Front-desk OS for a multi-location dental chain
A dental chain was running scheduling, reminders, and patient communication separately at each clinic. We unified the front desk into one system — scheduling, reminders, transactional and proactive comms — so every clinic runs the same playbook.
- clinics on one system
- 5+
- patient comms playbook
- 1
- no-show recovery, automated
- 24/7
What we delivered
- Scheduling
- Patient communication
- Reminders & no-show recovery
- Workflow automation
Tech stack
- Next.js
- Supabase
- n8n
- Twilio
- OpenAI
- Vercel
A growing dental chain had each clinic running its own front desk — different scheduling tools, different reminder cadences, different ways of handling no-shows and follow-ups. Patients moved between clinics and got inconsistent experiences. Managers couldn’t see the chain in one view. The owner wanted every clinic to feel like the same brand and run the same playbook — without taking the warmth out of the front desk.
What we built
A front-desk operating system used identically by every clinic in the chain. Scheduling lives in one place, with rooms, chairs, dentists, and patients all queryable. Reminders go out automatically by SMS, WhatsApp, or email — whichever the patient prefers — and recover no-shows with rebooking links. Transactional comms (confirmations, treatment plans, post-visit follow-ups) and proactive comms (recall campaigns, hygiene reminders, treatment-plan nudges) all flow from the same system. The chain manager sees the network at a glance; each clinic sees its day clearly.
“Every chair, every clinic, every reminder — running the same way. Patients get the same experience whichever location they walk into.”
How we built it
A Next.js front-desk dashboard on Vercel, Supabase as the source of truth for clinics, dentists, patients, appointments, and treatment plans. n8n runs the comms workflows — reminder cadences, no-show recovery, recall campaigns, post-visit follow-ups. Twilio carries SMS and WhatsApp. OpenAI drafts proactive messages personalised to the patient and the treatment context, with the front desk reviewing before they send.
The outcome
One brand, one playbook, one front desk — multiplied across the chain. Patient experience is consistent, no-show rates dropped, and the front-desk teams spend their day on patients in front of them, not on the phone chasing the rest.
Have a problem like this one?
Book a free 30-min call. We’ll map where your team is losing time and what’s worth automating first.
Book a free call