01
Connect your calendars, forms, and systems
Connect Google or Microsoft calendars so provider availability stays accurate. Create booking pages for each dentist, hygienist, or orthodontist, then embed them on your site or patient portal. Attach pre-visit steps such as a dental patient intake form and your dental insurance verification process. Use custom questions to capture medical history and consent. If you use a practice system, connect it through webhooks or the API to sync patient IDs and notes. Add internal notifications so front desk and treatment coordinators get alerted when forms are complete. See apps and integrations at https://cal.com/apps.
02
Design rules for each visit type
Define workflow logic for new patient exams, hygiene recalls, orthodontic adjustments, emergencies, and post-op checks. Choose timing based triggers, for example, send a confirmation instantly, a reminder 48 hours before, and a last check 2 hours before. Personalize content by visit type, practitioner, or payer. For orthodontic care, include links to your orthodontic case presentation, photos, and financing details. For restorative care, attach your dental treatment plan template and pre-procedure guidance. Set recall windows and cadence so your dental recall system runs on schedule and routes to the right hygienist and location.
03
Automate communication and follow-through
Deliver messages by email, SMS, or WhatsApp, then track delivery and responses. Give patients one-click options to confirm, reschedule, or add to calendar, reducing inbound calls. Notify staff in real time through email or chat when a high-priority case changes. Post-visit, send follow ups, satisfaction surveys, and bill-pay links. You can also automate internal checklists, for example, distribute an infection control checklist dental to assistants before the day starts. All actions are visible in workflow logs, and you can adjust timing or content without code.
01
Reduce no-shows and stabilize production
Combine smart reminders and easy self-service so more patients arrive on time. Cal.com supports multi channel reminders, calendar invites, and add-to-wallet links that make attendance simple. If a patient does not confirm, Workflows escalate with a follow up or notify the front desk to fill the slot. Tie reminders to your dental recall system to keep hygiene schedules full throughout the year.
02
Accelerate intake and pre-visit readiness
Move paperwork out of the waiting room. Send patients to a secure link for your dental patient intake form, request insurance card photos, and capture consent well before the appointment. Use rules that prompt the team to run the dental insurance verification process, then flag exceptions. When everything is complete, Cal.com automatically sends a confirmation with what to bring and where to park.
03
Improve team coordination and compliance
Give your front desk, assistants, and providers a shared view of what happens when, with fewer back-and-forth messages. Automate pre-procedure prep lists for implants or orthodontic adjustments, and distribute an infection control checklist dental to the right staff at opening. Workflow logs create an operational trail of messages and tasks. Role permissions help ensure only the right people can access sensitive details.
04
Open source, API first, and self host ready
Build workflows that match your practice, not the other way around. Cal.com is open source and API first, so developers can integrate PMS or EHR data, trigger webhooks, and extend the booking experience. If you prefer to keep data in your environment, deploy self hosted. Explore the docs at https://cal.com/docs, browse integrations at https://cal.com/apps, and see product updates at https://cal.com/blog.
Multi channel reminders and confirmations
Email, SMS, and WhatsApp reminders with tokens for name, date, time, location, and prep instructions.
Conditional logic by visit type and payer
Trigger unique steps for new patients, ortho visits, or PPO plans, including recalls and pre-authorization checks.
Routing and round robin assignment
Automatically route bookings to the right provider or location based on availability, specialty, or language.
Embeddable booking with intake questions
Embed scheduling on your site, add custom questions, and link to your dental patient intake form.
API, webhooks, and integration apps
Connect to your EHR or practice software via API and webhooks. See https://cal.com/docs and https://cal.com/apps.
Privacy controls and self hosting
Keep data in your environment with self hosting. Use SSO, role permissions, and audit logs.
See how Cal.com fits your practice
Start building your first workflow in minutes. Create a free account, explore configuration in https://cal.com/workflows, and review the API at https://cal.com/docs. Prefer a walk through, book a tailored demo with our team. Bring a sample schedule, your recall rules, and we will map them live. Developers and admins are both welcome.
