Smarter Week

How to automate it

How to automate “present treatment costs, insurance estimates and financing to patients”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

45 min
typically, every day
35%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Present treatment from one screen with costs, financing and e-signature

Build phased treatment options with insurance estimates in the practice system, show them on a screen or send them by text, and let patients apply for financing and sign on their phone. Fewer printouts, fewer "let me think about it".

Typically saves about 30% of the time2 h to set up
  1. 1Make sure fee schedules and insurance estimates are set up correctly in your system.
  2. 2Build good, better and phased options for bigger cases.
  3. 3Present on the operatory screen with the X-ray and photos, then text the plan with a link to sign.
  4. 4Offer a financing link (CareCredit, Cherry or Sunbit) in the same message.
  5. 5Book the first appointment before the patient leaves.

Tools: Your practice management system (Dentrix, Eaglesoft, Open Dental, Curve, Denticon, CareStack or similar) · CareCredit, Cherry or Sunbit · Weave, NexHealth, RevenueWell, Lighthouse 360 or Solutionreach

Fix 2 of 2

AI

Have AI write plain-language explanations of common treatments

Write once, reuse forever: AI drafts short, friendly explanations of crowns, root canals, scaling and root planing and so on, plus aftercare, that you check and save as handouts or text templates. Keep patient details out.

Typically saves about 40% of the time10 min to set up
  1. 1List the treatments you explain most often.
  2. 2Use the prompt below in an approved AI tool, with no patient names or details.
  3. 3Check every clinical fact and adjust to how your practice does things.
  4. 4Save the final versions as handouts or text templates in your patient messaging tool.
Prompt to copy
Write a patient explanation of [TREATMENT, e.g. a crown after a large filling] for a dental practice. Reading level: 6th grade. Cover: what it is in one sentence, why it is recommended, what happens at the appointment, how long it takes, what to expect afterwards, and what happens if they wait. Under 200 words, warm and plain, no scare tactics. Then write a 40-word text-message version. Do not give prices or invent clinical claims; mark anything to check as [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (no patient details)

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Dental office manager / treatment coordinator

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Dental office managers / treatment coordinators