Our team played a pivotal role in optimizing Dentma’s bridge for Keap CRM, specifically designed to enhance the operations of an orthodontic practice using Keap. A critical component of our work was the seamless integration between Dentma’s bridge and Dolphin PMS, ensuring that patient data flowed efficiently between the two systems. This integration was essential for synchronizing patient records, treatment plans, and appointment scheduling, eliminating manual data entry and reducing administrative workload.

Bridge Implementation with Dolphin PMS

The Dentma bridge served as a middleware between Dolphin PMS and Keap, automating the transfer of key patient data. Our team worked meticulously to configure this integration, ensuring that essential information—including patient demographics, treatment progress, and appointment details—was accurately mapped and updated in real time. This eliminated data discrepancies and allowed staff to access up-to-date patient records without manual intervention. We also optimized the bridge to trigger automated workflows in Keap based on updates in Dolphin PMS, ensuring that patient communication was timely and relevant.

For example, once an appointment was scheduled or rescheduled in Dolphin PMS, our automation triggered corresponding updates in Keap. This initiated automated reminders via email and SMS, ensuring that patients received timely notifications about their visits. Additionally, post-treatment instructions and follow-ups were sent automatically, improving patient compliance and engagement.

Campaign Management and Automation

Beyond integration, we focused on campaign management to enhance patient communication and engagement. Our team designed and deployed highly targeted email and SMS campaigns tailored to various stages of the patient journey. These campaigns included:

New Patient Onboarding: Automated welcome sequences that provided patients with key information about their orthodontic journey, treatment expectations, and necessary documentation.Appointment Reminders & Follow-Ups: Intelligent reminders based on appointment types and patient preferences, reducing no-shows and enhancing adherence to treatment plans.Payment Automation: We integrated invoicing and payment tracking systems within Keap, ensuring that patients received automated billing reminders and payment plan updates. This significantly reduced outstanding balances and administrative follow-ups.Re-engagement Campaigns: For patients who missed appointments or lapsed in treatment, we implemented targeted follow-up campaigns encouraging them to return to the practice.

Impact and Results

Our work transformed Dentma into a highly efficient, patient-centered practice. By integrating the Dentma bridge with Dolphin PMS, we eliminated manual data entry, improved workflow efficiency, and enhanced patient communication. The result was a streamlined practice with reduced administrative burden, improved appointment adherence, and a more personalized patient experience. Staff could focus on delivering high-quality care, while automation handled the routine operational tasks. Ultimately, our efforts led to increased patient satisfaction, higher retention rates, and improved financial performance for the practice.