One platform. Every workflow that doesn't need a dentist.

Eight modules. One contract. Plays nicely with the PMS you already pay for. Tour what your team gets on day one.

01 · AI Scribe 02 · Patient Summaries 03 · Voice Intake 04 · Voice Agent 05 · Patient Portal 06 · ROI Dashboard 07 · 2-Way Messaging 08 · Google Reviews Integrations

encounter · M. Alvarez · Chart #2241

REC · 02:47

DRAny sensitivity to cold?

PTYes — top left, a few days now.

DRWe'll check #14. Looks like a small cavity.

LISTENING…

SOAP · auto draft

SCold sensitivity, upper left

OPercussion positive #14

ACaries #14, moderate

PComposite fill|

v4 · syncing

Time saved

4m 22s

this visit

Accuracy

98.4%

last 30 days

Today

12 visits

8 signed

Status

Signed & synced

Next patient

Intake complete

Module 01 · AI Dental Scribe

Automatically transcribes visits into structured SOAP notes.

Record the visit like you'd record a voice memo. We diarize, transcribe, structure into SOAP, and queue the dental note for your e-signature.

Live waveform + pause/resume during the visit
Speaker diarization (dentist · hygienist · patient)
SOAP draft + patient-friendly summary, side by side
Detail levels: Concise / Standard / Detailed
Version history of every edit
Dentist e-signature workflow with status pipeline

Encounter · M. Alvarez · Chart #2241

REC · 02:47

DR. OKAFOR"Tell me about the sensitivity."

PATIENT"Started about three weeks ago. Cold drinks mainly. Upper left."

DR. OKAFOR"Any pain when you're not drinking?"

PATIENT"Sometimes when I wake up. I think I clench."

LISTENING…

SOAP · auto draft

S38F. Cold sensitivity ULL, 3w. +nocturnal clenching.

OBP 118/76. Caries #14 (ICDAS 4). No PD >3mm.

ACaries #14. Mild gingivitis. R/o bruxism.

PComposite #14. Night guard consult.

PIPELINE · IN PROGRESS → READY FOR REVIEW

summary · M. Alvarez · ready for review

Plain language

Generated from signed SOAP

Your visit summary · Aug 14

Dentist approved

TODAY

We filled a small cavity on your upper left back tooth (#14). The tooth was cleaned and sealed with a tooth-colored filling.

TONIGHT

Chew on the other side until numbness is gone. Mild soreness is normal and should improve over 24-48 hours.

CALL US IF

Pain gets worse after 3 days, your bite feels high, or hot drinks cause lingering sensitivity.

Tone

Friendly

Reading level

Grade 6

Delivery

Portal + PDF

Module 02 · Patient Summaries

Turns dental notes into patient-ready takeaways.

After the dentist signs the visit, PracticePilot creates a clear, empathetic summary patients can actually use: what happened, what to do next, and when to call the office.

Plain-language explanation of what happened today
Take-home care steps with timing and dosage reminders
When-to-call guidance for symptoms that need follow-up
Dentist review and edit before anything is sent
Delivery through portal, SMS link, email, or PDF
Bilingual-ready templates for common visit types

intake · step 4 of 8 · dental history

Step 4 of 8

Dental history

Listening · speak naturally

Or tap any field to type

"I take Lisinopril 10mg once a day for blood pressure. Allergic to penicillin — gives me hives. No surgeries in the past five years."

Current medicationsLisinopril · 10mg · dailyFILLED

Drug allergiesPenicillin · hivesFILLED

Surgical history (5y)None reportedFILLED

Pregnancy / nursingPending…ASK NEXT

Module 03 · Voice Intake

Patients complete intake by speaking, not typing.

An 8-step guided intake — demographics, insurance, dental history, medications, allergies, consents, e-signatures. Voice-first. Save & resume. Staff review drawer. PDF export.

New patient + follow-up forms (returning is shorter)
Dental-ready transcription, validated in real time
Staff "on-demand intake" — start for walk-ins or phone
Resend intake link by SMS / email
Section-by-section staff approval + correction workflow
Open Dental write-back after sign-off

Module 04 · AI Voice Agent

Handles after-hours calls and scheduling requests.

Erica is a warm, HIPAA-minimal coordinator who answers your dedicated practice line. She books, confirms, reschedules, cancels — and routes true emergencies to the right path.

Inbound + outbound · 24/7 · dedicated number
Tools: availability, book, find, reschedule, cancel
Logs callback requests after hours
HIPAA-minimal · collects only name + phone + reason
911 routing for true emergencies
Pro tier feature · included with Pro plan

erica · live call · +1 (415) 555-0142

01:14

Erica

CALL FROM · J. RODRIGUEZ · NEW PATIENT

CALLER"Hi, do you take Delta Dental? My back tooth is killing me."

ERICA"We do take Delta Dental. I'm sorry you're in pain — let me get you in. Can I take your name and number?"

CALLER"James Rodriguez, 415-555-0188."

ERICA"Thanks James. I have tomorrow at 9 AM with Dr. Khalil, or today at 4 PM with Dr. Okafor. Which works?"

CALLER"Today at 4."

ERICA"Booked. I'll text you a confirmation and an intake link. See you at 4."

Outcome

Booked

Dentist

Dr. Okafor

Slot

Today · 4:00 PM

patient.practicepilotai.com · Maria's dashboard

Welcome back, Maria

Next visit · Sep 12

Intake

3 steps remaining

Last visit summary

Aug 14 · Dr. Okafor · Filling #14, all good.

Your visit summary · Aug 14

From Dr. Okafor

We filled a small cavity on your upper left back tooth. Here's what to do tonight:

Take ibuprofen if sore. Avoid hot drinks for 4 hours.
Avoid sticky or hard foods for 24 hours.
Call us if pain lasts more than 3 days, or if hot causes sensitivity.

Module 05 · Patient Portal

Patient-friendly instructions delivered with empathy.

Intake progress, upcoming visits, past visits, plain-language summaries, notifications, and a real "contact practice" button. Built mobile-first.

Visit summaries with action items + when-to-call
Save & resume any intake from any device
Notifications center · acknowledge flow
Incident / issue reporting with attachments
Threaded comments with practice support

Module 06 · ROI Dashboard

Track time savings, revenue impact, and patient engagement in real time.

Hours saved on charting. Intake completion. After-hours bookings. Revenue impact. Trend charts. Downloadable monthly ROI PDF. The case for keeping us, written by the system.

Hours saved by AI Scribe · per dentist
Intake completion rate + drop-off analysis
Voice agent: booked / canceled / rescheduled / callback
Revenue from after-hours bookings · attributed
Monthly ROI PDF · email-ready for owners
Audit logs · for compliance reviews

analytics · 30 day · north side dental

HRS SAVED

86.2

+12% MoM

INTAKE %

vs 62% paper

REVENUE

$4.8K

after-hours

Call outcomes · last 30 days142 calls

Booked

Confirmed

Rescheduled

Callback

Info only

Owner-ready PDF · Aug 2025

Module 07 · 2-Way Messaging

Real-time SMS conversations between your practice and patients.

Staff send and receive texts in a single inbox. Schedule reminders and follow-ups ahead of time. Every message is logged and tied to the patient record.

Two-way SMS between staff and patients
Schedule messages for reminders and follow-ups
Conversation history in a single inbox
HIPAA-compliant · no PHI stored in SMS body
Works alongside Erica voice agent

messaging · M. Alvarez · +1 (415) 555-0177

PRACTICE

Hi Maria — just a reminder your appointment is tomorrow at 9 AM with Dr. Okafor. Reply CONFIRM or CANCEL.

PATIENT

Confirm! See you then.

PRACTICE

Great, confirmed! We've updated your record. See you tomorrow.

Type a message…

reviews · north side dental · aug 2025

Reviews requested this month

Left a review

Sample message sent to patient

"Hi Maria — glad we could help today. If you have a moment, we'd love a Google review. It means a lot to our small practice: g.page/northsidedental"

SENT

OPENED

REVIEWED

Module 08 · Google Reviews Automation

Turn happy patients into Google reviews — automatically.

After every signed-off visit, PracticePilot sends a personalised review request to patients who had a positive experience. Track results in the ROI dashboard.

Automatically sends review request after visit sign-off
Filters happy patients before prompting Google
Customisable message template with practice name
Tracks sent / opened / reviewed in the ROI dashboard
No HIPAA risk — link-only, no visit details shared

Works With Your Existing Systems

PracticePilot AI layers on top of Dentrix, Open Dental, Eaglesoft, Curve, DSN, and other major systems. No system replacement. No heavy IT lift. Deploy in days.