Overlapping subscriptions
Two review tools. A texting add-on that duplicates the phone system. A “marketing platform” nobody logs into. A 4-doctor group in Naperville recovered $4,200/mo here alone.
Fractional CTO for dental practices
The technology partner your dental practice never had a job title for.
Carestack, Dentrix, Open Dental or Eaglesoft. Weave or VoiceStack on the phones. A website someone’s cousin built. Reviews, recall, referrals, insurance verification — each on its own island. We manage those vendors for you, connect the islands, and answer for the result.
What a fractional CTO does for a dental practice
One person accountable for every system in the building.
A fractional CTO for a dental practice is a part-time technology owner who manages your practice management system, phones, patient communication, CRM, website and marketing tools as one connected stack — and reports on it in dollars and patients, not tickets.
- Vendors managed for you. We hold the relationships, file the tickets and sit in the partner channels. You stop being the integrator.
- Systems connected. Confirmations reach the schedule. Web leads land in the CRM tagged by source. Missed calls get a text back in seconds.
- HIPAA-aware by default. BAA available before any PHI is touched; AI workflows only on HIPAA-eligible infrastructure.
- Month-to-month. From $2,500/mo after a free call and a $500 roadmap that’s credited back.
Where dental practices lose money
Five leaks we find in almost every audit.
Missed calls that never come back
Front desk on the phone, second line rings out, patient books elsewhere. Missed-call text-back fixes it in under a minute — if the phones and CRM are connected.
Recall that depends on a person
Hygiene recall lives in someone’s memory and a spreadsheet. Automated recall from the PMS runs every day without anyone remembering.
Referrals you can’t trace
Specialists especially: which referring office sent which patient, and what came back. We track it so you can thank — and grow — the right relationships.
Marketing spend with no attribution
Ads, SEO and a website that don’t report into one place. When leads land in the CRM tagged by source, you finally see cost per new patient.
Want the 12-point checklist?
Score your practice’s stack in two minutes and get the PDF audit by email.
Practice Tech Stack AuditSystems we work in every week
We speak your PMS.
You don’t switch software to work with us. These are the platforms we manage, connect and automate for dental clients today.
| Layer | Platforms | What we typically do |
|---|---|---|
| Practice management | Carestack, Dentrix, Open Dental, Eaglesoft | Recall automation, scheduling sync, reporting extracts, Carestack-native workflows |
| Phones & patient communication | Weave, VoiceStack, Solutionreach, Lighthouse 360 | Missed-call text-back, confirmations that write back, call tracking by source |
| CRM & follow-up | GoHighLevel, Salesforce Health Cloud | Lead capture, pipelines, review requests, referral tracking, dashboards |
| Website & search | WordPress, Webflow, Google Business Profile | Booking-first sites, local SEO, AI-answer (AEO) visibility, schema |
| AI & automation | HIPAA-aware AI receptionists, intake automation, voice agents | After-hours answering, intake forms into the PMS, insurance verification prep |
Specialists and groups
Endodontists, oral surgeons, group practices — referral-driven practices need attribution most.
When most of your new patients arrive by referral, the technology question isn’t “how do I get found” — it’s “which offices send me patients, and what do they need from me.” We build referral tracking, referring-office portals and follow-up so that relationship becomes a system instead of a memory.
- Referral tracking by office, doctor and procedure, with monthly reporting.
- Study clubs and events run from the CRM: invitations, RSVPs, follow-up.
- Multi-location groups: one view of pipeline and vendors across sites.
Dental practice questions
Straight answers.
What is a fractional CTO for a dental practice?
A fractional CTO for a dental practice is a part-time, outsourced technology owner who manages the practice’s entire stack — practice management software, phones, patient communication, CRM, website and marketing tools — as one connected system, at a fraction of the roughly $220,000 a full-time CTO costs.
How much does it cost?
Discover Solutions retainers start at $2,500 per month, month-to-month, after a free 20-minute discovery call and a $500 roadmap session that is credited to your first month. Most practices offset part of the fee by cancelling overlapping tools the audit uncovers.
Do you work with our existing IT company?
Yes. Network, hardware and helpdesk stay with your IT provider if you have one. We own the application layer — the software, integrations, data and vendors that decide whether patients get booked and followed up.
Is patient data safe with AI tools?
We only deploy AI on HIPAA-eligible infrastructure with BAA-covered providers, and we sign a BAA with your practice before any PHI is involved. If a tool can’t meet that bar, we don’t use it.
Where are your dental clients?
Chicago and its suburbs, plus practices across the United States. Delivery is remote-first; local clients also get occasional on-site workshops.
Bring your vendor list. We’ll bring the plan.
20 minutes with Ishaque. You’ll leave knowing what to keep, what to connect, and what to cancel.
Free 20-minute call.
No pitch deck. Real answers.Pick a time
No pitch deck. Real answers.Pick a time