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HubSpot Setup for Dental Office Chain
SmileForYou GmbH
Orthodontics
Germany
16 weeks
2023
A growing German dental office chain managing multiple locations and increasing patient volume needed a centralized platform to manage patient relationships, automate appointment reminders, and coordinate marketing across locations. We configured HubSpot with specialized dental workflows, integrated appointment automation, and patient segmentation for targeted communications. The system enables treatment recommendations, post-appointment follow-up, and referral incentive tracking—improving patient lifetime value and building sustainable growth through better retention and word-of-mouth.
Challenges
Patient records and communication history were fragmented across multiple office locations with no unified view.
Manual appointment reminders led to 25% no-show rates, wasting valuable chair time and staff resources.
No systematic follow-up after treatments, missing opportunities to recommend additional services or preventive care.
Patient communication relied on luck rather than systematic outreach.
Goals
Implement HubSpot as the patient management platform across all dental office locations.
Automate appointment reminders and post-appointment follow-up communications.
Automated workflows between teams, orchestrating tasks of the entire treatment.
Results
Automated appointment reminders reduced no-show rate, recovering chair hours in every location.
Automated workflows simplified team work, with individual teams knowing exactly what to work on right on time.
Full transparency and unified processes across 5 practices.
Integrated with Ivoris for live updates from main dental application in HubSpot
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