Dental CRM
Dental CRM
CRM for dentists: enquiry capture, instant replies, treatment plan follow-up, recalls and review requests, connected to your website, phone and Google Ads.
Your practice management software holds the chart and the schedule. A dental CRM handles everything before the first visit and between visits: the 9 pm website form, the missed call, the implant enquiry that went quiet and the patient who has not been in for a year.
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Tell us how new patient enquiries are handled today and which practice management software you use. We reply with a plan within one business day.
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What a dental CRM changes
Every enquiry answered
Forms, calls and messages captured with source and replied to instantly.
Treatment plans followed up
Implant, orthodontic and cosmetic cases get a considered follow-up, not silence.
Recalls that run themselves
Lapsed patients invited back on a schedule the team never has to remember.
New patients by source
Know which marketing fills chairs, not only which gets clicks.
What a dental CRM setup includes
Setup, integrations, messaging, training and reporting for one practice or a group.
- Enquiry auditResponse time, missed calls, unbooked enquiries and unaccepted plans today.
- CRM configurationCS+ or your platform with the stages, sources and consent fields a practice uses.
- Website and bookingForms, chat and online booking connected so booked enquiries close automatically.
- Call trackingMissed and answered calls become records with the patient informed.
- Google Ads connectionBooked new patients sent back as offline conversions.
- Follow-up and recall messagesInstant replies, plan follow-up and reactivation in your practice's voice.
- Front-desk dashboardWho to call today, who is waiting and what is overdue.
- Training and reportingTeam training and a monthly owner report of new patients by source.
How a dental CRM is priced
Cost depends on locations, users, integrations and automation, so we quote after a discovery call. Setup, monthly management and any third-party licences are always shown separately.
Enquiry audit and roadmap
Fixed quote after discovery
Practices that suspect enquiries are being lost
- Call and form review
- Gap list ranked by impact
- Platform recommendation
- Written plan
Dental CRM setup
Project quote
Single practices and small groups
- Pipeline and consent fields
- Website, phone, booking and ads connected
- Follow-up and recall messages
- Training and launch
Managed follow-up and recalls
Monthly quote
Practices that want campaigns run for them
- Recall and reactivation campaigns
- Review requests
- Monthly new-patient report
- Priority support
Third-party CRM licences are paid to the vendor. Ad spend, phone lines and messaging usage are also separate.
Dental CRM guide
The complete guide to CRM for dental practices
Executive summary: A dental CRM is not a replacement for your practice management software; it is the layer in front of it that makes sure every new patient enquiry is answered, followed up and booked, and every existing patient is recalled. Canada Create™ has built websites, lead systems and follow-up for dental practices and other clinics across Canada and the United States since 2008, and we run CS+, our own CRM, alongside HubSpot, Zoho and Salesforce. This page explains what a CRM for dentists does that Dentrix, Tracker, ClearDent, Open Dental or ABELDent do not, how a dental CRM connects to your website, phone and Google Ads, the Ontario and federal privacy rules that shape the build, what a setup includes, what drives cost, and how the work is quoted.
Practice management software versus a dental CRM
Your practice management system holds the chart, the schedule, the treatment plan and the billing. It is built for patients who already exist in the practice. A dental CRM handles everyone before that point and everything between visits: the website form filled at 9 pm, the missed call during a hygiene block, the Invisalign enquiry that asked for a price and never heard back, the treatment plan presented but not accepted, and the patient who has not been in for fourteen months. In a well-run practice the two systems are connected so that a booked enquiry becomes a patient record without retyping, while clinical data stays where it belongs.
What a CRM for dentists does
A dental CRM captures every enquiry with its source, whether it came from Google Ads, the map listing, a referral, Instagram or the website. It replies instantly by text or email, routes the enquiry to the front desk with a task and a deadline, and reminds the team until the patient is booked or has clearly said no. It tracks treatment plans that were presented but not accepted, so high-value cases such as implants, orthodontics and cosmetic work get a considered follow-up rather than silence. It runs recall and reactivation campaigns for lapsed patients, sends review requests after visits, and reports new patients by source so the practice knows which marketing produces chairs filled rather than clicks.
Connecting the CRM to your website, phone and ads
The CRM is only as good as what feeds it. We connect the practice website so every form and chat arrives with source and consent recorded, call tracking so missed and answered calls become records with recordings where the patient has been informed, online booking so a booked appointment closes the enquiry automatically, and Google Ads so that booked new patients are sent back as offline conversions and the campaigns optimize toward real patients. Where the practice management software offers an API or export, we set up a one-way sync so that booked patients appear in both systems without double entry.
PHIPA, PIPEDA and CASL in a dental practice
Dental practices in Ontario are health information custodians under the Personal Health Information Protection Act (PHIPA), and every province has its own health privacy legislation. The federal PIPEDA applies to personal information generally and CASL governs consent for commercial electronic messages. The practical consequences for a dental CRM are clear: clinical details stay in the practice management system, the CRM stores only what is needed to book and follow up, consent for marketing messages is recorded as a field and honoured automatically, sensitive notes are restricted to staff who need them, data is hosted in a deliberately chosen region, and nothing about a patient’s health is sent to an advertising platform. We design each of these into the setup and document them for the practice’s privacy officer.
What a dental CRM setup includes
A Canada Create™ dental CRM implementation begins with an audit of how enquiries are handled today: response time, missed calls, unbooked enquiries and unaccepted treatment plans. From that we configure CS+ or the platform you prefer with the pipeline stages a practice actually uses (new enquiry, contacted, consultation booked, treatment presented, accepted, scheduled, completed), the lead sources, the consent fields and the recall rules. We connect the website, phone, booking and ads, build the instant reply, follow-up and recall messages in your practice’s voice, set up a front-desk dashboard and a monthly owner report, and train the team. A stabilization period follows launch.
CS+, HubSpot, Zoho or a dental-specific tool
Dental-specific CRM products exist and some are good; most are priced per practice with limited flexibility. CS+ is Canada Create™’s own CRM, which we configure for dental practices when the owner wants the CRM, the website, the phone tracking and the follow-up managed by one team. HubSpot and Zoho suit multi-location groups that already run marketing on those platforms. We recommend in writing after discovery, and we work with the tool you already own when it can do the job.
What drives the cost of a dental CRM
Cost depends on the number of locations and users, the integrations required (website, phone, booking, practice management software, ads), the amount of existing data to migrate and how much follow-up and recall automation is built in the first phase. Software licences, where a third-party platform is used, are paid to the vendor and are separate from our fees. A single-location setup often runs a few weeks from discovery to launch. Every fee is quoted in writing before work starts, and you receive a proposal within one business day of a discovery call.
Related dental marketing and CRM services
A dental CRM works best alongside dental SEO, Google Ads for dentists, AI for dental practices and dental branding. Other clinics should read the medical clinic CRM and CRM for therapists pages, and every CRM service is listed on the CRM services hub.
Talk to a strategist
Ready when you are!
Get a proposal in one business day.
Tell us your goals, budget and timeline. You get a plan, a price and a named strategist, with no long-term contract.
How a CRM consulting project runs
Five stages, each with a sign-off, so the system matches how your team really works before it goes live.
- Discovery and audit Week 1
We map how enquiries become revenue, review your current tools and data, and interview the people who will use the CRM.
- CRM plan and quote Week 1 to 2
You receive a written plan: platform recommendation, data model, pipelines, integrations, automations and a fixed scope.
- Configuration Week 2 to 4
We build pipelines, fields, permissions, templates and dashboards in a test space your team can try first.
- Migration and integration Week 3 to 5
Clean data moves in, duplicates are merged, and forms, phone, calendar, email and ads are connected and tested.
- Training and stabilization Week 5 onward
Role-based training, launch support and a stabilization period where we fix friction as it appears.
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Why businesses choose Canada Create™ for CRM consulting
Since 2008
More than 18 years building websites, lead systems and follow-up for businesses in Canada and the United States.
BBB Accredited, A+
A BBB Accredited Business with an A+ rating.
Platform-neutral advice
We recommend CS+, HubSpot, Salesforce, Zoho, Dynamics or the tool you already own, based on fit.
Marketing and CRM in one team
The people who build your website and ads also connect them to your CRM, so lead source data is complete.
24/7* sales and support
Call +1 (800) 808-9235 any time.
Quoted in writing
Every fee is confirmed in writing before work starts. Get a proposal in one business day.
Dental CRM questions
What is a dental CRM?
A system that captures every new patient enquiry with its source, replies and follows up until the patient is booked, tracks presented treatment plans, runs recall and reactivation campaigns and reports new patients by source. It sits in front of your practice management software, not in place of it.
Does a dental CRM replace Dentrix, Tracker or ClearDent?
No. Clinical charts, scheduling, treatment plans and billing stay in the practice management system. The CRM handles enquiries, follow-up and between-visit communication, and where the software allows, booked patients sync across without retyping.
Is a dental CRM compliant with PHIPA?
It can be when designed correctly. Clinical details stay in the practice management system, the CRM stores only what is needed to book and follow up, consent is recorded and honoured, access is restricted, hosting is chosen deliberately and nothing about a patient's health is sent to ad platforms. We document each control for your privacy officer.
Can the CRM connect to Google Ads?
Yes. Booked new patients are sent back as offline conversions without health details, so campaigns optimize toward real patients rather than form fills.
Which platform do you use for dental practices?
CS+, our own CRM, when the practice wants one team managing CRM, website and follow-up; HubSpot or Zoho for groups already on those platforms; or the tool you already own when it can do the job. We recommend in writing after discovery.
How long does a dental CRM setup take?
A single-location setup often runs a few weeks from discovery to launch, depending on integrations and data migration. Your written plan includes a timeline.
What does a dental CRM cost?
Setup and optional monthly management are quoted in writing after a discovery call. Third-party licences are paid to the vendor. You receive a proposal within one business day.
Do you work with practices outside Ontario?
Yes. We work with dental practices across Canada and the United States, and we account for each province's health privacy legislation.
Every unanswered enquiry is a new patient at another practice
Most practices lose more new patients to slow replies and forgotten follow-up than to competitors. A short discovery call shows where enquiries are leaking and what a dental CRM would change.
