CRM for dentists
A dental CRM that fills hygiene chairs and follows up treatment plans
Bring overdue patients back, chase unscheduled treatment and never miss a new patient call. Your AI manager books appointments and logs everything in the patient record.
CRM included in every plan, from $39/month. AI manager included.
New patient inquiry
Consultation booked
Treatment plan presented
Plan accepted
Quick answer
What is a dental CRM used for?
A dental CRM manages the patient relationship outside the chair: new patient inquiries, hygiene recalls, unscheduled treatment follow-up and reminders that cut no-shows. Clientager gives you patient records with recall dates, a pipeline for treatment plans like implants or aligners, automations for recall and reactivation messages, and an AI manager that answers calls and WhatsApp 24/7 and books appointments directly into your calendar.
Built for dental practices
Your Dental CRM comes set up with the stages and fields dental practices actually use. Change anything, add your own.
Pipeline stages
- New patient inquiry
- Consultation booked
- Treatment plan presented
- Plan accepted
- Won
What each record holds
- Last hygiene visit
- Recall due date
- Recall interval
- Treatment of interest
- Treatment plan value
- Preferred dentist or hygienist
- Dental anxiety note
- Preferred appointment times
- Referral source
Recall tracking
Store last hygiene visit, recall interval and due date on every patient. Smart lists show who is overdue this month, so your front desk can work the list or let automations do it.
Treatment plan pipeline
Implants, aligners, crowns and whitening move from consultation to plan presented to accepted. Each plan carries a value, so you can see how much accepted-but-unscheduled dentistry is sitting idle.
Appointments and calendar
Bookings for exams, cleanings and consultations appear in a week view alongside staff tasks. Every appointment links to the patient's timeline.
Quotes and payment links
Build a treatment estimate from your service catalog with line items, tax and discounts, print it as a PDF, and send a secure link for a deposit or payment.
Patient messages from one record
Send SMS or email with saved templates for recall, pre-visit instructions and post-op check-ins. AI-drafted replies help the front desk answer faster.
Tasks for the front desk
Callback tasks, insurance questions to check and plan follow-ups are assigned with due times, so the right person handles them.
Practice reports
See new patient inquiries by source, consultation-to-acceptance rate, revenue collected and how many calls came in after hours.
Included: Clientager AI manager
A CRM that fills itself in
Most CRMs wait for someone to type. Your AI manager answers calls, WhatsApp, SMS, website chat and email 24/7, then writes every contact, booking and next step into the CRM for you.
Books new patients around the clock
A new patient calls on Sunday about a checkup. The AI manager collects their details, books the first available slot and creates their record.
Triages dental emergencies
A patient with a swollen jaw or a knocked-out tooth is flagged urgent and handed to your on-call team with a callback task, following the rules you set.
Handles recall replies
When a patient replies to a recall text, the AI manager offers times and books the cleaning, then updates the recall date fields.
Answers treatment questions
It explains what to expect at a consultation, your payment options and opening hours, using the information you provide, and never gives a diagnosis.
Summarizes each patient
Every record gets a short summary, a hot, warm or cold score for treatment leads and a suggested next step for your coordinator.
How a dental runs on Clientager
- 01
Monday recall list
The office manager opens the Recall due smart list. Automations have already texted most patients, and replies are being booked by the AI manager.
- 02
A new patient calls
A caller asks about aligners. The AI manager books a consultation, records the treatment interest and opens a lead in the pipeline.
- 03
Consultation and plan
After the consultation the coordinator sends an estimate from the catalog and moves the plan to Treatment plan presented.
- 04
Follow-up without chasing
Five days later an automatic message offers a call. The patient accepts, pays the deposit by link and the plan moves to Won.
- 05
Back on the recall cycle
Once treatment is done, the recall date is set and the patient enters the hygiene cycle again.
Automations ready to switch on
- When No visit for 6 months→ Send a hygiene recall SMS with a booking prompt and add the tag Recall due.
- When No visit for 18 months→ Send a reactivation email and create a call task for the front desk.
- When Pipeline stage changes to Treatment plan presented→ Wait 5 days, then send a follow-up SMS offering a call with the treatment coordinator.
- When Booking completed→ Wait 2 hours, then send a thank-you message with a review link.
- When Quote accepted→ Send the deposit invoice and create a task to schedule the first treatment visit.
Spreadsheets vs. Clientager
Spreadsheets and generic CRMs
- Overdue recalls sit in a report nobody has time to work.
- Treatment plans are presented and never followed up.
- New patient calls go to voicemail at lunch and after hours.
- No view of how much accepted treatment is still unscheduled.
- Reminder messages are sent by hand, if at all.
Clientager Dental CRM
- Recall and reactivation messages go out on schedule.
- Every treatment plan has a stage, a value and a follow-up.
- The AI manager answers and books new patients 24/7.
- Pipeline value shows the dentistry waiting to be scheduled.
- Reminders and post-visit messages run automatically.
What a dental CRM does that your practice software does not
Your practice management system is built for charting, scheduling chairs and billing insurance. A dental CRM is built for the relationship around those visits: getting new patients in, bringing overdue patients back, and making sure presented treatment does not go cold. Clientager keeps a patient record with recall dates, treatment interest, preferences and every call or message, plus a pipeline that tracks each treatment plan from consultation to acceptance.
Clientager is not a clinical records system, and it does not replace your charting software. It sits next to it and handles the conversations, follow-ups and reminders that usually fall to a busy front desk. Your team sees the whole patient relationship in one timeline: the first call, the consultation booking, the estimate, the deposit and every reminder. Owners get reports on new patient inquiries, acceptance rate and revenue collected from payment links.
Dental patient recall software that runs itself
Hygiene recall is the backbone of a dental practice, and it is the first thing to slip when the front desk is stretched. Clientager stores each patient's last hygiene visit and recall interval, then automations send recall texts and emails when a patient has had no visit for the period you set. Patients who still do not book get a reactivation message and a call task for your team.
When a patient replies, the AI manager can offer available times and book the cleaning in the same conversation. Smart lists show who is overdue, who has been contacted and who has booked, so you know exactly where your hygiene schedule stands. Recall messages use saved templates, so they sound like your practice, and you can choose SMS, email or both for each step.
- Recall due and overdue smart lists
- Automatic recall and reactivation messages
- Replies booked by the AI manager
Follow up every treatment plan
Many patients leave a consultation meaning to go ahead with implants, aligners or crowns, then life gets in the way. Without a system, those plans quietly disappear. Clientager puts every presented plan in a pipeline with its value and stage. Automations send a gentle follow-up after a few days and create a task for your treatment coordinator if there is no reply.
You can send a printable estimate from your service catalog and a secure link for a deposit through your own payment account. When the patient pays, the invoice is marked paid and the plan moves forward. Reports show your consultation-to-acceptance rate, so you can see whether follow-up is working. Your coordinator also gets an AI summary and suggested next step for each plan, so calls focus on the patient's real questions about cost or timing.
Questions about the CRM
What is the difference between a dental CRM and an AI manager?
The dental CRM holds patient records, recall dates, treatment plans, appointments and reports. The AI manager is the agent that answers your phone, WhatsApp, SMS, chat and email. In Clientager the AI manager books appointments, records treatment interest and logs every conversation in the CRM, so your front desk works from complete records.
Does Clientager replace my dental practice management software?
No. Keep your practice management system for charting, clinical notes and insurance billing. Clientager handles patient communication, recalls, new patient inquiries, treatment plan follow-up and payment links. It is not a clinical records system, so keep clinical details in your existing software.
Can I import my patient list?
Yes. Export patients from your current system to CSV and import them, or import from any spreadsheet. Clientager maps columns such as last visit and recall interval to fields, flags duplicates by phone and email, and lets you merge them before you start sending recalls.
What can front desk staff and hygienists see?
Staff accounts can see patients, appointments, messages and tasks, but not payments, billing or revenue reports. Owners and managers see everything. Starter includes 2 team logins, Growth 5 and Scale unlimited. The activity log shows who changed an appointment or patient field.
How does the AI manager handle dental emergencies?
You set the rules. When a caller describes severe pain, swelling, bleeding or a broken tooth, the AI manager marks it urgent, passes it to your on-call person and creates a callback task. It does not diagnose or give clinical advice. It makes sure the right person hears about it quickly.
Will reminders reduce no-shows?
Automated confirmations and reminders give patients a clear prompt before each visit and an easy way to reply if they need to reschedule. The AI manager can rebook them in the same conversation, so a cancelled slot is more likely to be filled than lost.
How much does it cost?
The CRM is included in every Clientager plan, and plans start at $39/month. Book a live demo to see recalls and treatment plan tracking with your own services, and you can get a refund before the AI agent goes live if it is not a fit.
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