AI for dental practices · Sydney

AI for dental practices: a front desk that keeps up with the chairs

In most dental practices the chairs are full and the front desk is always a step behind. Treatment plan letters written after hours, recall lists worked through by phone, lab invoices checked against cases by hand. I help practices turning over one to ten million take that load off, privately, one small step at a time, using the systems you already run.

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Where a dental practice’s week actually goes

Most practices run a tight clinical day and a loose administrative one. A treatment plan agreed in the chair that does not reach the patient in writing until next week, a recall list that is months behind, health fund estimates explained over the phone one patient at a time, and a pile of lab and supply invoices that someone means to reconcile on Friday.

None of it is clinical, and none of it needs a dentist. It is reading, matching, reminding and drafting, which is exactly what AI is now good at, with a person checking the result before it goes anywhere. I work on the back office only. Diagnosis, treatment and clinical notes stay with your dentists, hygienists and therapists.

This is not a new practice system. You keep Dental4Windows, Core Practice or Exact, HICAPS for claiming, Xero for the books and your shared drive. The job is to connect AI to what you already run, so the admin is drafted for your team and they check it instead of starting from a blank screen.

What I’d take off your plate first

Usually Dental4Windows, Core Practice or Exact for the practice, HICAPS for health fund claiming, Xero for the books, a booking tool such as HotDoc, and Microsoft 365 or Google Workspace for everything else. I connect AI to those, rather than asking you to replace them.

Treatment plan letters and estimates

The plan and item numbers from the practice system turned into a clear letter in your template, with the estimate, the stages and what the health fund is likely to cover, ready for the practice manager to check and send the same day.

Recalls that actually happen

Overdue recalls and unbooked treatment pulled each week, reminders drafted in your tone, and a short list for reception of the patients worth a phone call, instead of a list nobody has time for.

Lab and supplier invoices

Lab fees matched to the case and the patient, dental supply invoices checked against the order, and both coded before they reach Xero. Missing cases, duplicates and price changes flagged with the query drafted.

Health fund and payment plan paperwork

Pre-approval requests, payment plan agreements and outstanding balances drafted from what is already in the practice system, so the front desk confirms rather than retyping.

Rostering across chairs and clinicians

Dentist, hygienist and nurse availability, leave and chair allocation tracked in one place, with the next roster and the booking changes drafted for the practice manager to approve.

Practice reporting

Production per clinician, chair utilisation, treatment plan acceptance and debtors turned into a one-page monthly report with a sentence on why each number moved.

And the admin every office has

The same work turns up in every dental practice: email, spreadsheets, documents, and a Microsoft or Google setup that grew without a plan.

Invoicing and accounts payable

Supplier bills read, coded and matched to the order or the job before they reach Xero or MYOB. Mismatches drafted into an email for someone to approve. Overdue invoices chased politely, on a schedule.

Email that answers itself, nearly

The inbox triaged each morning, routine replies drafted in your tone, attachments filed to the right folder, and a short list of what actually needs you today.

Spreadsheets you stop rebuilding

The weekly report that someone copies and pastes together every Monday, produced before you arrive, with a sentence on why the number moved.

Documents and slides

Proposals, letters, reports and board slides drafted from your own templates and your own past work, so the first draft is eighty per cent there rather than a blank page.

Microsoft 365 or Google Workspace, set up properly

Shared drives that make sense, permissions that match who you are now, and AI connected to mail, calendar and files the same way for everyone instead of five people doing it five ways.

Project and job tracking

Status updates written from what actually happened in email and the job system, tasks pulled out of meeting notes, and a morning brief per person of what is due.

How it works: audit, roadmap, implementation, training, support

Sold one step at a time. Each step is quoted before it starts, stands on its own, and you decide after each one whether to take the next. Most businesses your size go from the audit to a working, trained setup in three to six months.

Audit

Two weeks, fixed price. A map of every system you run, a ten-minute staff survey, a few five-minute screen recordings of the work that eats the week, and short conversations with the people who run the business. It costs your team minutes, not hours.
Roadmap

A ninety-day plan written from what the audit found: which processes first, ranked by admin removed against cost and risk, which AI plan and accounts your team should be on, and a two-page policy on what may go in. Every item has its own price.
Implementation

I build the first one or two automations inside your own Microsoft 365 or Google Workspace, connected to the systems you already run. AI drafts, a person approves anything that leaves the building, and it runs beside the manual way until you trust it.
Training

Your team learns on their own work, not on demos. One standard setup for everyone, a short session per group, and one-to-one time with the two or three people who will carry it once I step back.
Support

A light monthly retainer: one call, a one-page summary, fixes, and the next routine your team worked out promoted into something the business runs. I read the AI news so your people do not have to.

Use AI without handing over your clients’ data

Dental records are health information, the most sensitive kind of personal information under the Privacy Act. A practice holds charts, x-rays, treatment plans, health fund details and payment history, and none of it belongs in a consumer chatbot. Most back-office work does not need it to: reporting runs on de-identified figures, and letters are drafted inside your own systems.

The work happens inside your practice software and your Microsoft or Google tenant, on a business AI plan with company accounts for every person who uses it. If you already use an AI scribe for clinical notes, I make sure it sits inside the same policy, with patient consent handled the way your dentists agree. Anything that goes to a patient, a lab or a fund waits for a person to say yes. I do not give legal advice or certify compliance, but the setup is written down so your own adviser can check it.

The basics, every time

Company accounts on a business AI plan, never personal logins. Business plans do not train on your data.
AI connected to your own Microsoft or Google tenant, so files stay where they already live and access is revoked in one place.
A two-page policy your team can actually remember: which accounts, what may go in, what never does.
Everything I build lives in your accounts and is logged. I work from a staff login, not the master key.

Where most start

A typical first project: treatment plan letters sent the same day

Most dental audits land on the same quick win. Once a plan is entered, a letter with the stages, the estimate and the likely fund rebate is drafted in your template for the practice manager to check and send. It runs beside the manual way until you trust it. Recalls and lab invoice matching are usually next.

Where I work

Based in the Sutherland Shire. In person across these areas, remote everywhere else in Australia.

Sutherland Shire

Cronulla, Miranda, Caringbah, Sutherland, Gymea and around.

Southern Highlands

Bowral, Mittagong, Moss Vale, Exeter, Robertson and around.

St George

Hurstville, Kogarah, Rockdale, Sans Souci, Bexley and around.

Eastern Suburbs

Bondi Junction, Double Bay, Paddington, Woollahra, Randwick and around.

Frequently asked questions

Will AI be involved in clinical decisions?

No. I work on the back office: letters, recalls, invoices, rostering and reporting. What treatment a patient needs, and what goes in their clinical notes, stays with your clinicians. AI only drafts the paperwork that follows a decision a dentist has already made.

We use Dental4Windows (or Core Practice, or Exact). Do we need to change?

No. I connect to what you run. Where the practice system has a proper way in, I use it. Where it does not, I start from the reports your team already exports, so the clinical side is untouched.

Can AI write treatment plan estimates for us?

It can draft the letter around the estimate: the stages, the item numbers in plain English, and what the fund is likely to cover based on what you already record. The fees and the plan itself come from your practice system and your dentist. A person checks every letter before it goes.

Is this worth it for a practice our size?

If your front desk regularly stays back, or recalls and plan letters run behind, usually yes. The audit will tell you honestly, and if better templates in your practice software would do it, I will say so.

How much of my team’s time does this take?

Minutes, by design. Ten for the survey, ten for an optional screen recording, an hour with the key people. Whoever runs operations spends two or three hours across the first fortnight.

Do we have to commit to the whole thing?

No. Every step is quoted on its own and you decide after each one. Plenty of businesses take the audit and one project, and stop there until they see it working.

Are you tied to a particular AI vendor?

No. I lead with Claude because I think it is the strongest all-rounder for business work today, and I work just as happily with Microsoft Copilot, ChatGPT or Gemini if that is what your team already uses. Everything is built so the model is one part you can swap.

Running a dental practice and doing the admin at night?

Tell me what you run, how many people, and what eats the most time. I will tell you honestly whether an audit is worth it.

Tell me about your business

Tell me what you're dealing with

Three lines is plenty. I reply personally, usually within a day, and the first call is free.