Dentist CRM that follows up on every lead
Stop letting new patient calls go to voicemail
Dentist CRM for a dental practice holds quotes, follow-up and missed-call text back. Dentists use it for the jobs that already fill the week. Most new patients pick from the map results and call the first office that answers. A missed call over lunch is. The CRM is free to start. Text-back comes with Ascended, $449 a month.
Puffly is a free CRM that keeps every new patient inquiry and missed call in one list, so the front desk always knows who to call back. Clinical records stay in your practice software.
Where dental practice leads come from
Google Maps and "dentist near me"
Most new patients pick from the map results and call the first office that answers. A missed call over lunch is a patient who booked down the street.
Toothache and emergency searches
Someone with a cracked tooth or a swollen jaw wants an answer the same day. Get back to them fast and they often become long-term patients.
Patient referrals and families
A happy patient tells a spouse, a coworker or a neighbor. Note who sent whom so you remember to say thank you.
Insurance plan directories
Plan directories send people who already know you take their coverage. They usually call a few offices in a row and book with the first one that responds.
What slow follow up costs a dental practice
A new patient calls three offices and books with whoever picks up first. A voicemail left over lunch is often a patient who already booked down the street by the time anyone listens. A web inquiry sent at night needs an answer before the office opens.
Dentist CRM features: quotes, follow-up and missed-call text back
Puffly's pipeline is yours to name. Here is one way a dental practice could lay it out.
- New inquirySomeone called, texted or filled out your form asking about a new patient exam or a cleaning.
- Missed call texted backThe call rang out and the caller got one short text from your office. Watch for the reply.
- Called backSomeone at the front desk reached them and answered their questions, like whether you take their plan.
- New patient exam bookedThere is a date on your practice schedule. From here the patient lives in your practice software.
- Did not bookThey went quiet after the first call. One friendly follow up, then close it.
Follow up moments worth a reminder
A caller left a voicemail asking whether you take their insurance
"Hi, this is the front desk at our office. Yes, we are in network with your plan. Want me to hold a new patient exam for you this week?"
A web form came in at 10pm asking about new patient openings
"Hi, thanks for reaching out. We have new patient openings this week. Want me to hold one for you?"
A call over lunch rang out with no voicemail
"Sorry we missed your call. Are you looking for a new patient appointment? Reply here and we will find you a time."
Puff, your AI teammate, drafts these messages and lines up who to call next. You approve or edit each draft, even from a phone notification, and you get 10 seconds to cancel before it sends.
The shape of the year
The last weeks of the year are busy because many people want to use dental benefits before they reset, and January brings people with fresh benefits looking for a new office. Late summer brings back to school appointment requests. Those are the weeks when a missed call costs the most new patients.
Missed calls and after-hours calls
Dentist work misses calls because the person who would answer is already with a customer. Most new patients pick from the map results and call the first. The next caller rarely leaves a voicemail they trust. They phone another dental practice and book whoever picks up.
Missed-call text back covers that gap. The call still rings your phone first. If you do not pick up, the caller gets one text in your words, with your business name and a reply STOP line, and the missed call is saved as a lead. Consent and quiet hours still apply. If no text goes out, the call says why. It comes with the Ascended plan at $449 a month.
The last weeks of the year are busy because many people want to use. That is when an unanswered phone costs the most jobs. An AI receptionist can pick up, take the details and book a time when you allow it. Each call ends as Booked, Message, Transferred or Failed. Text back is the written reply. Many dentists use both.
Dentist lead follow-up, step by step
Dentist lead follow-up is a short sequence, not a pile of reminders. Work the deal in this order, and write the date on it before you leave.
- New inquiryCapture it the day it arrives. Someone called, texted or filled out your form asking about a new patient exam. A dentist lead that stays in a private text is the one that goes cold by Thursday.
- Missed call texted backSend the number with the day you will check back. The call rang out and the caller got one short text from your office. Put that check on the dentist deal so it does not depend on memory.
- Called backWhen they say yes, book the date and write what you promised. Someone at the front desk reached them and answered their questions, like whether you. The customer should see the same facts you do.
- New patient exam bookedDo the work, then say what happens next in one message. There is a date on your practice schedule. From here the patient lives in. A short update prevents the call that asks if you forgot them.
- Did not bookAfter the job, ask for the review or the next visit while it is fresh. They went quiet after the first call. One friendly follow up, then close it. Then close the loop on the record.
If a dental practice step sits still, Puff can draft the next message and send it to your phone to approve or edit. Nothing Puff drafts goes out until you say so. The list itself is free to start.
Jobs, seasons and objections for a dental practice
Treat each source as its own next step. A dentist week usually mixes Google Maps and "dentist near me", Toothache and emergency searches, Patient referrals and families, Insurance plan directories. Write the source on the deal when you create it, along with the customer's words, so Monday's list shows a new ask apart from a repeat customer. Most new patients pick from the map results and call the first office that answers. A missed call over lunch is a. Someone with a cracked tooth or a swollen jaw wants an answer the same day. Get back to. The point of the list is that those two do not get the same follow-up.
Dentist CRM FAQ
Can I keep patient charts and x-rays in Puffly?
No. Puffly is not built for protected health information and is not HIPAA compliant. Keep charts, treatment plans and recall in your practice software, and use Puffly only for new patient inquiries and missed calls.
What should the front desk put in Puffly?
A name, a phone number, how they found you and whether they booked. Leave out symptoms, treatment and insurance member details. Once the exam is booked, the patient belongs in your practice software.
What happens to calls we miss at lunch or after hours?
Missed-call text back sends the caller one short message from your office, and it comes with the Ascended plan and up. If you want calls answered live, Puff Voice is the AI receptionist on paid plans.
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