RevOps for dental practices and DSOs
CareRM is the revenue operations platform dental practices and DSOs use to attract, convert and keep more patients, with a team that runs it for you. Your website, ads, calls and reviews feed one dashboard that shows where every new patient came from and whether they booked.
“I view monthly reports without really understanding what we're learning from it and what we're going to do differently next month.”
The agency says it brought in your new patients. The front desk isn't so sure. The report counts clicks and form fills and stops before anyone asks whether the patient booked, showed up or paid.
Meanwhile a typical practice buys its website from one company, call tracking from another, reviews from a third, email from a fourth, and a dashboard to stitch them together. Each bills monthly. None of them reads your schedule.
A DSO multiplies it. Locations run different practice management systems, budgets are split without knowing which ads bring patients, and every acquisition adds another vendor. Inside the 50+ practice DSO we work with, that was seven systems and no single view.
Each vendor answers for its own piece. Nobody answers for the patient.
Before we spend a dollar, we work out what a new patient is worth at each practice: by treatment, by payer mix, and against how much room the schedule has. An implant consult and a cleaning are not the same patient, and the budget should not treat them the same.
Meta video built from your real doctors, patients, and team. Google Ads where search intent earns it. A website, SEO, and AEO that make you the answer in Google and AI assistants, plus Google Business Profile and reviews, so the patient who looks you up, on Google or in ChatGPT, finds a practice worth trusting.
Every call from your ads, website, and Google Business Profile is recorded and transcribed, and every form lands in one list with its source. You can see which inquiries were reached and which were not, at every location.
Focused pages turn interest into booked consults, with follow-up so patients arrive. We review each practice before we move budget, so it goes where chairs are open, not to a practice booked out six months in hygiene.
The standard is ad dollar to collected case. Every lead, call, and booking is tied to its source, and with your practice management system connected the same record carries through to showed, accepted treatment, and collected. We read what your systems know; we never touch eligibility or claims.
Start with one practice or a few. Set the baseline, prove it there, then carry what works to the rest.
Show me the proofEach step of that path happens inside the CareRM platform. Our team works in it every day, with agents doing the legwork, and you get the same login.
Your site and its patient forms on HIPAA-ready hosting, under your domain. Changes go live within one business day.
Local tracking numbers on your ads, website and Google profile. Every call recorded and transcribed, so you can hear which new-patient calls didn't book.
Each call and form arrives with its source attached, down to the ad, and moves from new to reached to booked where everyone can see it.
With your practice management system connected, each lead is followed to showed, accepted treatment and collected.
Visitors, sources and pages, kept on our HIPAA platform instead of an ad company's servers.
Follow-ups and newsletters from your own domain, sent only to people who opted in.
Every request and promise becomes a task with an owner and a due date. Reports and decisions live in a shared wiki. Nothing goes live without your OK.
Agents check your ads and website every day, flag what slipped, and draft the fix for a person to approve.
DSOs see every practice side by side, so what works at one can move to the next.
Here is that path at two real practices inside a 50+ practice DSO, and why the DSO is now rolling CareRM out to more of its practices.
Two practices, one agency report a month, and no way to tell which new patients the marketing had produced.
We filmed the doctors, the team and real patients. That footage became the video ads, and each practice's website was rebuilt to match.
The ads ran on Meta, and each appointment form showed which ad and page it came from. Activity on the two practices' request-appointment pages climbed within weeks.
When the campaign paused for a few weeks, the practice owner said the phones stopped ringing.
“The feeling in the office could feel the reduction in marketing spend.”
When the campaign came back, so did the calls.
“The phone's ringing so much, we gotta pull the dental assistant out of the operatory.”
It is not a count of visitors, bookings, patients or revenue.
"It felt busy" is where most marketing ends. CareRM is built so the next practice sees the calls, the bookings and the patients in the chair.
Read the full storyMost marketing setups for dental practices were built for online stores: a pixel in the browser that reports what visitors do to the ad platforms. We rebuilt the tracking on a HIPAA platform, so you get better data and the ad platforms get less of it.
| Typical agency | In-house data team | CareRM | |
|---|---|---|---|
| Growth | |||
| Runs ads, creative, website and SEO | Yes | No | Yes |
| Video ads from your own doctors and patients | Varies, often stock | No | Yes |
| AI agents check your ads and site every day | Not usually | No | Yes |
| Proof | |||
| Follows each lead to a booked, seen and paying patient | Usually stops at the lead | If they build it | Yes, with your PMS connected |
| Calls tracked, recorded and transcribed | Resold tool, often extra | No | Built in |
| Compares every location on one screen | Not usually | Yes | Yes |
| Tracking and privacy | |||
| Website analytics | Usually Google Analytics | Usually the same | First-party, on our HIPAA platform |
| Ad-platform tracking | Pixel in the visitor's browser | Not their job | Server to server; Meta gets a lead signal, never a name, email, phone or answer |
| No patient lists uploaded to ad platforms | Varies | Depends | By design: no lists, no uploads |
| Signs a BAA covering site, forms and calls | Varies; ask | Internal | Yes, one agreement |
| Visitor consent checked before anything goes to Google or Meta | Varies | Depends | Every event |
| Ownership and cost | |||
| Data you own and can export | Often in their accounts | Yes | Yes |
| Needs hires and training | No | Yes | No |
| One fee covers hosting, the dashboard and reports | Rarely | No | Yes; ad spend and phone lines at cost |
Typical agency: what dental practices and DSOs have told us about their agencies. Yours may differ.
You don't have a marketing department or a data person, and you shouldn't need either.
Family or specialty, we run the website, ads, calls and reviews. You get one screen that shows how each new patient found you.
Acquisitions add locations. CareRM adds growth inside them.
Each practice gets the same platform on the plan it needs. We compare them on one screen, move budget to the practices with open chairs, and carry what works at one to the rest.
One view for the practice owner, the regional manager and the CEO.
Not a fit if you want someone to run an ad account and send a monthly click report. If a channel is already producing profitable patients, we leave it alone.
No separate fee for the dashboard, hosting or reports. Each practice picks the plan it needs, from a secure website to a full growth program, and a DSO can mix plans across its locations.
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.
Some agencies keep the ad account and strip the forms off your site on the way out. Here it is in writing before we start: the accounts are in your name, your data is exportable, and nothing is built to make us hard to leave.
It is the first step of the path, and the first thing we work out together. Bring one practice or your whole DSO: on the first call we look at what you spend, where your patients come from and where your schedules have room.
Show me the proof↗