01
Confirm
Patients get a clear reminder before the visit. Your morning huddle starts with a confirmed book, not a guess.
Pack
One Chair-Fill loop. Five steps.
02
Recover
When someone misses, you text while the chair is still warm. Same-week recovery beats a voicemail nobody returns.
03
Recall
Overdue hygiene becomes a booked chair. The list does not sit in a drawer.
04
Review
One ask after a completed visit, while the visit still feels good.
05
Digest
Monday numbers for the owner. Confirmation rate, recoveries, recall booked, new reviews. No new login to learn.
You get a guided install and a front-desk playbook your team can run. No new portal to babysit.
Everything you need to run Chair-Fill. Nothing that forces a PMS swap.
The package
- The five Chair-Fill steps, ready to run (Confirm, Recover, Recall, Review, Digest)
- Human-approved message templates
- 30-day schedule import, CSV or paste
- Outbox until go-live
- Front-desk playbook and team training
- One improvement call each month
How we deliver
- 20-minute discovery to confirm fit
- Install in ten days
- Dry-run every template before anyone is texted
- Hard-cut: BAA, consent copy, send keys, import, preview sign-off
- Then go-live. The monthly retainer keeps the loop on.
Rules, templates, and human-approved copy. No live patient sends until BAA, consent, and keys are ready.
Go-live is a checklist, not a leap.
Until every row is done, live patient sends wait.
- 01Discovery, 20 minutes
- 02BAA signed and SMS consent copy approved
- 0330-day schedule import
- 04Preview and tone sign-off
- 05Send keys in place
- 06Then go-live after the hard-cut.
Top practices win on confirmation systems, not more front-desk hours.
Industry benchmarks show a wide gap between average and top practices on confirmation rates. New patients booked far out are especially likely to miss. The fix is a reliable send loop and a clear playbook, not another hire.
What we measure with the owner
No invented before/after percentages. Pilots start with a one-week baseline from their own schedule, then we score the same four numbers on day 30.
Confirmation rate
Share of next-72-hour visits confirmed before the morning huddle.
Same-week recovery
No-shows that rebook inside seven days after the recovery text.
Overdue hygiene booked
Recall list that turns into scheduled chairs, not another postcard.
New Google reviews
Asks sent after completed visits, once, while the visit still feels good.
Questions owners actually ask
Is this another engagement portal?
Chair-Fill is a guided install focused on filled chairs, with a playbook your front desk can run.
Is this a new practice management system?
No. DentalFlow sits next to the PMS you already have. We import a CSV or pasted 30-day schedule slice. There is no PMS sync. We do not replace Open Dental, Dentrix, or Eaglesoft.
More questions
Do you touch insurance or the chart?
No. No claims, no eligibility, no clinical notes, no imaging. If a workflow needs a diagnosis, it is out of scope.
When do patients actually get texts?
After the go-live hard-cut is done: BAA signed, SMS consent copy approved, send keys, 30-day import, and preview sign-off. Until then nothing messages a patient.
Does “Reply C” confirm the appointment?
No. Reply C does not confirm. The front desk marks the PMS.
Do I need to hire anyone?
No. The point is filled chairs without adding headcount. We train the team you already have.
What happens on the 20-minute call?
We confirm the leak is chair-fill, one location, and a schedule you can export. If you need billing or a new PMS, we will say so.
Founding-pilot economics live on Pricing.