Pipelines that match your practice
New-patient lead, treatment plan follow-up, reactivation, insurance verification, referral. Each pipeline has named stages, owners, and SLAs.
CRM services for healthcare practices
A CRM that converts patients — not another tool you stop logging into.
We pick, build, and run the right CRM for your practice — GoHighLevel, Salesforce Health Cloud, or Monday.com — and we integrate it with Carestack, Dentrix, Weave, and VoiceStack so leads actually become appointments. HIPAA-aware under BAA. One partner. One bill.
The problem we solve
Your PMS schedules. Your CRM converts. Most practices only have the first.
Carestack books appointments. Weave sends reminders. VoiceStack answers the phone. None of them track the website lead who filled out a form at 11pm but never got called back, or the patient who skipped their hygiene appointment six months ago. That is what a CRM is for.
42%
Avg lead-to-appointment rate after our CRM rollout
$18,000/mo
Median new-patient revenue recovered from reactivation
5 tools
Disconnected lead lists typically merged into one CRM
BAA
Every CRM we deploy ships under a HIPAA BAA
What a CRM rollout actually includes
Six things we ship in every CRM engagement.
A CRM is not software. It is a system. Here is what the system contains by the time we hand it over.
SMS, email, and voice automations
Missed-call text-back, after-hours web form auto-reply, six-month hygiene reactivation, post-visit review request. HIPAA-aware copy.
Integrations with your PMS
Carestack, Dentrix, Open Dental, Eaglesoft, ChiroTouch, Jane. Two-way sync where the API allows; webhook-bridged otherwise.
HIPAA configuration & BAA
Field-level controls, audit logging, role permissions, vendor BAAs filed. Documentation goes into your compliance binder on day one.
Reporting dashboards
Source attribution, cost per appointment, lifetime value, hygiene recall rate, and treatment acceptance — refreshed nightly.
Team training & SOPs
Recorded training, written SOPs, and a quick-reference card for the front desk. We train until adoption is real, not theoretical.
Platform selection
Three CRMs. We pick yours based on your workflow — not our margin.
We are partners with GoHighLevel, Salesforce, and Monday.com — and we get paid the same whether you pick one or another. So we recommend honestly. Most 1 to 5 location dental and chiropractic practices land on GoHighLevel because it bundles SMS, email, voice, and pipelines in one tool with the fastest time to value.
Multi-state DSOs and larger healthcare orgs that need complex reporting and tight integration with Epic, Cerner, or Athena land on Salesforce Health Cloud. Practices where the front desk also runs HR onboarding, vendor management, and project tracking land on Monday.com.
- GoHighLevel — 1 to 5 locations, marketing-heavy, SMS-first workflow. Fastest time to value.
- Salesforce Health Cloud — multi-state DSOs, MSOs, complex reporting, Epic/Cerner integration.
- Monday.com CRM — practices that want CRM plus operations plus HR in one workspace.
- HubSpot — we migrate off it when it stops fitting. Rarely the right answer for healthcare.
- Always under BAA — we will not deploy any CRM into a healthcare workflow without one.
- Vendor-neutral fee — our retainer is the same regardless of which platform you pick.
Recent rollout
4-doctor group, Naperville IL
Migrated from a HubSpot + spreadsheet + Mailchimp stack to GoHighLevel with Carestack integration. Reactivated 312 dormant patients in the first 60 days. Front desk now answers one question — “did you see the lead in GHL?” — instead of checking four tools.
312 patients
Reactivated in 60 days
$38K
New-patient revenue, first quarter
Stuck between GHL, Salesforce, and Monday?
Twenty-minute call, no slides. We will tell you which one your practice actually needs — and which one to skip.
How we deliver
From decision to launch in under 5 weeks for GHL and Monday.
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1
Workflow audit
We shadow the front desk for a day (or a recorded shift). Map every lead source. Catalog every tool the team touches.
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2
Platform recommendation
Written memo: which CRM, why, total cost of ownership, migration risks, and the three things you will hate about it.
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3
Build & integrate
Pipelines configured. Automations live. PMS integration tested. Data migrated. HIPAA controls verified.
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4
Train & launch
Live training session. Recorded SOPs. Two-week hypercare window where every team question gets answered in under an hour.
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5
Run it or hand it off
Most clients keep us on a fractional CTO retainer to run the CRM. Some take the keys at launch with documented playbooks.
FAQ
What practice owners ask before signing.
Real answers to the questions practice owners ask before signing.
What is a CRM for a dental or healthcare practice?
A practice CRM is the system that holds every prospect and patient outside of the practice management system — leads from your website, missed-call texts, reactivation lists, treatment plan follow-ups, and referral sources. The PMS schedules and bills. The CRM converts and retains.
How much does a HIPAA-aware CRM cost to implement?
GoHighLevel sub-accounts start around $97 to $297/month in software. Monday.com CRM runs roughly $15 to $30 per user/month. Salesforce Health Cloud is $325 per user/month and up. Discover Solutions implementation projects start at $7,500 for GHL and Monday and $25,000 for Salesforce Health Cloud.
Do I need a CRM if I already have Carestack, Dentrix, or Weave?
Yes. A practice management system handles appointments and billing for existing patients. Weave handles communications inside that PMS. A CRM handles the leads who are not yet patients, the reactivation queue, and the long-tail follow-ups that none of those tools track well.
Can a CRM be HIPAA-compliant?
Yes, when configured properly under a Business Associate Agreement. We deploy CRMs without PHI in custom fields, route any PHI through HIPAA-eligible storage, sign BAAs with vendors who offer them, and document the data flow for your compliance binder.
Which CRM is best for a dental practice?
For most 1 to 5 location dental groups, GoHighLevel offers the fastest time to value because it bundles SMS, email, voice, and pipelines in one tool. Multi-state DSOs with complex reporting needs are better served by Salesforce Health Cloud. Practices that want operations and CRM in one workspace pick Monday.com.
How long does a CRM rollout take?
GoHighLevel and Monday.com practice rollouts ship in 3 to 5 weeks. Salesforce Health Cloud projects run 10 to 16 weeks. Both timelines assume your team makes decisions within 48 hours during the build phase.
Do you migrate data from our old CRM?
Yes. We dedupe, normalize, and import from spreadsheets, HubSpot, Pipedrive, Mailchimp, Constant Contact, and legacy databases. Migration is part of every implementation engagement.
What happens after launch — do you keep running it?
Most clients keep us on a fractional CTO retainer that includes ongoing CRM administration, automation tuning, reporting, and integration maintenance. Or you can take the keys at launch and run it yourself with documented playbooks.
The right CRM. Built and run for you.
Twenty minutes. We learn your workflow, name the right platform, and tell you whether a CRM project actually makes sense right now.