AI, automation and custom software for dental practices, built around the practice management system you already run
You keep Dentrix, Eaglesoft, Open Dental, Curve or whatever your office runs. We build the layer your PMS vendor never sold you: the new-patient call answered and booked at 4:50pm, hygiene recall that runs by itself, insurance verified before the patient sits down, and one honest view of production across every location.
What changes for your practice
3 things that decide this
- 01Your front desk spends roughly 80% of its time on the phone and still misses about a third of inbound calls, by vendor call-tracking numbers from Peerlogic. Your line answers instead, asks what your best scheduler would ask, books a real slot with the right provider, and hands anything clinical or urgent straight to a person.
- 02Insurance verification runs 12 to 20 minutes a patient by phone and portal, which is two to three hours of a coordinator's day (ADA 2024, via Curve and RevenueWell). We run eligibility the day before, write the answer back into your PMS, and put only the exceptions in front of your team.
- 03Everything else around the chair runs on its own too: reminders by visit type, the open hygiene slot backfilled from your waitlist, recall and reactivation from records you already hold, claims scrubbed before they go out, and production by provider and location in one place your PMS was never built to give you.
Eight places a dental practice leaks time and production, and what we put in each one
These are the eight areas our audits keep finding, in the order a patient meets them. Each one links to the page that owns it.
Be the practice that answers. Fill the chair.
A new patient with a broken crown calls three offices and books with whoever picks up. When your desk is checking someone out, that isn't you. We add a dental front-desk line that answers in two rings, screens by your rules, checks the basics of coverage, and books into your schedule. Anything that sounds like real pain or trauma goes to a person mid-sentence.
AI front desk for practices →
Empty hygiene slots backfilled. Recall that actually runs.
No-shows sit at 15 to 20% in the average practice, and about 36% of those misses are simple forgetfulness (Arini, Clerri, UW-CHESS). We build reminder and confirmation sequences by visit type, backfill a cancelled hygiene slot from the waitlist the same morning, and run six-month recall from your own records instead of a list nobody has time to call.
How to reduce no-shows with automation →
Verification done before the patient sits down.
Your coordinator loses two to three hours a day to portals and hold music, and eligibility errors drive 12 to 16% of claim denials (ADA 2024, via Curve and RevenueWell). We automate the eligibility check the day before, run the X12 270 request through your clearinghouse, and write the 271 answer into the patient's record so the treatment plan is priced right the first time.
How to automate dental insurance verification →
Chart once. Type nothing twice.
New-patient forms get filled out on a clipboard and typed into the PMS by hand, and the same demographics get keyed again at the next visit. We wire intake into the chart, draft clinical notes into your template for the dentist to sign, and connect the imaging, the ledger and the schedule so one entry lands everywhere it should.
EHR and PMS integration →
Clean claims out. Denials worked. Balances collected.
Claims leave late, denials get worked when somebody has an hour, and patient balances quietly age past 90 days. We scrub claims against payer rules before submission, put denials in a work queue sorted by reason and dollar, and send statements with a payment link on a schedule. Your staff post the payments; the software never touches your ledger.
RCM automation for practices →
Same standard at every location, without hiring for it.
About 62% of dentists named staffing shortages their number one challenge (ADA Health Policy Institute, February 2025). You cannot hire your way out of that, and a second location doubles the problem. One phone brain, one set of recall rules and one standard for how a call gets handled, running the same way at every office.
Custom software for practices →
Know which chair, which payer and which source make money.
Production and collections live in the PMS, the aging report lives in the clearinghouse, and marketing spend lives in a spreadsheet, so the three never agree. We build a read-only dashboard across all of them: production by provider and chair, hygiene reappointment rate, no-show rate, new-patient source, denial rate by payer.
Which practice KPIs actually matter →
Patients who know what's next, and come back.
People call the desk to ask about a balance, a form or whether the crown is in yet, and every one of those calls costs you a booking. Two-way messaging off the record answers them: forms before the visit, the balance with a link to pay, the review request timed to the appointment that went well, and reactivation for the patient who hasn't been in for two years.
Is an AI receptionist worth it for a dental office? →
From the broken-crown call to the next hygiene visit, and where the machine takes over
Three stations where a dental practice is different from every other kind of clinic. Pick your system to see what each step writes back; Curve, Denticon and the rest follow the same pattern to the depth their access model allows.
Station 01 · The 4:50 call with a broken crown
- Today
- A new patient calls at ten to five while your desk is taking a payment and answering the other line. It rings out, they don't leave a message, and by six they've booked with the office down the road.
- What we automate
- Your line picks up in two rings, asks whether it's an emergency, what hurts and for how long, takes the insurance card details, checks the basics of coverage, and books a real slot with a provider who does that procedure.
- What stays human
- Facial swelling, trauma, uncontrolled bleeding or a patient who sounds frightened goes to your on-call dentist before the caller finishes the sentence. You write that trigger list, and we test it first.
Writes to DentrixPatient record and appointment on the schedule, with the call notes and the recording attached.
Station 02 · Verification, the night before
- Today
- Your coordinator works a list at 7am, sits on hold with three payers, reads a portal that logs her out, and re-types the breakdown into the chart. Twelve to twenty minutes a patient, two to three hours of the day gone.
- What we automate
- A day ahead, every scheduled patient gets an eligibility check: an X12 270 out through your clearinghouse, the 271 back, plus the payer portal where the clearinghouse answer is thin. Frequencies, maximums, remaining benefit and history land on the appointment.
- What stays human
- Your coordinator sees a short exception list instead of the whole schedule: the plan that terminated, the frequency that doesn't match the treatment plan, the payer whose answer disagrees with itself.
Writes to DentrixInsurance plan and coverage table updated on the patient, with a note on the appointment.
Station 03 · The hygiene recall nobody has time to run
- Today
- Your continuing-care list has hundreds of patients three months overdue. Somebody works it when the schedule is quiet, which is exactly when it's too late to fill next week.
- What we automate
- Your recall runs on its own, keyed to visit type and last-seen date: a text at the right interval, an email for the patients who read email, a call from your line for the ones who ignore both, and a slot offered from the real schedule rather than a request form.
- What stays human
- A patient with an open treatment plan, a periodontal case or a balance gets routed to your treatment coordinator instead, with the history in front of her before she dials.
Writes to DentrixAppointment booked against the continuing-care record; contact attempts logged.
Each station links to the page that owns it, and the rest of the chain sits on the healthcare hub. Every clinical decision stays with the dentist.
We don't replace Dentrix, Eaglesoft, Open Dental or whatever your office runs. We build what they won't.
Your practice management system holds the chart, the schedule and the ledger, and your team has years of muscle memory in it. Switching costs more than it fixes, and it moves the gaps rather than closing them: the call nobody answered, the recall list nobody ran, the verification done by hand, the report you rebuild in a spreadsheet every month.
So what matters is the access model, not the brand on the login screen. Open Dental publishes a documented API and an open database, which makes it the easiest of the three to build against. Dentrix and Eaglesoft usually mean a supported bridge, a scoped database link, or middleware like NexHealth or Kolla sitting in between. Curve and Denticon are cloud systems with their own APIs. We confirm exactly what your account exposes during the audit, design to it, and where the API stops we build a reviewed queue your staff accept with one click instead of re-typing.
One thing we plan for that most projects don't: your PMS gets upgraded, and a schema change underneath a direct database link breaks the integration quietly. Nothing errors. The rollup just goes wrong. We monitor the shape of what we read, so a version change surfaces as an alert rather than as a production number nobody trusts three months later.
- 01Appointment, patient and verification write-back into your PMS, with the recording attached to the call.
- 02Your PMS stays the chart and the ledger. We draft into it; we don't replace it.
- 03Imaging tied to a patient is protected health information from the first design choice, not a file upload feature.
Where patient information travels is the first design decision, made on paper, with your compliance officer
Most practices we talk to have had an AI tool vetoed by compliance, and the veto was usually right: the vendor couldn't say where the data went, wouldn't sign a BAA that covered every party in the chain, or trained on inputs. So every build starts with a one-page PHI map: which system holds what, which vendor touches it, which region, what's logged, what's retained, and which fields get de-identified before a model ever sees them.
What follows is simple to state, and we put it in writing. A BAA with every business associate in the chain before any PHI moves. Access scoped to the role and the patient, never practice-wide. No training on your data. An audit trail of who saw what. And the clinical decision, the diagnosis and anything that touches care stays with a clinician; the software schedules, verifies, drafts and reminds.
- 01BAA with every vendor in the chain, signed before anything is built.
- 02PHI scoped to role and patient; de-identified where a model is involved; audit trail on every access.
- 03Digital X-rays and scans are PHI the moment they're linked to a patient, so they get record-level access control, encryption and logging wherever they sit.
“They will treat your vision like their own and build it that way.”
Ron Klabunde · Founder, SmartREI ↗
“I am extremely happy with the results and would highly recommend Hashlogics to anyone.”
Daniel Khin · CEO, PremiumAudit.io
Some of the systems we have shipped
- AuditFree. We read one week of your call log by hour and outcome, your no-show and recall numbers, verification minutes per patient, and what your PMS actually exposes. That's the Dental Front-Desk Audit, and the one-page note is yours either way.
- DiagnoseWe map the path into your EHR or PMS, sit with your front desk and billing for an afternoon, and write the PHI map.
- BuildFixed price from the diagnostic. BAA signed first. Tested on your real schedule and real claims, de-identified where it should be.
- RunMonitoring, a named engineer, and the first two months of maintenance free.
Best fit: a practice or group with two or more providers, a front desk that's saturated, and an EHR or PMS you've outgrown in places. Not a fit yet: a solo provider who needs the phone picked up, and we'll say so. You can stop after any stage; the audit note is yours either way.
Before you book
01Can you integrate with Dentrix, Eaglesoft, Open Dental or Curve?+
To the depth your account exposes, and we confirm which during the audit rather than promising first. Open Dental publishes an open API and an open database, so it's the most direct. Dentrix and Eaglesoft usually run through a supported bridge, a scoped database link, or middleware such as NexHealth or Kolla. Curve and Denticon are cloud-native with their own APIs. Where the connection genuinely stops, we build a reviewed queue your team accepts with one click, so nobody re-types a benefit breakdown.
02Is a dental AI receptionist HIPAA compliant?+
The architecture is, and we put it in writing before anything is built: a BAA with every vendor in the chain, PHI scoped to role and patient, no training on your data, an audit trail of every access, and a one-page map of where patient information travels that your compliance officer signs. HIPAA doesn't certify software. It makes you responsible for how it's built, which is why we show you the map instead of a badge.
03What happens when a call is a real emergency?+
It goes to a person immediately, on a trigger list you write before we build anything. Facial swelling, trauma, uncontrolled bleeding, a patient who sounds frightened: your line says it's connecting them and does, to your on-call dentist or your after-hours number. You get that list built first and the first thing we test, and your line never gives clinical advice.
04Will this replace our front desk?+
It takes the phone off them. Around 62% of dentists say staffing shortages are their biggest challenge (ADA Health Policy Institute, February 2025), so most practices we talk to aren't looking to cut a role. They're looking to stop losing the one they have. Your coordinator moves from hold music to treatment plans and the patients standing in front of her, which is the part that actually books production.
05We're a group with several locations on different PMS versions. Can you give us one view?+
Yes, and the version mismatch is exactly why a live query across every office fails. Each location runs its own install, its own database and often its own version, so we pull and normalise each one on a schedule into a consistent model, then report from that. You get production, collections, hygiene reappointment and no-show rate by location and by provider, and the numbers agree because they come from one pipeline.
06Is this the whole of what you do for dental practices?+
No. Phones are the loudest problem, and that's usually where we start, but the same team builds the verification automation, the claim scrubbing and denial queues, the intake and documentation into the chart, the multi-location dashboards, and custom software where nothing off the shelf fits. Our healthcare hub lays out all eight areas and which page owns each one.
A senior engineer, not a sales rep
Abdul Basit founded Hashlogics in 2017, and the team runs from Lahore with a US LLC. Clients rate the work 5.0 on Clutch, and in 2026 it was named Best AI-Native Software House of the Year at TechNova. TrialTriage, an AI clinical-trial matching system for oncology, is one of the systems we built and can show you.
Your audit call is with an engineer who has read call logs, schedules and denial reports like yours. Bring last month's numbers if you have them, and we'll work from those.
- BAA and NDA before the first conversation about real data.
- No pitch on the call. A note you could hand to another vendor.
- Fixed price after the diagnostic, so the number isn't a guess.
More for dental practices
- AI, automation and custom software for practices →The whole chain across medical, dental and veterinary, and which page owns each part.
- AI front desk for practices →The 4:50 call answered, screened and booked into your schedule.
- RCM automation for practices →Eligibility, verification, clean claims and denials worked by reason and dollar.
- EHR and PMS integration →What Dentrix, Open Dental, Curve or whatever you run actually exposes, and how we build to it.
- Custom software for practices →Multi-location operations, dashboards, portal and patient communication.
- HIPAA-compliant development →The PHI map, the BAA chain and how we build for regulated data.
- Best AI receptionists for dental offices →The real vendors ranked, with the custom build listed last and its trade-off stated.
- Is an AI receptionist worth it for a dental office? →The direct answer, and the practices where it isn't.
- How to automate dental insurance verification →270/271 through your clearinghouse, the portal gaps, and where a person still belongs.
- The front desk misses one in three dental calls →What one week of call logs shows, and what to do about the hours the misses cluster in.
