Dental Practice Operations · Acworth, Georgia
ChairTime Solutions designs, installs, and runs the non-clinical systems behind a well-run dental practice — scheduling, preventive recall, patient communication, team training, and reporting — so your team can stay focused on the patient in the chair.
Deployed alongside the practice management software you already run
Dentists graduate prepared for clinical excellence — and then inherit a small business: a phone that rings while the front desk checks someone in, a schedule that leaks hours, patients who accept treatment and never book it, a team that turns over faster than it can be trained. None of it is a clinical problem. All of it decides whether the practice thrives.
Typical ranges reported across general dentistry. The first thing we measure is yours.
Adjust the three inputs below to see what unmanaged chair hours are costing you each year — and what recovering most of them would be worth.
Assumes 8 clinical hours per chair per day across 20 operating days a month. An estimate for discussion — the operational audit replaces every number here with yours.
If one of these sounds like your practice, the audit will pay for itself in the first finding.
You are the clinician, the owner, and the operations manager. The schedule runs on whoever remembers to call.
Production is up, but so is chaos. Nothing is written down, and every associate schedules differently.
You inherited a chart base, a team, and habits you did not choose. You need a baseline before you change anything.
Each location invented its own process. You need one standard that survives distance and staff turnover.
A complete diagnostic of how your practice actually runs. We measure schedule occupancy, no-show and short-notice cancellation rates, recall performance, reappointment at checkout, unscheduled accepted treatment, and team workflow — and deliver a written report with baselines, findings, and a prioritized improvement plan you keep, whether or not we go further together.
We install the systems the audit calls for: a confirmation protocol that treats a reply — not a delivery receipt — as confirmation; a three-tier recall and reactivation program; same-day gap management; checkout pre-appointment; scripts rehearsed with your front desk until they sound like your practice; and a pipeline for accepted treatment that never made it onto the schedule.
The stage where most consultancies leave — and where we stay. ChairTime runs the machine month after month: automations monitored, dashboards delivered, a standing monthly review with the owner, scripts refreshed, and new hires trained on your systems when the team changes. A fractional operations department, without the payroll of one.
Sometimes you should — and if the audit says so, we will tell you. But a hire brings a person, not a system. When that person leaves, the system leaves with them. ChairTime installs the operating manual first, so the role becomes replaceable and the practice does not.
| What you get | ChairTime | In-house hire | Traditional consultant |
|---|---|---|---|
| Measured baseline before changes | |||
| Written SOPs that survive turnover | |||
| Automation configured and monitored | |||
| Stays after implementation | |||
| Payroll, benefits, and PTO | — | — | |
| Knowledge stays when someone leaves |
Included Varies Not included
Scheduling discipline, confirmation cadence, waitlist and same-day gap fill, preventive recall, and reactivation of lapsed patients.
Missed-call text-back, a single two-way texting inbox for the front desk, web chat, and systematic post-visit review requests.
Tracking for accepted-but-unscheduled treatment, referral coordination workflows, and case-completion follow-up.
Documented SOPs, structured onboarding for front desk and administrative staff, and retraining whenever the team changes.
Administrative calendars and documentation routines that keep HIPAA and OSHA obligations organized and audit-ready.
(Operational support — not legal advice.)
A monthly one-page dashboard: occupancy, no-shows, reappointment, recall conversion, unscheduled treatment — reviewed with you, every month.
Every ChairTime engagement runs on a dedicated platform configured for your practice: automated confirmation sequences, recall and reactivation campaigns, two-way patient texting, review requests, referral and treatment pipelines, and live dashboards — deployed alongside the practice management software you already use.
ChairTime OS automates administrative communication only — reminders, scheduling, and follow-up. It never provides health information or clinical advice.
Illustrative dashboard. Your metrics replace these on day one.
Not a promise of numbers — a change in how the day is run. The numbers follow from the discipline.
ChairTime doesn't run on the memory of whoever happens to be at the desk. Every system we install is written down — playbooks with protocols, decision rules, scripts, and metrics — and trained until it survives staff turnover, vacations, and busy Mondays.
A task that is not assigned to a named person with a deadline and a metric does not exist.
From the ChairTime playbook library
Dr. Elise Guiomar de Souza Maria holds a Doctor of Dental Surgery degree (FMU, São Paulo) and a Bachelor of Business Administration (UNASP) — a rare combination of clinical training and management education. In 2019, she co-founded SORRI 10 Odontologia Especializada, a private dental practice in the São Paulo metropolitan area, which she built and managed as founding partner and practicing dentist through 2024: scheduling and patient flow, coordination of outside specialists, team management, financial administration, regulatory compliance, and biosafety protocols.
She has been the clinician being scheduled, the owner reading the numbers, and the manager training the front desk — often in the same week. ChairTime Solutions exists to give U.S. practice owners the operating systems she had to build for herself.
Tell us how the practice runs today and where it hurts. No slides. If we are not the right fit, we say so on that call.
Two to three weeks of measurement. You receive the baseline report and the prioritized plan — yours to keep, regardless of what happens next.
Implement with us, run it with your own team, or stop there. The audit stands on its own.
No. ChairTime Solutions is strictly non-clinical. Diagnosis, treatment planning, and patient care remain exclusively with licensed dental professionals. We work on everything around the clinical work — never on it.
No — it equips them. Your team keeps their jobs and gains systems, scripts, and training. Practices that run ChairTime systems typically need their front desk doing higher-value work, not less work.
ChairTime OS is deployed alongside the practice management systems practices already use — Dentrix, Eaglesoft, Open Dental, Curve, Denticon, and others. We configure, connect, and operate; you don't change your clinical records system.
The audit gives you visibility in two to three weeks. Confirmation and gap-fill changes usually show up in the schedule within the first full month of implementation. Recall and reactivation compound over a quarter. We will not quote you a guaranteed percentage — we will show you your baseline and then measure against it.
Administrative communication runs under business associate agreements (BAA), with access limited to scheduling and contact workflows. We never access clinical records beyond what scheduling requires.
We're based in Acworth, Georgia, serving practices across the state, with systems designed to operate remotely.
Tell us about your practice — a 20-minute conversation is enough to know whether we can help.
