigger: an appointment marked complete in your PMS or in GoHighLevel. Actions: a review request to Google, a referral ask, and re-engagement nurture for patients with an open treatment plan. Timing: same day or the day after the visit. Replaces: hoping the hygienist remembers to ask before the patient leaves the chair.

What it costs to run: negligible, a handful of SMS and email sends per completed visit.

GoHighLevel's own plans run $97, $297, or $497 a month depending on tier. On top of the plan, usage is billed separately: SMS, voice calls, email, and AI actions, plus A2P 10DLC registration for US texting.

Our retainers sit on top of that platform cost and cover the build and ongoing management of your automation. Solo runs $1,500 a month and fits a single-location practice running one core workflow set. Team runs $2,500 a month and fits a practice with higher call and recall volume or a second location. Agency runs $3,500 a month and fits a multi-location dental group needing more workflow variations across locations. All are month-to-month with no contracts. Full tier details, including what is included at each level, are on our pricing page.