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.
Agency or in-house, one operating model.
Every enquiry lands in one pipeline, triaged.
Facebook and Instagram lead forms, Google, your website, web chat, phone calls and imports. The moment an enquiry exists, SmileOX has it, and the patient is invited to complete whatever you have configured the AI to collect: photos, treatment interest, preferred times, a deposit.
Every stage from first call to Appointment Scheduled to Converted sits on one board, with response-time KPIs measured live at the top.
Live speed KPIsBooked and tracked automaticallyAI, Hot, Booked tags are applied automatically as the lead behaves, so the board reads itself.
Scored on six signalsYour front desk always knows who to call first.
Every lead is scored automatically: proximity, SMS responsiveness, intent and sentiment, photos uploaded, email engagement and submission timing. The score recalculates as the lead behaves, and flags exactly what is missing, like no postcode or no SMS reply.
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 on your ad.
The moment a new lead arrives, SmileOX rings your clinic, announces who it is and what they want, and connects them live the second reception presses 1. Business-hours aware, your caller ID, and switched on per source, so it runs only on the campaigns where speed matters most.
Turn it on per sourceOutside opening hours, leads skip the bridge and go straight to automated AI follow-up. Every bridge call is logged.
"Do you have anything for a chipped front tooth this week?"
"We do. Thursday 2:15pm or Friday 9:00am with Dr Hiral. Which suits?"
"Booked. Your confirmation text is on its way."
SMS and calls in one threadA front desk that never puts anyone on hold.
The AI answers on every channel. Voice: it takes the calls your team can't, answers questions and books real appointment times. Web chat: it turns website visitors into named, contactable leads. SMS: it follows up every enquiry instantly, in your clinic's voice.
Every conversation lives on one communication thread per patient: SMS, calls, recordings and AI summaries together, tagged automatically with outcome and temperature.
Every call, read and understood.
Incoming and outgoing, every call is recorded, transcribed and analysed. The AI extracts the outcome, treatment interest, contact type, suggested status and next action, with a confidence score on each, plus flags like the health fund mentioned and whether price was discussed.
The full call log shows direction, duration, outcome and a summary for every conversation, so a manager can audit a week of phones in five minutes.
AI reads every call
Incoming and outgoing, summarisedAI triage on any source, in five steps.
Point an automated journey at any lead source: pick the source and audience, choose the channels (SMS, email, WhatsApp, AI SMS, AI calls), configure the messages, set the timing, review and go. New leads only, or sweep in the existing ones too.
Behind the wizard sits a full drag-and-drop canvas with waits and yes/no branching, and a lead exits the moment they book or reply, so nobody gets an automated nudge after a human conversation has started.
Five steps, per sourceQuiet-hours aware. Messages to existing leads are staggered and respect quiet hours automatically.
Lost is a reason, not a graveyard.
Every lost lead is filed under why: too expensive, too far, booked elsewhere, not ready, no response, not a fit. Each reason gets its own one-click nurture funnel, and the board tracks who re-engaged, who unsubscribed and who was recovered.
- "Too expensive" gets payment plan messaging. "No response" gets persistence. "Not ready" gets a long, patient nurture.
- Recovered leads are counted at the top of the board, so the funnels prove they pay for themselves.
- Nothing is deleted. A cold list is still a list of people who once wanted treatment.
Every loss has a reasonOne-click nurture funnelsA dentist's eyes on every lead, before the first visit.
The free consult problem: a patient books in for the treatment they think they need. The dentist looks in the mouth and finds a completely different case. The consult is spent resetting expectations, and that chair time is gone.
Smile Summary ends it. Your dentist reviews the photos before the visit, records observations and the options worth discussing, and the patient receives them as a document from your clinic. Through their own portal, patients keep adding to the file: photos, STL scans, documents and DICOM from other clinics.
Chair time protected. The dentist has seen the case before it books, so the consult starts on the right treatment conversation, not a surprise.
Observations and treatments, one screen
STL, documents and DICOM on the patient fileVirtual consults, recorded and remembered.
Run video consultations from inside the platform. For complex cases, a short virtual consult confirms the treatment direction before any chair time is committed, picking up exactly where the Smile Summary left off. Scheduling, calendar, recordings, notes and reviews all live on the patient's file, and every consult is summarised by AI.
Consults, recordings and calendar in one placeNo-shows are tracked and feed straight back into recovery journeys.
Full CBCT review in the browser. No extra software.
Multi-planar views, a 3D volume render, window and level, length and angle tools. Scroll slices, drag crosshairs, rotate the volume, from any computer in the practice, with the imaging sitting on the same patient file as the photos, notes and treatment plan.
Group practices: review diagnostics between surgeries, from any room. No imaging workstation, no per-seat licence.
Second opinions arrive complete: patients upload scans from another clinic through their own portal.
Referrals travel with the imaging attached, so a case discussion never means exporting files or emailing discs.
From lead to treatment complete, tracked to the dollar.
Every case moves across one board: new case, treatment plan, finance and funding, scheduled, in treatment, complete. Each card carries its value, its source, its coordinator and how long it has sat still, so next month's production is visible before it happens.
- Won leads become cases automatically, carrying photos, scans and AI summaries with them.
- Finance and funding is a stage, not an afterthought, so money conversations are tracked like clinical ones.
- Source stays attached to the dollar all the way to treatment complete, closing the loop on marketing spend.
Pipeline value by stageDays in stage turns redReferrals without the fax machine.
Send a digital referral to any clinic on SmileOX straight from the patient file, with the imaging, photos and notes already attached. Receive referrals into a tracked pipeline: reviewing, accepted, booked, completed, report returned, with a built-in referral chat replacing the phone tag.
For multi-site groups it goes further: review cases, share cases and mentor across your practices in your own private group, something no generic CRM offers.
Refer from the patient file, scans attachedReferral relationships become a measurable channel: who sends you patients, who you send to, and how fast cases move.
Booked patients, mappedCompetitors overlaidWhere your patients come from. Not just your leads.
Every lead is plotted around your clinic, coloured by stage, with density heat and nearby competitors overlaid. Because attribution runs all the way to booked patients, you see which suburbs produce treatment, not just enquiries.
Top suburbs by volume feed straight back into the next campaign's geo targeting, alongside quality, competition, gap and demographic views.
Measured to the second, benchmarked to last month.
Time to first SMS, first call, first email and first note, clinic-wide and per lead, each tracked against the prior period. The per-lead leaderboard sorts slowest first, so the enquiries that waited longest are impossible to miss.
First touch by channel, averagedSlowest first: nowhere to hideWin rate, won value, and why you lose.
Every source is measured on what it actually returns: win rate, won leads, won deal value, days to convert, and loss reasons ranked. When "no response" tops the loss chart, the fix is a journey, not more ad spend, and you can see it working the next month.
Won value and top loss reason, side by sideDays to convert, per patientWhat your phones actually do, in numbers.
Connect rate, booked on call, callbacks kept and hot leads, built from every analysed conversation. Reason-not-booked shows exactly why connected calls didn't convert, and the temperature funnel tracks how hot, warm and cold cohorts convert to won.
Booked on call: the number that mattersWhy connected calls did not book