DENTAL PRACTICE SOFTWARE

The work is assigned.
It needs a system to close.

THE MINDSET SHIFT

You trained to be a dentist.

You ended up running a business.

Nobody teaches you marketing, sales, finance, HR, or IT in dental school. But the moment you open a practice, all of it lands on you. SOPHIE is the operating system that runs every department so you can focus on why you became a clinician.

Marketing

Sales

Operations

Finance

Admin

IT / Facilities

THE REAL PROBLEM

Your office manager knows where everything stands. That's the problem.

In most dental practices, one person — usually the office manager — is the operational memory. They know which treatment is unscheduled. They remember who to follow up with. They catch what the PMS flags but nobody acts on. They are the system. And they are exhausted.


When they leave (and burnout in dental offices is among the highest in healthcare) the practice doesn't just lose a person. It loses the institutional knowledge that kept everything running. The new hire steps into a practice with no system to step into.

20–30% of diagnosed treatment sits unscheduled. Nobody is watching the signal every day.

Insurance claims age past 90 days. The queue exists. Ownership doesn't.

Recall patients lapse silently. The PMS has the data. Nothing routes from it.

The owner fills the gap. Because the system only works when someone holds it.

WHAT CHANGES WITH SOPHIE

Your OM is the system.

SOPHIE is the system. Your OM runs the practice.

Unscheduled treatment sits until someone notices.

SOPHIE routes the follow-up the moment the PMS signals it.

A great hire leaves. The practice loses its memory.

The knowledge lives in SOPHIE.  The next person steps right in.

THE SHIFT

"She stopped being the system. She started running the practice."

— What dental practice owners say after 30 days with SOPHIE

The work is getting done. Just not consistently.

Between the morning huddle and end of day, the work drifts. Follow-ups slip. Recall patients go uncontacted. Insurance claims age. SOPHIE routes the right task to the right position at the right moment with the SOP embedded and the loop validated back in your PMS.

Role-mapped task routing — every position sees only what needs to close today

Automated follow-up triggers for unscheduled treatment and recall

Insurance claim aging alerts before revenue leaves the practice

Daily execution score — you know exactly how the practice ran, without asking

PRACTICE STABILITY SCORING

SOPHIE's five-domain stability model evaluates your practice across Revenue Capture, Patient Flow, Financial Workflow, Team Execution, and Operational Governance ...giving you a 0–100 score that shows exactly where to focus.

Revenue Capture Score: 58 / 100

Priority gap: Unscheduled treatment follow-up

63 / 100 Practice Stability Score
$108K–$180K estimated annual leakage

THE MODEL

Five domains of practice stability

SOPHIE evaluates your practice across five operational domains, giving you a precise view of where revenue is at risk and where execution is breaking down.

Revenue Capture

Unscheduled treatment follow-up, recall reappointment discipline, lapsed patient reactivation, and case presentation consistency.

Patient Flow & Scheduling

Missed call recovery, same-day schedule stability, and proactive hole-filling before the day falls apart.

Financial Workflow Discipline

Insurance claim follow-up cadence, aging AR management, and patient balance collection consistency.

Team Execution

SOP adherence, tool adoption, daily operational alignment, and temp staff readiness.

Operational Governance

SOP coverage, owner dependency reduction, and operational visibility across the practice.

What's your clinic leaving on the table?

The average dental practice loses 12–18% of earned revenue to operational leakage. SOPHIE surfaces operational gaps that recover those profits at the role level every day.

ESTIMATED ANNUAL RECOVERY BY PRACTICE SIZE

Potential Recovery
Under $1M $24K–$60K

Modeled leakage: ~$80K–$120K

30–50% recoverable with SOPHIE

Based on 12% average leakage and 30–50% recoverable value. Individual results vary.

Performance holds. Revenue becomes more predictable.

BY ROLE

Every role. Every task.
Every time.

SOPHIE routes the right work to the right position — automatically. Select a role to see exactly what SOPHIE manages for them.

Marketing

New patient pipelines that go cold. Google reviews that never get requested. Referral programs that exist on paper but never get activated. Marketing in most dental practices is reactive — a campaign here, a post there — with no system tracking what's actually converting.

STANDARDS EMBEDDED IN THIS POSITION
  • New patient welcome sequence SOP
  • Google review request script
  • Patient referral conversation guide
  • Reactivation outreach script
TASKS AUTO-ROUTED TO THIS POSITION
  • New patient follow-up — automated 24-hour and 72-hour touchpoints after first inquiry
  • Google review request — queued 24 hours after every completed appointment
  • Referral activation — patient referral prompt queued after high-satisfaction visits
  • Reactivation campaign — dormant patients (12+ months) surfaced monthly for outreach
  • New patient intake confirmation — pre-appointment checklist triggered at booking
  • Event and promotion tracking — campaign response tasks routed to front desk

Sales / Patient Conversion

Treatment plans that get presented and never followed up. Patients who said 'let me think about it' and were never contacted again. The treatment coordinator is the highest-leverage revenue position in the practice — and in most practices, there's no system holding that position accountable.

STANDARDS EMBEDDED IN THIS POSITION
  • Treatment plan presentation script
  • Objection handling guide — cost, time, fear
  • Financing conversation SOP
  • Post-consult follow-up sequence
TASKS AUTO-ROUTED TO THIS POSITION
  • Unscheduled treatment follow-up — every open treatment plan surfaced at 3, 7, and 14 days
  • Treatment plan presentation prep — case file, financing options, and script queued before consult
  • Post-consult follow-up — 24-hour touchpoint for every patient who did not schedule
  • Financing presentation — CareCredit and in-house plan options queued for plans over $500
  • Pre-authorization tracking — insurance pre-auth status surfaced at 5-day intervals
  • Case acceptance rate reporting — weekly close rate by treatment type surfaced to leadership

Operations / Clinical

Missed calls that do not get returned. Recall lists that sit untouched. Hygiene appointments that do not convert to restorative. The clinical and scheduling layer is where most of the day-to-day revenue either gets captured or quietly leaks away.

STANDARDS EMBEDDED IN THIS POSITION
  • Missed call recovery script
  • Recall reappointment conversation guide
  • Pre-appointment preparation checklist
  • Post-treatment follow-up SOP
TASKS AUTO-ROUTED TO THIS POSITION
  • Missed call recovery — every missed call routed within 2 hours with callback script
  • Recall reappointment — overdue hygiene patients surfaced daily with outreach queue
  • Same-day schedule optimization — holes in today's schedule surfaced at 8am with fill options
  • Pre-appointment prep — chart review, consent forms, and pre-treatment checklist
  • Unscheduled treatment flag — hygiene-identified treatment routed to treatment coordinator same day
  • Post-treatment follow-up — 24-hour check-in call queued after every procedure

Finance

Insurance claims that age past 60 days with no follow-up. Patient balances that accumulate because no one asked. EOBs that sit unreconciled. The financial coordinator is responsible for capturing every dollar the clinical team earns — and without a system, that capture rate is lower than it should be.

STANDARDS EMBEDDED IN THIS POSITION
  • Insurance follow-up call script
  • Aging AR escalation protocol
  • Patient balance collection SOP
  • EOB reconciliation checklist
TASKS AUTO-ROUTED TO THIS POSITION
  • Insurance claim follow-up — triggered automatically at 30, 45, and 60 days for unpaid claims
  • Aging AR review — daily surface of all claims over 30 days with no response
  • Patient balance collection — surfaced at every check-in and post-treatment visit
  • EOB reconciliation — daily task against PMS billing data
  • Pre-authorization follow-up — outstanding pre-auths surfaced at 5-day intervals
  • Collections escalation — accounts over 90 days flagged for escalation protocol

Admin

HR onboarding that takes weeks. Compliance documentation that lives in a binder no one reads. Staff scheduling conflicts that surface the morning of. The administrative layer of a dental practice is the operational backbone — and when it runs on memory and manual processes, it is a constant source of friction.

STANDARDS EMBEDDED IN THIS POSITION
  • New hire onboarding SOP
  • OSHA and HIPAA compliance checklist
  • Staff scheduling protocol
  • Vendor reorder and supply management SOP
TASKS AUTO-ROUTED TO THIS POSITION
  • New hire onboarding sequence — role-specific task queue activated from day one
  • Staff scheduling conflict resolution — coverage gaps surfaced 48 hours in advance
  • Compliance documentation review — OSHA, HIPAA, and state-specific checklists on recurring cadence
  • Vendor and supply management — reorder triggers based on inventory thresholds
  • Team meeting agenda generation — weekly huddle prep with open action items surfaced
  • Performance review preparation — execution data by position surfaced for review cycles

IT / Facilities

Equipment failures that do not get logged. HVAC and facility issues that get reported verbally and forgotten. Software updates that happen inconsistently. IT and facilities in most practices are entirely reactive — nothing gets tracked until something breaks.

STANDARDS EMBEDDED IN THIS POSITION
  • Equipment maintenance SOP
  • Facility issue reporting protocol
  • HVAC and utilities inspection checklist
  • Sterilization compliance log SOP
TASKS AUTO-ROUTED TO THIS POSITION
  • Equipment maintenance schedule — recurring maintenance tasks triggered by calendar and usage
  • Facility issue logging — staff-reported issues converted to tracked tasks with owner assigned
  • HVAC and utilities check — monthly inspection checklist surfaced to facilities contact
  • Software and system update tracking — PMS, imaging, and practice software update reminders
  • Equipment repair SOP — repair request routing with vendor contact and escalation path
  • Sterilization equipment compliance — autoclave and sterilization logs on required cadence

Leadership

You are responsible for production, collections, patient experience, team execution, compliance, and growth — all at once. Without a system that surfaces what is actually happening across every department, you are managing by feel. And by the time the numbers show a problem, it has been compounding for weeks.

STANDARDS EMBEDDED IN THIS POSITION
  • Practice Stability Assessment — 5-domain scoring model
  • Weekly execution review framework
  • Production leakage audit SOP
  • Department head accountability protocol
TASKS AUTO-ROUTED TO THIS POSITION
  • Practice Stability Score — live 0-100 score across Marketing, Sales, Operations, Finance, Admin, and IT
  • Revenue leakage estimate — dollar-value gap between potential and actual collections
  • Department execution rate — task closure rate by department, surfaced weekly
  • Top instability factors — ranked by revenue impact with Fix Now pathways
  • Weekly operating loop — Set Targets, Review Reality, Surface Friction, Assign, Execute
  • Execution data by position, by week — what closed, what drifted, what needs escalation

BUILT TO CONNECT

Your PMS is the signal.
SOPHIE is the action.

SOPHIE is designed to pull live signals from your dental PMS and automatically route the right task to the right position — with the SOP embedded and the loop validated back in your system.

↯ Oryx On Roadmap ↯ Archy On Roadmap ↯ Curve Dental On Roadmap ↯ Carestream On Roadmap ↯ Carestack On Roadmap ↯ Dentrix Ascend On Roadmap

Start with your most critical workflow.

Free trial. No long onboarding. See execution change in the first week.