For dental practices
Websites and booking for dental practices.
A US dental practice lives on hygiene recalls, insurance, and accepted treatment plans. The gaps are always in the same places: the plan nobody scheduled, the patient whose benefits reset unused, and the crown seat booked before the lab case came back. We build websites and systems that close them.
Recall & insurance
Hygiene, 6 month recall
Reminder sent · booked online
Insurance eligibility
Verified before the visit
Crown seat
Waiting on the lab case
Unscheduled treatment
12 accepted plans not yet booked
Membership plan
Renewed automatically
Recalls and reminders that know each patient's benefits.
Heard at the front desk
The same questions, all day.
Every one of these is a phone call, a DM, or a reception queue. A good website and booking system answers them before anyone has to pick up the phone.
- Do you take my insurance?
- How much is a cleaning without insurance?
- Do you have a membership plan?
- Can I finance my implants?
- Are you open on Saturdays?
The workflow
How a patient moves through your clinic.
Seven steps, from the first search to the next visit. At each one: what happens, where it usually goes wrong, and what we build to fix it.
01 / 07 Choosing a practice
Found by patients with their insurance card in hand
New patients search for a dentist near them who takes their insurance, then check reviews.
Where it goes wrong: The site does not say which plans you accept, so the call goes to a practice that does.
What we build
Clear insurance and self pay information, treatment pages, and online booking for new patients.
google / searchdentist near me accepting new patients ppoyourdental.com › new-patients
New patients welcome · insurance we accept · Your Dental
PPO plans we work with, self pay pricing, and our membership plan. Book your first visit online.
directory.example › dentists
Find a dentist
A list of local practices.
02 / 07 New patient forms
Forms and insurance done before the chair
Medical history, consent, and a photo of the insurance card.
Where it goes wrong: Clipboards in the waiting room, then the front desk types it all in.
What we build
Forms and insurance card photos completed online before the visit, straight into the chart.
forms / new patientBefore your first visit
Medical conditions
NoneMedications
InhalerInsurance
Card photo uploadedSubscriber
SelfDental anxiety
A littlePreferred contact
TextSend before my visit03 / 07 Insurance
Benefits checked before they arrive
Eligibility and benefits verified so the patient knows what they will owe.
Where it goes wrong: Surprises at checkout, and write offs when coverage was not what anyone assumed.
What we build
Eligibility checked ahead of the visit, with the patient's estimated portion shown up front.
insurance / verificationBenefits · J. Smith
Eligibility
Active · verified yesterday
Preventive
2 cleanings a year · 1 used
Annual maximum
Remaining shown to the patient
Estimate
Patient portion sent before the visit
04 / 07 Treatment plan
Accepted, financed, and scheduled
Treatment options with insurance estimates, the patient's portion, and financing.
Where it goes wrong: Plans are printed, explained once, then sit unscheduled for months.
What we build
Plans in the patient's portal, accepted online, with financing and scheduling in one step.
portal / treatment planYour treatment plan
Option 1: Crown, upper left
Recommended by your dentist
Insurance estimate
Your portion shown
Financing
Apply through your lender
Accept and schedule
Two visits needed
05 / 07 Lab work
Seats booked when the case is back
Crowns, bridges, and dentures go to a dental lab and come back for seating.
Where it goes wrong: Seat appointments booked on a guess, then moved when the case is late.
What we build
Lab cases tracked, with the seat appointment unlocked when the case is received.
lab cases / lc-0418Crown · #14
Patient: J. Smith
ScanSent to labReceivedSeat bookedThe seat appointment unlocks when the case is marked received.
06 / 07 Recall
Recalls that know their benefits
Hygiene recalls, often twice a year, and benefits that reset for many plans at year end.
Where it goes wrong: Recalls chased by phone, and patients who let a year's benefits go unused.
What we build
Recall reminders by text with online booking, plus a nudge before benefits reset.
messages / recallsHi James, you're due for your cleaning with Dr. Shah, and you still have benefits left this year. Book online here.Booked Tuesday at 9, thanksSee you then. We'll send a reminder the day before.07 / 07 Gaps
Cancellations filled by text
Cancellations and no-shows leave holes in the schedule.
Where it goes wrong: The hygiene chair sits empty because nobody has time to call around.
What we build
An ASAP list that offers the opening by text, first come first served.
messages / asap listA 2:30pm cleaning just opened up today. Reply YES to take it.YESIt's yours. See you at 2:30.
Numbers we design around
- cleanings most dental plans cover
- 2 a year
- cleanings most dental plans cover
- Recall reminders that line up with benefits keep the hygiene chairs full.
- when many plans' benefits reset
- Year end
- when many plans' benefits reset
- A reminder before benefits reset fills the fall schedule.
- membership plans for uninsured patients
- In house
- membership plans for uninsured patients
- A simple plan turns self pay patients into regulars.
Laws & regulations
The rules, built in.
US dental practices answer to their state dental board as well as federal privacy, pricing, and lending rules. These are the ones that shape your website and patient systems.
- State dental boards
State dental board advertising rules
What it saysState dental boards regulate dental advertising, including when a dentist can call themselves a specialist, and many require general dentists who offer specialty services to say so.
What we build inTeam pages that describe each dentist's credentials accurately, with specialist titles only where they are earned.
- HHS · OCR
HIPAA for forms, insurance, and messages
Source (opens in a new tab): 45 CFR Part 164: HIPAA Security, Breach Notification, and Privacy RulesWhat it saysMedical histories, insurance cards, treatment plans, and appointment messages all contain protected health information.
What we build inForms, plans, and messages stored securely, with access by role.
- CFPB
Truth in Lending: financing advertisements
Source (opens in a new tab): 12 CFR 1026.24: advertising (Regulation Z)What it saysAdvertising a specific monthly payment or other credit terms triggers extra disclosures, such as the APR and repayment terms.
What we build inFinancing applications sent through your lender, not handled in our system.
- State insurance regulators
In house membership plans
What it saysSome states regulate dental membership and discount plans, so check how yours treats an in house plan before you sell it.
What we build inPlan billing, renewals, and cancellation handled automatically.
What it saysUninsured and self pay patients have the right to a Good Faith Estimate of expected charges when they schedule care in advance, or when they ask.
What we build inEstimates generated from your fee schedule when self pay patients book ahead.
A plain English summary, not legal advice. Rules change, so check the source and take advice from your regulator, indemnity provider, or clinical lead.
Every rule for dental practices, and what it means for your websiteThe software you may be using
Good software, wrong fit?
Most US practices run on an established practice management system, then add a patient communication platform on top. The practice system is hard to replace, and usually should not be. The layer around it is where we come in.
Practice management systems
- Dentrix
- Eaglesoft
- Open Dental
Good at
Charting, imaging, scheduling, insurance claims, and billing, refined over many years.
May not fit if
You want a patient facing side that matches your brand: website, online booking, plan acceptance, and membership sign ups.
We keep your practice system as the record and build the patient facing layer around it, connected where it offers an integration.
Patient communication platforms
- Weave
- NexHealth
- RevenueWell
Good at
Texting, reminders, reviews, and online scheduling.
May not fit if
You are paying monthly for several tools that each do part of the job, or you want booking that looks like your practice.
Reminders, recalls, and booking built into one system with your name on it, or a custom front end on top of the tools you keep.
Off the shelf dental websites
- Website templates
Good at
Cheap and quick to launch.
May not fit if
Every practice in town looks the same, and the site cannot talk to your schedule.
A site with your real team, your plans and pricing, and booking that connects to your schedule.
Product names belong to their owners, and we are not affiliated with any of them. Every clinic is different, so we only recommend replacing software when it is genuinely holding you back.
Before and after
The same day, done differently.
New patient forms
Today: Clipboards in the waiting room
With a system built for you: Completed online before the visit, with an insurance card photo
Insurance
Today: Checked at the desk, or not at all
With a system built for you: Verified ahead of the visit, with the patient's portion shown
Treatment plans
Today: Printed and forgotten
With a system built for you: Accepted, financed, and scheduled in the portal
Recalls
Today: Phone calls when there is time
With a system built for you: Texts with online booking, plus a benefits reminder
Self pay patients
Today: Full price, so they put off care
With a system built for you: An in house membership plan, billed automatically
What we build
Built around how you work.
Hizmedia built AiwasLabs around how we actually work: the shop, the bookings, patient accounts, and a report parser our doctors use every day. Reports that used to be retyped by hand now go out in minutes, and more of our visitors book since launch. It feels like our own system, not software we rent.
AiwasLabsHome and clinic blood testing, UK- Booking conversions, after UX and journey mapping
- +35%
- Lighthouse performance score
- 90+
- Admin for products, bookings, reports, and fulfilment
- 1
Further reading
Guides for dental.
- 01Custom clinic software: when is a system worth it?Guides · 7 min read
- 02Does your clinic need an app, or just a better website?Guides · 4 min read
- 03Custom clinic system vs WordPress: which should your clinic build on?Comparisons · 5 min read
- 04How patients find clinics in AI search, not just GoogleSEO & AI · 5 min read
The next step
Ready for a fuller diary?
Tell us how your clinic runs today and where it hurts. We will map your workflow and tell you plainly what we would build, what we would connect, and what we would leave alone.
Common questions.
Usually not. Those systems do the clinical and claims side well, and switching is a big job. We build the patient facing side around yours: the website, online booking, plans, memberships, and recalls, connected where your system allows it.
Yes. Patients sign up online, pay monthly or yearly, and see what is included in their portal. Check how your state treats membership plans before launch, because some states regulate them.
Yes. When our work involves storing or handling protected health information, we sign a business associate agreement with you, and we build on hosting and vendors that will sign one with us too.
Practice websites start from $4,000. Booking systems, patient portals, and online stores start from $8,000. You get the exact figure before any work begins, with no surprises at the end.