"The collaboration was very well managed from start to finish."
James Foskin
Founder & CEO, TiAiMe Limited
Dental Patient Communication Software
Dental patient communication software that handles the volume, so your front desk handles the exceptions.
A front desk team calling through tomorrow's schedule each morning spends two to three hours on confirmation calls. Automated SMS confirmation clears the routine confirmations without staff involvement. The recall problem is bigger: a single postcard sent once has a single-digit response rate, while an automated multi-step sequence with a direct booking link brings overdue patients back at a rate that justifies the investment. Patient communication software doesn't replace the front desk, it clears the volume so staff work the exceptions.
Automated appointment reminders by SMS and email
Recall sequence automation for hygiene and check-up overdue patients
Two-way SMS for patient responses and queries
Review request automation after completed appointments
Bring the problem, the current workflow, or the existing code. We reply with a practical next step within one business day.
Trusted by
The brief
Start with what is not working.
Good software decisions begin with the constraint, not a list of features or a preferred technology.
01
Front desk spending two hours each morning calling patients to confirm appointments that could be confirmed automatically by text?
02
Patient recall running on postcards with a 10% response rate, with patients overdue for hygiene and no automated way to reach them?
Plain answer
Dental patient communication software automates the outreach a front desk does by hand: appointment reminders, recall sequences, two-way SMS, review requests, and lapsed-patient reactivation. It syncs with your practice management system to pull appointments and push confirmation status back. RaftLabs builds it to cut no-shows and reclaim front-desk hours, launching a working v1 in 10 to 14 weeks.
What to remember
- A two-step review workflow captures an internal rating before sending to a public platform, routing negative responses to the practice manager instead of Google.
- Urgent keyword detection (pain, emergency, bleeding) in after-hours SMS triggers an immediate alert rather than waiting for the morning team.
- PMS integration varies by system, Open Dental offers direct API access, Dentrix and Eaglesoft use vendor APIs or sync agents, confirmed and tested during scoping.
- A first module (reminders, recall, PMS integration) starts around $15,000-$35,000; two-way SMS, review automation, and reactivation grow it to $35,000-$70,000 over time.
- During practice hours, incoming messages appear in the staff dashboard, while outside hours an auto-reply acknowledges the message and offers a callback request.
The morning phone-around nobody enjoys.
A front desk opens the day with tomorrow's schedule and a phone. Call, leave a voicemail, cross a name off, call the next one. Two to three hours gone before the first patient sits in a chair, and half the confirmations still land as voicemails nobody returns.
Now a text goes out instead. Patients reply a single character to confirm or reschedule, and the schedule updates itself. The overdue-hygiene list that used to get one postcard a year runs as a sequence that keeps asking until the chair is booked.
The software doesn't replace the front desk. It clears the volume so the front desk works the exceptions.
Automated SMS confirmation clears the routine confirmations without a staff member touching the phone. Text message reminders improve appointment attendance over no reminder at all (Cochrane systematic review of healthcare appointment reminders, 2013). The recall problem is the bigger one. A single postcard sent once has a response rate in the single digits. An automated sequence does better: SMS at the due date, email at one month overdue, and a phone flag at two months, each carrying a direct booking link, brings overdue patients back at a rate that pays for the build.
RaftLabs has shipped production software since 2015, including healthcare and patient-engagement platforms. Every project is fixed-cost, scoped and priced in writing before a line of code is written. You launch a working v1, reminders and recall integrated with your PMS, in 10 to 14 weeks, then add two-way SMS, review automation, and reactivation as the practice is ready.
This works when the front desk is drowning in routine outreach.
Everything on the left should already be true for your practice. Even one thing on the right, and an off-the-shelf reminder app is the smarter first step.
A fit
Your front desk spends two to three hours each morning calling patients to confirm appointments.
You run a practice management system, Open Dental, Dentrix, or Eaglesoft, the software can pull appointment data from.
Recall runs on postcards today, with patients overdue for hygiene and no automated way to reach them.
Not a fit
No practice management system to pull appointment and recall data from.
Patient volume low enough that manual calls already cover confirmations and recall.
You want a month-to-month reminder app, not a custom system built on your own data.
What we build
What we build into your patient communication system
- 01
Appointment reminder automation
A configurable sequence per appointment type runs 7-day email, 48-hour SMS, and day-of confirmation prompts on Twilio or Vonage, with confirmed status pushed back to your PMS and unconfirmed appointments flagged to the front desk. - 02
Recall sequence management
Overdue recall identification pulls from the PMS integration, running a multi-step sequence that cancels automatically on booking and flags non-responders for a targeted reactivation campaign. - 03
Two-way SMS communication
A dedicated practice number routes replies to a staff dashboard, with conversation history stored against the patient record. After-hours messages get an auto-reply, and urgent keywords (pain, emergency, bleeding) trigger an immediate alert rather than waiting for the morning team. - 04
Review request automation
A pre-send internal rating step routes positive responses to your Google Business Profile and negative ones to the practice manager, with the rating and appointment details, so a bad experience is caught before it becomes a public review. Review volume is reported over time. - 05
Patient reactivation campaigns
Segmented campaigns by time since last visit carry tailored messages and offers, with birthday touchpoints and performance reporting on booking rate and revenue per reactivated patient. - 06
PMS integration
Appointment data pulls automatically on a set schedule. New appointments trigger reminder sequences, and confirmation and rebooking events push back so the PMS schedule stays accurate. Open Dental offers direct API access; Dentrix and Eaglesoft connect through vendor APIs or a sync agent, tested on your live PMS during scoping.
Have a patient communication project?
Tell us your current PMS, location count, and the recall and no-show problems you want to fix. We'll scope a solution and give you a fixed cost.
How it works
From scope to live communication system
- Week 101
PMS and workflow scoping
We map your PMS, location count, and current recall and reminder process. You leave week 1 with a written scope document and a fixed-price quote.
- Weeks 2-402
Sequence and integration design
Reminder cadence, recall sequences, and PMS data mapping designed against your actual practice workflow.
- Weeks 5-1103
Build and integrate
Reminder engine, two-way SMS, and PMS integration built in parallel, tested against real appointment data.
- Final 2-3 weeks04
Launch and front desk training
Front desk trained on the dashboard and escalation workflow before full rollout.
Where you land in that range depends on scope, not negotiation:
- Focused build, $15,000-$35,000
- Appointment reminders, recall sequences, and PMS integration for a single-location practice.
- Full build, $35,000-$70,000
- Everything in the focused build, plus two-way SMS, review request automation, and reactivation campaign management.
What it costs
Dental patient communication, starting at $15,000.
Reminders, recall, two-way SMS, review automation, and reactivation, integrated with your PMS and priced in writing before development starts.
Start with reminders and recall for one location. Add two-way SMS, review automation, and reactivation once you've seen the no-show rate move.
Starting investment
Starts at $15,000
Reminders and recall integration ship first, live in 10 to 14 weeks. Add two-way SMS and review automation as the practice is ready for them.
No hourly billing
We map your PMS and workflow, then lock that price in writing before any development starts. No hourly billing, no surprise invoices.
Continuity
The team that assesses your PMS and workflow is the team that builds it. No handoff after the contract is signed.
Proof
What clients say about working with RaftLabs
Three-year average engagement. Founders and operators describing the work in their own words. No marketing varnish.
RaftLabs has been an exceptional partner. From the start, they became more than just a service provider, they embraced our vision with their expertise and dedication. We're proud of the result.
Jennyfer Ngueno
CoFounder & CEO, Sekou
Work with us
Tell us where the work is stuck.
Bring the rough workflow, half-built product, or messy brief. We will map the smallest useful first move, then send scope, timeline, and price in plain English.
- Scope and cost agreed before work starts. No surprises. No obligation.
- Working prototype within 3 weeks of kickoff.
- Pay by milestone. You see progress before each invoice.
- 60-day post-launch warranty. Bug fixes, UI tweaks, and deployment support. No retainer.
- All conversations are NDA-protected.
Common questions
Integration approach depends on your PMS and version. Open Dental has a documented open API allowing direct read/write access. Dentrix integration uses the Enterprise API or a local sync agent for older versions. Eaglesoft integration uses the Patterson API or a data bridge. We confirm the method during scoping and test against your live PMS before go-live.
Yes. During practice hours, incoming messages appear in the staff dashboard. Outside hours, an auto-reply acknowledges the message and offers a callback request, while urgent keyword detection sends an immediate alert to a designated after-hours contact rather than waiting until morning.
Review requests include a brief internal rating step before sending to a public platform. Patients who rate positively go directly to your Google Business Profile; patients who rate negatively route to the practice manager with the rating and appointment details, so the practice can follow up before anything posts publicly.
A focused system covering appointment reminders, recall sequences, and PMS integration for a single-location practice typically runs $15,000 to $35,000. Adding two-way SMS, review request automation, and reactivation campaign management typically runs $35,000 to $70,000.