Scale Your Orthodontic Practice with Intelligent Workflow Automation
Stop losing revenue to missed follow-ups and manual scheduling. We automate your patient journey from the first consultation to the final retainer check.
The modern orthodontic practice is often held back by the 'leaky bucket' syndrome. While your clinical team excels at moving teeth, your administrative staff is likely buried in manual tasks: chasing down late payment plans, rescheduling broken bracket emergencies, and manually texting patients for retainer checks. With the average orthodontic case valued between $5,000 and $7,000, even a 5% drop in consultation conversion or a high no-show rate for bonding appointments represents six-figure losses annually.
Read Laboratories bridges the gap between your Practice Management Software (PMS) like Dolphin Management, Cloud 9, or OrthoTrac and the modern patient experience. We build custom automation layers that handle the repetitive 'drudge work' of the front office. By integrating with tools like Gaidge for data visualization and greyfinch for patient acquisition, we ensure that no lead is left cold and no payment plan falls through the cracks, all while maintaining strict HIPAA compliance.
Problems We Solve
Inconsistent Consultation Follow-ups
Many practices lose $10k+ monthly because potential patients leave the office without signing. We automate multi-channel follow-up sequences that handle objections and offer easy booking links.
Manual Payment Plan Management
Stop having your office manager play debt collector. We automate notifications for failed credit cards and upcoming payment milestones, integrating directly with your billing logic.
Emergency Triage Overload
Broken bracket calls often disrupt the clinical flow. Our automated triage workflows categorize the urgency of the repair and offer specific time slots, reducing phone traffic by 30%.
Low Retainer Check Compliance
Retainer checks are high-volume, low-revenue tasks that often get forgotten, leading to relapse and unhappy patients. We automate the scheduling and reminders for these critical milestones.
Fragmented Data Reporting
Manually exporting data from OrthoTrac to spreadsheets is prone to error. We automate the flow of operational data into tools like Gaidge for real-time practice health monitoring.
What You Get
HIPAA-Compliant Lead Capture
Secure forms that feed directly into your CRM or PMS without risking patient privacy.
Automated Treatment Milestone Messaging
Send automated 'Congrats' messages or hygiene reminders when patients hit specific milestones in Cloud 9.
Smart Emergency Triage
A logic-based system that asks patients to upload photos of broken appliances before they arrive.
Automated Recall Sequences
Automatically re-engage patients who are 'pending' or 'observation' status to get them back in the chair.
Payment Plan Auto-Notifications
SMS and email alerts for expiring credit cards and successful payment confirmations.
What It Costs
Setup
$2,000 - $5,000
Monthly
$300 - $600
ROI Example
By converting just 2 additional $5,000 cases per month through automated follow-ups, your practice generates an extra $120,000 in annual revenue.
Frequently Asked Questions
Does this work with Cloud 9 and Dolphin Management?
Yes. We specialize in building automation layers that interact with major PMS providers through available APIs or secure data exports to ensure your patient records remain the 'source of truth'.
Is the communication HIPAA compliant?
Absolutely. All patient-facing automations we build use encrypted channels and HIPAA-compliant platforms to ensure Protected Health Information (PHI) is never compromised.
How long does the setup take?
A typical implementation for an orthodontic practice takes 4 to 6 weeks, which includes mapping your current workflows, building the automations, and training your staff.
Will this replace my Treatment Coordinator?
No. Our goal is to augment your TC by removing the manual follow-up tasks, allowing them to focus on in-person relationship building and closing cases.
Can we automate the emergency triage process?
Yes. We can build a workflow where patients text a photo of their broken bracket; the system then determines if it requires an immediate visit or can wait until their next scheduled appointment.
Do you provide support after the setup?
Our monthly service fee includes ongoing monitoring, minor adjustments to workflows, and ensuring all integrations remain stable as your PMS updates.
Ready to Automate Your Orthodontic Growth?
Book a free 15-minute workflow audit to see how much manual work we can take off your plate.
Serving Orthodontic Practices businesses nationwide. Based in Westlake Village, CA.