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A dental front desk,
drawn as one workflow.

Your front desk answers the phone, books, reminds, checks patients in and follows up, all while people are standing at the counter. This page draws one way the routine parts can run by themselves, and marks every point where your team decides.

See the workflow

The dental clinic workflow, step by step.

Read it top to bottom. Solid boxes run by themselves; dashed boxes are where a person decides.

  • Automated step (solid border)
  • A person decides (dashed border)
  • Consent or calling rule

  1. A booking request comes in

    By phone, the website or your online booking page. Each one is logged with the time it arrived, so a request made after hours is the first thing the team sees.

    • Phone
    • Website
    • Online booking

  2. After hours, the phone is still answered

    Once it launches, the AI receptionist will say it is an AI, take the patient's name, number and the reason for the call, and give no clinical advice.

    • AI receptionist
    • Pain, swelling or an injury. The caller is given the clinic's own after-hours instructions, and told to call 000 in an emergency.
    • A routine booking. The details wait for the front desk, or the caller is offered the online booking link.

  3. The front desk confirms the booking

    Your team books the appointment in your practice management system, as now. The system does not choose times for clinicians.

    • Practice management system
    • Your decision

  4. Confirmation and forms

    The patient gets a confirmation and a secure link to the new-patient or health-history form, so it is done before they arrive.

    • Email
    • SMS, with consent
    • Secure form

    Consent: sent only to the contact details the patient gave for their appointment, with the clinic named and an opt-out on texts.

  5. Reminder before the visit

    A reminder goes out ahead of the appointment. A reply to change the time goes to the front desk, not to an automatic rebooking.

    • SMS, with consent
    • Email

    Consent: appointment reminders only, to patients who gave their number for appointments, each with an opt-out.

  6. A cancellation fills from the waitlist

    When a patient cancels, the slot is offered to patients who asked to join the waitlist. The first to accept is booked by the front desk.

    • SMS, with consent
    • Waitlist

    Consent: only patients who asked to be on the waitlist are contacted, and they can leave it at any time.

  7. The visit

    Check-in, treatment and any care instructions are the clinic's. Care instructions come from the dentist or from templates the clinic has approved, never written by AI.

    • Your decision

  8. A private follow-up

    After the visit, the patient is asked how it went, the same way for every patient. If the clinic invites public reviews, every patient gets the same invitation, whatever they answered, with no incentive of any kind.

    • Email

    Consent: one message per visit, only to patients who agreed when booking to be asked for feedback, with the clinic named and an opt-out.

    • A concern is raised. It also goes straight to the practice manager to follow up personally.
    • All is well. Nothing further.

This is an example workflow, not a client's system. The exact steps depend on your tools, your customers' consent and the controls agreed before anything runs. Steps marked SMS are built to run by text message. Our SMS service is not live yet, so those steps will not text anyone until it is; your written quote states what runs from day one.

Pixelate Pty Ltd | ABN 15 699 872 752 | Brisbane QLD | pixelategroup.com/workflows/dental-clinic-automation | contact@pixelategroup.com | 0422 014 927

The rules this dental clinic
workflow keeps.

  • Health information stays private. Patient records stay in your practice management system. The workflow moves reminders and form links, and a privacy check of what it touches comes before it runs.
  • Testimonials and reviews. Health advertising rules restrict testimonials, so the clinic's own advertising never quotes patient feedback about treatment. No discount, gift or other incentive is ever offered for a review.
  • No clinical advice. Nothing automated gives clinical advice or makes claims about treatment outcomes. Clinical questions go to the clinic's team.
  • Texts and the Spam Act. Every text names the clinic and how to reach it, and carries a working opt-out that is honoured within five working days.

Related pages.

Workflows by industry

Draw your dental clinic's workflow with us.

Show us how work reaches your dental clinic today and where it stalls. We will tell you plainly which steps a system could carry, which stay with you, and put the cost in writing before anything starts.

Talk to us See the AI receptionist