With the office closing at 2pm each day, patients struggled to reach the front desk to book appointments or complete paperwork. New-patient calls stretched up to 30 minutes as staff collected medical history, insurance details, and preferences—only to re-scan and correct incomplete paper forms when patients arrived.

As conversions dipped, reviews lagged, calls piled up, and adminisrative work overwhelmed the team, it became clear the workflow couldn’t scale. Sartini needed a system that let patients book, ask questions, and complete intake on their own time.

That’s why they turned to DearDoc and NexHealth, modernizing every step of the experience through a unified, automated workflow.

None of Sartini Dentistry’s workflow improvements would be possible without the Synchronizer API—NexHealth’s connectivity layer that keeps patient, provider, schedule, insurance, and form data consistent across every system. With this real-time data foundation, the practice gained:

• Accurate scheduling with real-time availability
  No mismatched time slots, ghost openings, or conflicts—every tool reads and writes to the same live source of truth.

• Consistent patient and intake data, even after hours
  Whether a patient books at noon or 9pm, their information flows directly into the PMS without staff intervention or cleanup.

• Seamless communication across DearDoc, NexHealth, and the Practice Management System
  Data is normalized automatically, eliminating re-entry, troubleshooting, and manual corrections.

With this reliable infrastructure, Sartini layered in DearDoc to enhance communication and patient guidance before they ever reached the front desk, including:

• AI-powered website chat for instant answers

• Automated Google review reminders

• Missed-call AI and Autodialer for after-hours responsiveness

Together, DearDoc + NexHealth created a single, unified patient experience from the website visit all the way through check-in and follow-up—featuring 24/7 online scheduling, two-way texting, digital forms, secure payments, and upfront insurance verification.

Patients quickly adapted to the new digital workflow—retirees included—and consistently praised how easy the process felt.  With guided form completion and always-available scheduling, appointments started on time and the front desk recovered significant administrative hours. 

Key outcomes included:

• 60+ hours of admin time saved every month
• 24/7 scheduling, including filling last-minute openings
• Digitized intake, ensuring patients arrive ready
• Smoother patient flow and less front desk burden
• A surge in Google reviews from automated post-visit texts

As one team member put it: "We close at 2pm.  Patients still want to schedule at 5pm, 7pm or 9pm.  Now they can do it on their own time."

And on the impact of automated reviews: "We've gotten a lot more reviews because of the automatic text.  That alone has been a big improvement for us."