Every patient journey. One platform.
SmileOX is the patient experience platform built exclusively for dental clinics. It captures every enquiry, responds in seconds, nurtures every lead, coordinates every case, and keeps your existing patients coming back.
One system, one login, connected to your practice management software. You switch on what you need and shape it to how your clinic runs.
smileOXONE PLATFORMNew patients don't wait. Most clinics make them.
- Enquiries arrive around the clock. Front desks answer them in business hours, and the first response commonly takes hours to days.
- Lead response research shows contacting a lead within 5 minutes makes qualifying it around 21 times more likely than waiting 30 minutes.
- Most buyers go with the business that responds first. In dentistry, that is usually whoever answered the phone.
- After one unanswered call, structured follow-up in most clinics is zero. The lead is never touched again.
Every drop on this chart is marketing money already spent. The leak is not the ads. It is what happens after the enquiry lands.
Replace the stack. Keep your PMS.
No integrations to duct-tape together. No per-tool subscriptions. No asking your team to learn six systems. SmileOX connects to your practice management software and runs everything around it.
Every enquiry lands in one place, triaged.
Facebook and Instagram lead forms, Google, your website, web chat, phone calls, walk-ins and imports. The moment an enquiry exists, SmileOX has it, and starts working it.
Before your team picks up the phone, the patient has been invited to complete whatever you have configured the AI to collect: smile photos, treatment interest, preferred times, a booking deposit. Everything they send lands on their patient file, alongside every call, message and note that follows.
Photos arrive before first contact. Your dentist reviews the case before the consult, and the patient has already invested effort in you.
Your front desk always knows who to call first.
Every lead is scored automatically from its behaviour: how it engages by SMS and email, what it says and how it says it, whether photos were uploaded, how close the patient lives, and when the enquiry was submitted.
The score recalculates as the lead behaves. The result is a ranked call list instead of a guessing game, so the ten minutes your team has between patients goes to the leads most likely to book.
Speak to the lead while they're still looking at your ad.
Lead Bridge turns a form fill into a live phone call. The moment a new lead arrives, SmileOX rings your clinic, reads out who it is and what they want, and connects them the second reception accepts.
- Business-hours aware. Outside opening hours, leads skip the bridge and go straight to automated AI follow-up.
- Per-source control. Turn it on for the campaigns where speed matters most.
- Your caller ID, an optional delay so reception can pull up the lead's details, and a full activity log of every bridge call.
"Hi, do you have anything for a chipped front tooth this week?"
"We do. I can offer Thursday 2:15pm or Friday 9:00am with Dr Hiral. Which suits you better?"
"Friday morning works."
"Booked. You'll get a confirmation text now with everything you need."
A front desk that never puts anyone on hold.
The AI receptionist answers on every channel. Voice: it takes calls your team can't, answers questions, offers real appointment times and books them. Web chat: it converts website visitors into named, contactable leads. SMS: it follows up every enquiry instantly and keeps the conversation going until the patient books or replies.
Every call is recorded, transcribed and summarised. When a conversation needs a human, it hands over with the full history attached, and every response time is measured.
Follow-up that builds itself on a canvas.
Journey Flow is a drag-and-drop automation canvas. A journey starts from a trigger, such as a new lead from a specific source, then runs any sequence you draw: emails, SMS, WhatsApp, AI-written messages, AI calls, waits, and yes/no branches based on whether the patient replied.
Every lead source and every board column can run its own journey, and a lead exits automatically the moment they book or reply, so nobody gets an automated nudge after a human conversation has started.
Each column runs its own recovery funnel. "Too expensive" gets payment plan messaging. "No response" gets a persistence sequence. "Not ready" gets a long, patient nurture.
Lost is a reason, not a graveyard.
In most clinics, a lead that doesn't book disappears into a spreadsheet. In SmileOX, every lost lead is filed under why it was lost, and every reason has its own automated path back.
Your dormant database gets the same treatment: leads from last year re-enter reactivation funnels, because a cold list is still a list of people who once wanted treatment.
A dentist's eyes on every lead, before the first visit.
Every photo submission lands in a review queue. Your dentist opens it, records observations and the treatment options worth discussing, and SmileOX compiles them into a Smile Summary document, emailed to the patient.
The patient gets genuine value while they are still deciding, and the lead stays warm until it hits the chair. Through their own portal, they keep adding to the file: more photos, STL scans, treatment plans from other clinics.
Every upload deepens the file, and the patient keeps investing in your clinic instead of ringing around.
Virtual consults, recorded and remembered.
Run video consultations from inside the platform. Scheduling, the consult calendar, recordings, consult notes and post-consult reviews all live in one dashboard, on the patient's file.
Every consult is summarised by AI, so the treatment coordinator picks up exactly where the dentist left off, without replaying a 40-minute recording or deciphering handwriting.
Open scans in the browser. No extra software.
Drag a CBCT or OPG straight into SmileOX and view it where the rest of the case lives. Scroll through slices, switch between stack and multi-planar views, adjust window and level, and measure lengths and angles on screen.
Imaging sits next to the photos, consult notes and treatment plan on the same patient file, so a referral or case discussion never means exporting files or emailing discs.
From consult to treatment, tracked to the dollar.
High-value cases are won or lost in the coordination after the consult: treatment plans, finance conversations, scheduling. Case Flow gives your coordinator one board with every open case, its value, its owner, and how long it has sat still.
Days in stage turns red before a $19k case quietly goes cold.
Photos, scans and AI summaries travel with the case. Nothing gets retold twice.
Pipeline value by stage tells you next month's production before it happens.
Referrals without the fax machine.
Refer+ is digital referrals between practices. Receive referrals from other clinics into a tracked pipeline, and send your own to specialists and labs with the imaging, photos and notes already attached, straight from the patient file.
Both sides see the same status: reviewing, accepted, booked, completed, report returned. A built-in referral chat replaces the phone tag, and nothing gets lost between reception desks.
Referral relationships become a measurable channel: who sends you patients, who you send to, and how fast cases move.
Your database is an asset. Work it.
A busy book still leaks: overdue hygiene, incomplete treatment plans, patients who drifted away. SmileOX runs automated recall sequences by SMS and email, then escalates to a call task for your team only when automation hasn't landed the booking.
Beyond recalls, run SMS and email campaigns to your existing patients: offers, newsletters, reactivation pushes, all from the same platform holding the patient files, with results tracked to bookings, not opens.
Own your Google presence.
- Google Business Profile, automated. Review replies drafted by AI in your clinic's voice, posts published on schedule, every review answered.
- Google Ads with full transparency. Spend, leads, cost per lead and cost per booking on your dashboard, not buried in an agency PDF.
- SEO built in. Search Console, keywords, backlinks and website audits in one workspace, tied to the leads they actually produce.
- Review requests at the right moment, triggered by completed treatment, not sent in bulk.
"Was nervous about the extraction but the team made it so easy. Highly recommend."
Your leads, on a map.
Every lead is plotted around your clinic, coloured by stage, with density heat and nearby competitors overlaid. You see which suburbs feed you, where a growth corridor is opening, and where a competitor owns ground you're paying to advertise into.
Measured to the second. Attributed to the dollar.
Time to first SMS, first call, first note, for every lead, every source and every team member, benchmarked against the prior period. A per-lead leaderboard shows exactly which enquiries waited longest.
Lead analytics closes the loop: win rate by source, won deal value, days to convert, and loss reasons ranked. You know what each channel returns before you renew the spend.
| LEAD | SOURCE | FIRST TOUCH |
|---|---|---|
| Maggie H. | 11h 57m | |
| Chris M. | 3h 12m | |
| Anes H. | 32s |
See it on your own leads.
Bring one week of your enquiries. We'll walk through exactly what SmileOX would have done with each of them, minute by minute, and shape the platform around your clinic, not the other way round.