Systems Snapshot — Findings Summary
Free · 90 minutes · one systemA complimentary 90-minute review of one system: where time and money are being lost, a fixed price for each recommended fix, and what requires no action. Every price below is fixed in writing, and this document may be shared with any party.
What warrants attention
1.A third of your patients never get appointment reminders
Quick Fix · from $500 flatWhat I found: Text reminders only go out when the mobile number sits in Dentrix's cell-phone field. Years of records have it filed under "home", so roughly 3 in 10 active patients get no reminder at all.
What it costs you: The front desk spends about two hours a day on manual confirmation calls, and last month's 11 no-shows cluster almost entirely in the never-reminded group. A no-show chair hour bills nothing.
The fix: Correct the reminder rules, bulk-move the misfiled numbers, and turn on the delivery report so you can see it working every week.
2.The day sheet is retyped into QuickBooks every night
Quick Fix · from $500 flatWhat I found: The closing routine prints the Dentrix day sheet, then production and collections are re-keyed into QuickBooks by hand, about 25 minutes a night. March is still $180 off between the two.
What it costs you: Roughly nine hours a month of skilled front-office time, plus a books-vs-Dentrix mismatch that means nobody fully trusts either number.
The fix: Turn on the export your Dentrix plan already includes and map it to the right QuickBooks accounts once. After that the night close is a two-minute check, not a retype.
3.New-patient forms are typed in twice
Scoped investigation · $500 flatWhat I found: Your website form emails a PDF; the front desk re-keys every field into Dentrix. There may be a clean import path, but it depends on how the website form is built. I'd be guessing off a 90-minute look.
What it costs you: About 15 minutes per new patient, and typos in exactly the fields (phone, insurance ID) that cause problems later.
The fix: This one warrants a proper investigation before anyone touches it: a fixed-price look at the intake path that ends in a fixed price for the fix itself.
Fine as-is
- Backups are running and restorable. I verified a restore of Monday's set. Leave the schedule exactly as it is.
- The imaging bridge between Dentrix and your X-ray software works correctly. Don't let anyone "upgrade" it.
- Skip the $299/month analytics add-on you're being quoted. The three reports you actually use are already in the plan you own.
Finding 1 is where the money is. Say the word and I'll schedule it this week. Or take this page to anyone you trust; the prices don't change either way.
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