Categories / Scheduling & Appointments
Online booking, reminders and intake forms
Pediatric dental office · new patient appointments up 72%, 2+ hours a day saved
- Task
- consolidate booking, confirmations, forms and waitlist outreach into one system synced to Dentrix
- Result
- new patient appointments up 72% in one year; over two hours a day saved on manual form entry; cancelled slots refilled within 10 minutes by text instead of an hour calling the ASAP list; almost 70 online bookings in the first seven weeks, half of them new patients
- Tools
- NexHealth (online booking, automated reminders, appointment-type digital forms, Waitlist); Dentrix real-time sync
- Setup
- turn on 24/7 online booking on one calendar synced to Dentrix → automated reminders fire once an appointment is booked → digital forms are sent by appointment type → for openings, send a waitlist text and let the first reply book → retire the old texting, forms and confirmation tools
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A ready-to-send prompt built from this card. Your AI will ask a few questions about your business, then give you a beginner setup plan.
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Help me set this up for my business: "Online booking, reminders and intake forms".
Example business: three-doctor pediatric and orthodontic dental practice (previously three separate…. Task: consolidate booking, confirmations, forms and waitlist outreach into one system synced to Dentrix.
Reported result: new patient appointments up 72% in one year; over two hours a day saved on manual form entry; cancelled slots refilled within 10 minutes by text instead of an hour…
Tools: NexHealth (online booking, automated reminders, appointment-type digital forms, Waitlist); Dentrix real-time sync
Setup outline:
1. turn on 24/7 online booking on one calendar synced to Dentrix → automated reminders fire once an appointment…
Starter prompt from the guide (use it as a base):
Write a 2-sentence welcome message for a new-patient form for a pediatric dental office.
First, ask me up to 5 questions about my business and tools. Then give me a beginner step-by-step setup plan, plus copy-paste prompts/templates I can use. Plain English, and tell me if any step needs a tech helper.
via autopilotbusiness.ai/use-case/pediatricortho-dental-office-nexhealth-replaces-4-tools-booking-remind/Step-by-step setup guide
> Cost: Paid, by quote. NexHealth does not publish prices (third-party listings guess roughly $300-350 a month; unconfirmed). Google booking and review links are included in the subscription.
Honest note: Rules, not AI. The 72% rise is vendor-published and includes other changes.
Prerequisites
- A NexHealth account connected to your practice system through the NexHealth Synchronizer (supported systems include Dentrix, Open Dental, Eaglesoft, athenahealth; NexHealth sets this up).
- Admin permission for the feature you are changing (Forms, Online Booking, Scheduling).
Step-by-step setup
Step 1. Turn on booking from Google. Click the gear → Settings and switch on the Reserve with Google toggle (you need the Admin role for Online Booking). Your Google Business Profile must be complete and accurate for the Book button to appear.
Step 2. Set the reminders. Open Reminders, choose the appointment type, and edit the sequence; defaults are 7 and 2 days before. Add the timings you want (some practices use 2 weeks, 2 days and 2 hours).
Step 3. Build your forms. Go to Forms → Manage forms → New form, then Build from scratch or Digitize an existing paper form.
Step 4. Send forms automatically. On each form switch on Send automatically. Forms go out through the Reminders sequence for that appointment type (packets cannot be automated, only single forms).
Step 5. Fill cancelled slots from the waitlist. Open Waitlist → New waitlist request, pick the open slot, add the patients to offer it to, and click Send. A person starts each request; NexHealth does not fill slots by itself. The first patient to accept books it. See the ASAP list article for how the list works per practice system.
What success looks like
Patients book, get reminded and fill forms without calls.
Common issues & fixes
- Sync looks stale: NexHealth writes into your practice system through the Synchronizer, so check that the Synchronizer is running on the office computer before blaming the setting.
- Forms not sent: check Send automatically on the form.
Optional: Maintenance
- Quarterly: review reminder timing.
Copy-paste prompt
Use this with any AI chat. It helps you write the form intro.
Write a 2-sentence welcome message for a new-patient form for a pediatric dental office.Sources
- Case: NexHealth case study (pediatric and orthodontic office). Credit: the practice team (vendor-published).
- NexHealth pricing page
- NexHealth Help Center: automated communications
- NexHealth Help: Reserve with Google
- NexHealth Help: Reminders
- NexHealth Help: Forms
- NexHealth Help: Automatic forms
- NexHealth Help: Waitlist
Industries: AI automation for Dentists & Dental Practices
Results as reported by the source; not independently verified. Community-sourced from public sites and attributed to the source platform. Original author? Ask us to correct or remove it. Read the disclaimer.