How to Solve Your Dental Office Workflow Problems

Callie Norton
July 17, 2023
min read

Key Takeaways

  • Doctible tackles manual tasks: Streamline processes like scheduling, reminders, patient recall, and digital forms, freeing time and boosting efficiency.
  • Improve patient communication: Replace phone calls with secure text messaging for better accessibility, trust, and personalized care.
  • Reduce no-shows and late appointments: Utilize reminders, traffic alerts, and cancellation management/digital waitlist to minimize disruptions and maintain a full schedule.
  • Embrace digital workflows: Stay relevant and meet patient expectations by offering convenient online scheduling, automated communication, and paperless processes.
  • Unlock practice potential: Enhance productivity, improve patient experience, and achieve practice growth with Doctible's comprehensive workflow solutions.

Address Your Most Frustrating Issues with Doctible’s Digital Workflow Solutions

In your daily routine, you're no stranger to the many challenges that can interrupt your dental office’s workflow. From scheduling and patient communication to billing and managing staff, many responsibilities require your attention. Without efficient front-office operations, things can get out of control quickly.

But what if there was a way to make your job easier?

With Doctible—a leading patient engagement software—thousands of practices nationwide have been able to eliminate administrative burdens and free up more time for what truly matters: patient care.  

Here’s a closer look at how Doctible streamlines your dental office workflow, turning your office’s challenges into seamless operations.

Transform Manual Admin into Effortless Digital Workflows

Manual tasks seriously hinder productivity, harming the patient experience and your practice’s revenue. Between stacks of paperwork and endless phone calls, completing tasks can seem impossible. However, there’s relief yet, and it lies in the power of automation.

With Doctible’s digital workflow solutions, you can eliminate your most difficult manual tasks:

· Smart Messaging, Reminders, and Scheduler: Doctible helps your front desk eliminate non-stop phone tag. Automated messaging and appointment reminders improve communication, ensure appointment attendance, and keep everyone on the same page. Plus, the Smart Scheduler allows patients to schedule or request appointments at their own convenience, reducing phone traffic.  

· Patient recall is a vital task that requires manual tracking and numerous unanswered calls. It's crucial to ensure that patients attend their follow-up appointments—but this job can be incredibly time-consuming. Doctible’s Patient Recall technology does this process for you, monitoring visit histories and sending customized reminders for each appointment.

· Digital Forms: Excessive paperwork eats away at your front desk’s valuable time. With Doctible’s Digital Forms, you can streamline your practice’s intake process significantly, making it quicker and more efficient. The benefits are twofold: Patients appreciate the convenience, and your team members get a head start on processing patients’ information. Plus, your front office won't have to worry about filing and managing stacks of paperwork.  

Without paperwork and excessive phone calls, you can expect to run a more productive practice with stronger patient relationships.

Enhance Patient Communication Beyond Phone Calls

Effective communication is the backbone of any successful dental practice. It fosters trust, ensures treatment compliance, and leads to overall better patient outcomes. However, traditional communication methods, like phone calls, are more of a hindrance than a help. They lead to misunderstandings and missed messages, causing poor treatment outcomes and straining the patient-practice relationship.  

With Doctible’s strong patient engagement capabilities, you can communicate efficiently while meeting your patients’ needs in real-time:

· Patient Communicator: The Patient Communicator enables your dental office to send HIPAA-compliant, two-way texts to patients. It ensures both practices and patients are more reachable, leading to improved connections, trust, and patient compliance. Your office can answer questions swiftly, make appointment changes instantly, and share important updates seamlessly. This level of accessibility not only enhances patient satisfaction but also saves significant staff time.  

Doctible’s Patient Communicator opens the door to a more personalized form of communication. By allowing you to send tailored messages to your patients, it adds a personal touch that helps build stronger relationships. In fact, studies show that patients feel seen and appreciated when they believe their provider is trying to connect with them. Thus, more personable care means you’ll see a loyal, happier patient base.

Tackle Late Appointments & No-Shows Head-On

Without a well-coordinated schedule, your goal of maintaining a smooth and efficient dental practice is a distant dream. Missed appointments and no-shows wreak havoc on your office’s productivity, causing delays, unsatisfied patients, and—inevitably—financial damage.

However, Doctible’s scheduling and appointment features equip your practice with tools to combat these disruptions:

· Reminders: Patient Reminders and Voice Reminders reduce no-shows substantially, giving patients ample time to reschedule if necessary. Patients can confirm appointments without making a single phone call, and the practice gets notification alerts when patients confirm their appointment. Send automated and customized SMS text reminders for upcoming appointments—you can even choose the intervals and the messaging. Send from a custom phone number with your office’s branding to give reminders a personalized touch!  

· Traffic Alerts: Unexpected traffic issues can cause patients to be late. Doctible's innovative Traffic Alerts feature notifies patients of potential traffic delays, helping them plan their arrivals better.

· EasyFill: Despite the best planning, last-minute cancellations are an inevitable part of running a dental practice. But with Doctible's EasyFill, practices have filled 44% of all canceled appointments. As a proactive measure, this automated digital waitlist notifies patients when new slots become available, quickly filling open gaps.

Doctible helps you mitigate hiccups in your practice’s schedule, enabling you to keep a full (and chaos-free) calendar.  

Stay Relevant Through a Digital Workflow Process

In today's digital age, your adaptation to new technology is a vital part of running your business. With Doctible, your practice can meet the evolving needs of modern patients and adapt to the changing landscape of dental healthcare.  

Not to mention, the benefits of a digital workflow are too substantial to ignore. In one study, nearly 90% of health care organizations that implemented digital workflows saw significant results. These same providers continue to use automated text, email, and voice reminders to reduce no-shows and late arrivals.

As for the reason behind such a massive transition: A staggering 98% of patients prefer texting, echoing the preferences of around 6 billion smartphone users. With these statistics in mind, adopting digital technologies is crucial for dental practices to thrive in an increasingly connected world.

Overall, Doctible’s digital workflow automation does more than speed up your practice’s operations. They allow you to tap into the full potential of the digital age. You’ll be able to provide an enriched patient experience, cementing your position as a leading-edge dental practice.

Overcome Dental Office Workflow Challenges with Doctible

A healthy, productive workflow ensures smooth operations, superior patient care, and ultimately, practice growth. But without the proper tools, you risk congesting your operations with manual administrative tasks, poor communication skills, and a chaotic schedule.  

However, Doctible helps you eliminate your office’s bottlenecks and blockages. With leading-edge features like Smart Messaging, Patient Reminders, Digital Forms, and more, Doctible elevates your dental office’s workflow. Its advanced platform minimizes manual burdens and the possibility of human error, improves patient communication, and reduces scheduling chaos. Plus, it helps you meet the ever-growing digital demand of tech-savvy patients—which can transform your business’s trajectory today.

Your workflow should keep up with your goals. With Doctible, you can improve your workflow management, boost productivity, and unlock your practice’s full potential. Contact us today to learn more!


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Doctible Ranks as Top Patient Engagement Software. (2023, April 28). Doctible.

Fabrizio, N. (2019, February 28). Automated Appointment Reminders Lead to Fewer No-Shows. Medical Group Management Association.

Kershaw, K., Martelly, L., Stevens, C., McInnes, D. K., Silverman, A., Byrne, T., Aycinena, D., Sabin, L. L., Garvin, L. A., Vimalananda, V. G., & Hass, R. (2022). Text Messaging to Increase Patient Engagement in a Large Health Care for the Homeless Clinic: Results of a Randomized Pilot Study. Digital Health, 8, 20552076221129729.

Norton, C. (2023). Franklin Dental Combats Appointment Cancellations Using EasyFill. Doctible.

Callie Norton
February 2, 2024

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