DentCare Dental Clinic’s Automated Solution

1. Initial Situation

DentCare, a private dental clinic, was facing increasing administrative pressure and a lack of staff to manage daily patient communications. Most appointments were booked via phone or email, which led to frequent miscommunications and lost time slots.

Key issues included:

• Missed appointments due to forgotten visits.
• No effective system for tracking cancellations or changes.
• Limited visibility into patient history or frequent procedures.
• No automated reminders or follow-up process.
• Patients were often unsure what treatments were covered by their insurance.

2. Client Requirements

DentCare needed a solution that would:

• Automate appointment confirmations and cancellations in real time.
• Remind patients of upcoming visits automatically.
• Track visit history and procedures for each patient.
• Collect feedback after each appointment.
• Help patients understand their insurance coverage during booking.
• Send preventive care reminders based on treatment schedules.

3. LibiWeb’s Solution

We implemented a modular automation system on top of DentCare’s existing infrastructure. The result: streamlined operations, less manual work, and a more consistent patient experience.

a) Booking Automation

• Online bookings and cancellations are processed automatically.
• All changes are reflected in the dental team’s calendar in real time.
• Patients receive instant confirmations and reminders.

b) Smart Reminders & Feedback

• SMS and email reminders are sent 24 hours before each visit.
• Patients receive a feedback form after appointments to rate their experience.

c) Patient Data Management

• All treatment history is logged and visible to staff.
• The system suggests follow-up dates for procedures (e.g., next cleaning or x-ray).

d) Preventive Care Recall System

• Patients are automatically reminded when they’re due for preventive care (e.g., hygiene, check-ups).
• Reminder timing is based on past procedures and clinic recommendations.
• This reduces skipped care and keeps treatment consistent.

e) Insurance Coverage Integration

• The online booking form displays a list of supported insurers and what they typically cover.
• When patients select their provider, relevant coverage info appears (e.g. free annual check-up).
• This helps patients make informed booking decisions and reduces staff workload.

4. Results

Within weeks of deployment, DentCare experienced tangible benefits:

• 70% less time spent on manual communication and scheduling.
• 40% fewer no-shows thanks to timely reminders.
• Better patient compliance with routine care and follow-ups.
• More confident bookings, as patients understand their insurance coverage.
• Higher satisfaction among both patients and staff.

5. Conclusion

LibiWeb helped DentCare move from a reactive, manual system to an intelligent, automated workflow. This not only improved operational efficiency but also enhanced the overall patient experience — leading to more consistent care and stronger long-term relationships.

Looking to modernize your clinic’s processes?