Industries · Dental clinics
Treatment plansthat don't stallafter the first visit.
We build dental practice systems that connect chairs, treatment plans, lab cases, recalls and billing — so an accepted plan moves from consultation to final fitting without anyone keeping it in their head.
- Chair scheduling
- Treatment plans
- Lab case tracking
- Hygiene recalls
- Insurance pre-approvals
- Instalments & billing
- Branch dashboards
01Where dental practices leak
The chair is full. The plan is still half-done.
Most practices are good at filling today's diary. What slips is everything between appointments: plans, lab work, recalls and balances.
01Accepted treatment plans quietly stop after visit one
What happens
A patient accepts a four-stage plan, has the first stage done and leaves without the next appointment booked. Nobody owns the remaining stages; the plan lives inside the clinical notes.
What it costs
Unfinished treatment, revenue the practice already earned the right to, and patients who return months later with a worse problem.
With one system
Every plan becomes a tracked record with stages, an owner and a next appointment. Plans with no future booking surface on a list the front desk works every day.
02Lab cases are tracked on a whiteboard and WhatsApp
What happens
Crowns, bridges, aligners and dentures go out to two or three labs. Due dates sit on a whiteboard and status updates arrive as photos in a group chat.
What it costs
Fitting appointments booked before the work is back, patients sent home, chair time lost and awkward calls to the lab.
With one system
Each lab case is linked to the patient, the plan and the fitting appointment. If the case isn't marked received, the fitting is flagged before the patient sets off.
03Hygiene recalls depend on a spreadsheet nobody updates
What happens
Six-month check-ups and cleans are due on dates scattered across patient files. Someone exports a list when the hygienist's book looks quiet.
What it costs
Empty hygiene slots, patients who drift to another practice and a steady loss of the most predictable work the clinic has.
With one system
Recall dates come from each completed visit. Lists build themselves by due date and reminders go out on your rules or after staff approval.
04Chairs, specialists and rooms are booked in different places
What happens
The visiting orthodontist keeps their own diary, the implant surgeon needs a specific chair and equipment, and reception juggles both by memory.
What it costs
Double-booked chairs, specialist days that run half-empty and long appointments squeezed into slots that can't hold them.
With one system
One schedule by chair, clinician and procedure type, with durations, equipment and specialist days built in — reception only sees what genuinely fits.
05Instalments, insurance and estimates don't match the treatment
What happens
Estimates are typed in a document, instalment plans sit in a spreadsheet and insurance pre-approvals are chased by email.
What it costs
Patients surprised by balances, procedures started before approval, and month-end reconciliation that takes days.
With one system
Estimates, approvals, deposits and instalments hang off the treatment plan, so every stage shows what's approved, paid and still due.
02Dental platform preview
What your practice system could look like.
The views a receptionist, treatment coordinator, practice manager and owner would open every day. Each one is designed with your team in discovery.
Illustrative interface with sample data — your system is designed around your chairs, clinicians and treatments.
Illustrative demo · sample dataCan you picture your own chairs on it?
Build your practice system03Solutions
The parts of a dental system — chosen for your practice.
Every procedure in a slot that fits
Chair & clinician scheduling
Book by chair, dentist, hygienist and procedure. Durations, surgical kits, sterilisation turnaround and visiting-specialist days are built into the rules, so long cases never land in short gaps.
- Procedure-based durations
- Specialist and visiting-clinician days
- Emergency holds released on rules
- Multi-branch chair views
Every procedure in a slot that fits
Chair & clinician scheduling
Book by chair, dentist, hygienist and procedure. Durations, surgical kits, sterilisation turnaround and visiting-specialist days are built into the rules, so long cases never land in short gaps.
- Procedure-based durations
- Specialist and visiting-clinician days
- Emergency holds released on rules
- Multi-branch chair views
Not every practice needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that keeps plans and recalls moving.
AI in your practice system works on its own records — plans, schedules, lab cases, recalls and invoices. It finds what has slipped and drafts the next step; your team decides.
AI here supports practice administration only. It doesn't diagnose, read radiographs, recommend treatment or answer clinical questions — those go to a dentist. Patient messages use approved templates and are sent by staff unless you set specific rules, and access follows each user's permissions.
- 01
Unfinished plan finder
Coordinator sendsWhich accepted plans have stalled this month?Lists plans with a completed stage but no next appointment, grouped by dentist and value, with a draft follow-up message for each patient waiting for the coordinator's review.
- 02
Lab and fitting checks
Are all of tomorrow's fittings ready?Checks each fitting against its lab case. If a case isn't marked received, it flags the appointment and drafts a message to the lab and one to the patient — nothing is moved without approval.
- 03
Recall list builder
Sent after approvalFill next week's open hygiene slots.Matches overdue recall patients to open hygiene slots by preferred branch and time of day, then prepares reminders for reception to send.
- 04
Enquiry assistant
Admin questions onlyA WhatsApp enquiry asks how much implants cost and whether you're open Saturday.Replies with your approved price-range wording and opening hours, offers consultation slots from the live schedule and hands it to reception. Any question about symptoms or suitability is passed straight to staff.
- 05
Estimate and approval summaries
What's waiting on insurance this week?A short list of pre-approvals by insurer and due date, with the plans and appointments each one is holding up.
- 06
Reporting in plain language
How did plan acceptance compare between the two branches last month?Answers from your own plan and booking records, shows the figures and links to the plans behind them.
05A day with ORCHESTR
One clinic day, before and after.
- 07:50Lab cases already matchedReceived cases are already matched to today's fittings; the one overdue case is flagged with the affected appointment.
- 08:30Emergency hold in viewThe held emergency slot on Chair 1 is visible; reception books it and the hold is released for the rest of the day.
- 10:15Next stage prompted at checkoutCheckout shows the plan's next stage and its estimate, so the crown preparation is booked before the patient leaves.
- 13:00Recall list ready to sendOverdue recall patients for this branch are listed against the open slots with reminders drafted for reception.
- 15:30Approvals on the planThe approval status sits on the plan stage; anything blocking a booked appointment is flagged in red.
- 18:45Owner checks the weekProduction, chair utilisation and open plan value by dentist and branch are on the owner's phone.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works alongside your dental software.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Messaging
- WhatsApp Business APIEmailSMS gatewaysWebsite forms
- Clinical & imaging
- Existing dental practice software (via API or export)Imaging and scanner systems (file links, where available)
- Labs
- Lab portals (where available)Email and PDF case forms
- Payments
- Card payment gatewaysPayment linksInstalment providers (where available)
- Accounting
- Zoho BooksQuickBooksXero
- Calendars & data
- Google CalendarMicrosoft 365 / OutlookSpreadsheets & exports
07How we build your system
Built around your practice — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the practice.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Plans that reach completion
Every accepted plan has a next step and an owner, so treatment doesn't stop between visits.Fittings that go ahead
Lab cases are tied to appointments, so patients aren't called in before the work is back.A fuller hygiene book
Recalls are generated from each visit rather than rebuilt from exports when the diary looks quiet.Chairs used the way they should be
Long procedures, specialist days and sterilisation time are part of the booking rules.Fewer billing surprises
Estimates, approvals, deposits and instalments all sit on the plan the patient accepted.A clear picture for the owner
Production, acceptance and utilisation by dentist and branch, without month-end exports.
09Possible use cases
How different dental practices could use it.
Examples of what we could build — not completed client projects.
Recalls and plans under control
A four-chair practice replacing a diary, a recall spreadsheet and a lab whiteboard with one system the front desk works from all day.
Long treatments, tracked stage by stage
Aligner and brace cases with many short visits, refinements and lab orders, plus deposits and instalments across the treatment.
Shared patients, separate chairs
Branch-level chair schedules and teams, specialists who rotate between sites and a group dashboard for production and utilisation.
High-value plans that close
A consultation-to-acceptance pipeline for larger cases, with estimates, financing questions and follow-ups handled by a treatment coordinator.
FAQs
Dental practice questions, answered.
Healthcare & wellness
01Does this replace our dental charting software?
Not by default. Charting, perio records and imaging belong in clinical software built for them. We build the operational layer — scheduling, plans, lab cases, recalls, billing and reporting — and connect to your clinical system where it offers an API or export. If you want us to scope clinical records too, we treat that as a separate, explicit decision.
02Can it track work with several dental labs?
Yes. Each lab has its own record, cases are linked to patients, plans and fitting appointments, and due dates, remakes and costs are tracked per lab. Where a lab offers a portal or API we look at connecting to it; otherwise status is updated by your team in a few clicks.
03How do treatment plans work if the dentist writes them in our clinical system?
The plan's stages and estimate can be entered or imported once, then tracked operationally: which stages are booked, approved, paid or waiting for the lab. The clinical detail stays where the dentist wrote it.
04Can patients pay in instalments?
We can track deposits, instalment schedules and payments against each stage of a plan, send payment links and flag missed instalments. Third-party financing providers are connected only where they expose an API, which we confirm in scoping.
05What about insurance?
The system handles the administrative side: payer details, pre-approval requests, status, owners and follow-ups on each plan stage. Electronic submission to a specific insurer or claims platform depends on what they allow, so we check before committing to it.
06Will AI talk to our patients?
Only if you want it to, and only for administration — opening hours, approved price wording, booking requests. It never comments on symptoms, X-rays or treatment options; those questions go to your team.
07Can we bring over our recall dates and patient list?
Usually yes, from your current software's export or API. We map patients, families, recall intervals and open plans, clean duplicates and agree exactly what moves before go-live.
08How is patient information protected?
Every user has a role, and permissions are enforced on the server — reception, coordinators, hygienists and owners see only what they need. Hosting location, retention and the regulatory requirements that apply to your practice are agreed in scoping with whoever handles compliance for you.
09How is a dental system priced?
We quote after a discovery call, once we know your chairs, branches, modules and the integrations involved. Hosting and ongoing support are set out separately in writing.
Start here
Let's mapyour practice.
Tell us how your chairs, plans and labs run today. We'll show you how one system could connect them.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your practice runs today.
- 03If there's a fit, a written scope and quote — no obligation.
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