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The dental marketing team that proves every patient from lead-to-chair.

Everything you need to attract, follow up and book new patients, done for you by our team.

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CareRM overview for a demo practice over 90 days: $7.6K ad spend, 953 leads, 418 booked, 352 came in, 30 times return on ad spend
Avg. monthly inquiries per practice
46
Avg. cost per inquiry
$31
Avg. monthly ad views per practice
79K
Avg. lift in booking-page visits
31×

We're in the business of filling your chairs

CareRM is an AI-powered marketing team, and the platform it runs on, for dental practices and DSOs.

  • HIPAA business associate agreement
  • Ad accounts in your name
  • Ad spend capped, at cost
  • Month to month

From first click to the chair, handled for you

Every new patient goes through five stages. We run each one, and you watch it happen in your dashboard.

01 · Attract

New patients from Facebook, Instagram and Google

We learn who your patients are, make the ads, in Spanish too where your patients speak it, and run them. Spend is capped on a virtual card, so a month never runs over.

  • Websites and landing pages
  • HIPAA-ready hosting
  • Local SEO
  • AI-search readiness
  • Google Search ads
  • Meta image and video ads
  • Video shoots at your practice
  • Social posting
  • Short request forms and funnels
  • Tracked phone numbers
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Website channels for a demo practice: sessions, engagement and conversions by source

02 · Follow up

Every lead followed up until they book

Most offices call once, then try again two weeks later, when the patient has gone cold. We keep reaching out the whole way, and your dashboard shows which leads still need a call.

  • CRM and pipelines
  • Email follow-up from your own domain
  • Onboarding sequences
  • Workflow automation
  • New-lead reminders
  • Tasks and approvals
  • Newsletters, opt-in only
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A follow-up email sequence for a demo practice, with each step and when it sends

03 · Book

Every call tracked, recorded and answered

Calls from your ads, website and Google listing are tracked, recorded and transcribed, so you can hear which ones didn't book and why.

  • Call tracking with recordings
  • Call transcripts and outcomes
  • AI phone assistant for missed and after-hours calls
  • Call-back tasks for every missed call
  • Speed-to-lead tracking
  • Every lead from new to booked
  • Office hours and closures
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Calls for a demo practice with where each came from and whether it booked; caller details blurred

04 · Reactivate

Bring back the patients you already have

We connect to your practice software, group past patients by their last visit and the treatment they still need, and reach out to each group. They're the cheapest appointments you'll ever fill.

  • Reactivation campaigns
  • Recall and unscheduled-treatment lists, worked by our team
  • Replies to Google reviews from your dashboard
  • Newsletters to patients who opted in
  • Reactivated revenue counted as its own channel
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Task list for a demo practice grouped into waiting on you, overdue and due today

05 · Prove

See what you got for what you spent

Every new patient is traced from the ad to the visit, so you never have to take an agency's word for it.

  • Attribution to booked, showed and collected
  • A dashboard for each practice
  • Website analytics you own
  • Every location side by side
  • Monthly results and a monthly call
  • A weekly executive review for DSOs
  • Your data exported whenever you ask
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Channels table for a demo practice: spend, leads, booked, came in, cost per patient and production by channel

We exist so a practice owner never has to wonder what their marketing did

  • Done for youOne setup call, then our team makes the ads, runs the follow-up and makes your website changes. Email us a change and it gets done.
  • Your accounts, your cardAd accounts stay in your name, and spend is capped on a virtual card, so there's never a surprise bill.
  • Proof, not reportsEvery new patient traced from the ad to the chair, so nobody takes credit they didn't earn.

It was an easy experience to work with you.

Dr. Katris Carol Stream Dental Associates

Security, engineering and marketing under one roof.

A healthcare growth partner needs more than marketers. Ours is a team of cybersecurity professionals with compliance experience, data engineers and marketers, working as one.

  • Kai Herrera CEO
  • Kael Oosterbaan CTO
  • Griffin Tucker COO
Cybersecurity and compliance
Enterprise security architecture and compliance experience, applied to a HIPAA platform under a signed BAA.
Data engineering
The pipelines that join your ads, calls, website and practice management system into one record.
Data science and attribution
Models that show which ads, channels and locations bring booked patients, and the tracking that ties each ad to a patient.
Operations
Onboarding, daily delivery and the systems that let one team run many practices.
Video and marketing
In-house healthcare video production and forward-deployed marketing.

What's included with CareRM

What you get Replaces Typical cost CareRM
Website and HIPAA hosting ProSites, a WordPress host $299/mo Included
Local SEO and AI search BrightLocal, Yext $99/mo Included
Google and Meta ads AdEspresso, Madgicx $49/mo Included
CRM and pipelines HubSpot, Keap $99/mo Included
Email and onboarding sequences Mailchimp, ActiveCampaign $49/mo Included
Workflow automation Zapier, Keap $69/mo Included
Call tracking and transcripts CallRail $95/mo Included
AI phone assistant Smith.ai, Ruby $199/mo Included
Review replies Birdeye, Podium $299/mo Included
HIPAA-safe website analytics Freshpaint $150/mo Included
Attribution and reporting Dental Intel, AgencyAnalytics $299/mo Included
Social posting Hootsuite, Buffer $99/mo Included
The team that runs all of it A dental marketing agency $2,500/mo Included

Bought separately $4,305/mo Growth $1,990/mo

Typical costs are starting list prices for one location, October 2026. Ad spend and phone-line charges are extra everywhere, and at cost with us.

Your part takes one call. We do the rest.

Practice owners are busy, so we ask for everything once.

  • One 30-minute call: you add us to Facebook, Instagram and your website, and tell us about your patients.
  • A free new website: rebuilt fast, matched to your brand and your Instagram.
  • Ads live in about a week: then every lead and booking shows up in your dashboard.
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Lead pipeline for a demo practice, from new to reached to booked

See our plans

One fee per practice, with the platform included, and a custom website that often costs $5,000 or more built free. Ad spend at cost, never marked up.

Plans

Tier 1

Presence

$990 per practice, a month. Ad spend at cost.

For a practice that needs a fast, secure website, to be found on Google and in AI answers, and every call from its ads tracked.

  • HIPAA-ready hosting, maintenance and website changes
  • The CareRM platform login
  • Local SEO and AI-search readiness
  • Light Google Search and Meta image ads, managed for you
  • Call tracking
  • Reactivation campaigns, run for you
  • Attribution: where each patient came from
Get started
Most popular Tier 2

Growth

$1,990 per practice, a month. Ad spend at cost.

For a practice with open chairs, ready to bring in more new patients and follow up every one.

  • Everything in Presence
  • Email and CRM follow-up, written and run for you
  • Every missed call answered
  • About two social image posts a month
Get started
Tier 3

Accelerate

$2,700 per practice, a month. Ad spend at cost.

For a practice with room in the schedule for high-value cases, like implants or aligners.

  • Everything in Growth
  • Meta video ads
  • A creative refresh every month
  • Localized YouTube ads
  • Video shoots optional, quoted separately
Get started

DSO plan

Talk to our DSO team

For groups of five practices or more. Each practice on the plan it needs, a weekly executive review, every location on one screen and one invoice, priced for the group.

See how practices grow with CareRM

See what your marketing actually brings in.

Book 30 minutes. We'll show you a real dashboard, look at your website and ads, and tell you what we'd do first. No obligation.

Book my 30-minute walkthrough