The Case Acceptance Layer

Installs on top of the dental setup a practice already runs, including HighLevel's free dental template. Nothing to rip out. It picks up where that stops — at "booked."

Two pipelines that show where cases actually die

A Treatment Plan pipeline tracking every high-ticket case across eight stages, from Consult Requested to Treatment Completed, with lost-reason tracking: cost, timing, second opinion, insurance denial, or silence. Plus a Reactivation pipeline for treatment that was diagnosed and never scheduled.

Consult no-show recovery

Fires only on high-ticket consults, not hygiene. Text within 15 minutes, coordinator call task within the hour, escalation over four days. On a second no-show it switches to deposit-hold rebooking instead of holding another free hour.

The objection engine

When a case is presented and doesn't close within 48 hours, it asks the question most practices never ask: is it cost, timing, or a second opinion. Then branches three ways, because those are three different problems and one follow-up email solves none of them.

Financing follow-up

Tracks applications from sent to approved. Chases stalls, prompts booking while the approval is still live, and gives denials a real path instead of dropping the patient. Works with CareCredit, Cherry, Sunbit, whoever the practice uses.

Unscheduled treatment reactivation

Long-cycle, quarterly re-touch, with an automatic stop after four cycles — so the practice is never the one that won't take a hint.

The Q4 insurance benefits campaign

The highest-ROI campaign in dentistry and almost nobody runs it properly. Six touches on three paths, because not everyone's benefits reset on January 1: January resets get the full sequence through December, anniversary resets get the same six touches anchored to their own date, and patients whose reset date you don't have get two messages that claim no deadline at all. Plus the January 8 pivot email, which is the one every other version forgets. It exits the moment a patient books.

Works in its first year, not just its second. A patient whose reset date is already less than 90 days out still gets enrolled — they pick up the campaign at whichever touch matches where they actually are, instead of silently sitting it out until next year.

The free version of this campaign is on this site, and it's the whole campaign: all three paths, every message. The paid version is that campaign wired into the rest of the system — it prioritizes patients who have treatment on file and benefits about to expire, hands your coordinator a ranked October call list, and writes back to the Treatment Plan pipeline so a benefits-driven booking is attributed instead of appearing from nowhere.

Hygiene recall and overdue patient reactivation

The routine side, kept separate from the high-ticket track so the two never share a cadence or a tone.

Post-treatment sequence

Check in on day two, review request on day seven, next-phase booking on day fourteen, referral ask on day thirty.

Internal routing for the treatment coordinator

Task creation, hot-case alerts, notifications. The automation tells the team what to do, not just the patient.

Every message written, not templated

Every patient-facing message is written, not templated. They sound like a treatment coordinator typed them between patients. No merge-field filler, no "we hope this finds you well." One idea per text, one clear next step.

You can read every message before you install it. The full message list is on this site, free, no email — the no-show recovery, the objection branches, the financing follow-up, the reactivation cadence and the whole Q4 campaign, exactly as they ship.

Documentation ($297 edition)

Ten-minute install guide. A checklist of the twelve values you need to fill in, with an example for each. A plain-English page per workflow covering what it does and when to switch it off. And a one-page ROI sheet you can hand a client.

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Runs on standard HighLevel. No HIPAA add-on required.

We keep the difference between what someone told us they're interested in and what a dentist found in their mouth. Treatment interest from a form is ordinary lead data. Clinical findings aren't, so they never enter the CRM — no conditions, no procedures, no symptoms, in any message, field or tag.

There's no field for it. We didn't build a procedure-name field, so there's nothing to accidentally drop into a text. The install checklist has four fields: plan value, plan date, benefits reset date, benefits remaining. Clinical specifics get said on the phone, where they belong.

What it isn't

Not a starter template and not a replacement. It doesn't get a practice more inquiries. It goes after the cases already inside the practice: presented and not accepted, waiting on financing, accepted and not scheduled, diagnosed and never booked.

What you need

An active HighLevel account with a dental sub-account already running. If the practice has nothing set up yet, start with the free dental template and add this on top.

Refunds — 14 days, no questions asked

Worth being straight about how this works: a snapshot can't be un-installed, so a refund means you keep the product. That's normal for digital goods and we'd rather eat it than argue with you.

New here? Start with the audit of the free template — it's what this was built on top of.

Still deciding? Compared against the free template · compared against building it yourself.