Front desk recall and treatment follow-up
Dental clinic workflow audit for recall, unscheduled treatment, and front desk admin
Help the front desk keep recall, hygiene reactivation, unscheduled treatment, cancellations, intake forms, and patient follow-up from becoming manual busywork.
From CAD 6,500 · fixed before we start · 10 business days · 6 deliverables
How the sprint works →Built by Duncan Anderson, an AI engineer and data scientist who builds practical automation around real operating workflows.
What usually breaks
Where dental clinics lose time or revenue
The first audit is deliberately narrow. We identify the repeatable workflow, the owner, the inputs, the status points, and the places where a small automation would actually survive daily use.
- Overdue recall lists are pulled irregularly and worked inconsistently.
- Unscheduled treatment plans do not have a clear follow-up owner or next-touch date.
- Cancellations create holes that are filled manually under pressure.
- Patient intake or insurance follow-up requires repeated staff chasing.
Readiness Sprint
A fixed first step before any larger automation build
Before anyone builds, we map one costly workflow end to end, decide what AI should draft and what people must approve, and write the pilot brief. You keep every document whether or not we build together.
- From CAD 6,500, fixed before we start
- 10 business days
- 50% to start, 50% at readout
- English or French
Six things you keep
Workflow map
Current state end to end: steps, handoffs, systems, volumes and where time goes.
Intake and status schema
The fields and states a system would read and write, agreed with the people who do the work.
Exception taxonomy and decision rights
What goes wrong, how often, and who is allowed to decide each case.
Review-first prototype spec
Exactly what AI drafts, what a person approves, and what is never automated.
Pilot and measurement brief
Scope, baseline, success metric, stop conditions and a fixed-fee build quote.
Executive readout
Findings and a clear build / don't-build recommendation, with one round of revisions.
Offer path
Operations Inbox and Admin Queue
A practical queue for owner, status, aging, missing information, and next action.
First build could be
A small workflow your team can review
Recall and unscheduled-treatment follow-up queue with next action and owner.
Not this
Clear scope boundary
This supports front desk follow-up and admin consistency, not clinical judgment.
Workflow map
The audit follows the real work, not a generic AI checklist
The audit targets front desk admin and follow-up consistency; clinical judgment stays with the clinic.
Patient segment: overdue recall, unscheduled treatment, cancellation, incomplete intake, insurance/document follow-up.
Data source, status, last contact, next recommended touch, channel, and owner.
Message templates by patient context with clear staff approval rules.
Daily/weekly front desk queue for high-value follow-up work.
Automation candidates
Likely first builds
The right first build is usually small, specific, and close to revenue or deadline pressure.
Recall and unscheduled-treatment follow-up queue with next action and owner.
Patient-specific message drafts for staff review.
Cancellation gap list to help fill hygiene/production openings.
Incomplete intake and insurance follow-up reminders before appointment day.
Audit output
What you get back
The goal is a decision-ready plan: what to automate first, what to keep manual, and what data or tool connection is needed.
- A front desk follow-up map by patient segment.
- A recall/treatment queue structure with status and next action.
- A patient messaging and approval workflow plan.
- A practical automation candidate that fits the clinic's PMS and communication tools.
Request a fit review
Send the workflow that is costing time, deals, or deadline confidence
Specifics help. Include the tools involved, how the work arrives, who owns it, where status gets lost, and what would count as a useful win.
What happens next
I review every workflow personally and usually reply within two business days. If there is a fit, the next paid step is the AI Readiness Sprint.
From CAD 6,500 · fixed before we start · 10 business days · 6 deliverables
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