What Dental Practices Need from their Communication Software Partners

When it comes to taking the best care of your patients, we know that communication is key. As dental practices get increasingly tech-savvy, practitioners and business managers are finding ways to make these lines of communication more efficient for their bottom line, as well as more effective for their patients. Working with communication software partners is a great way to achieve both business and care goals- but what exactly should you be looking for when picking the best partner for your practice? 

What it comes down to, is a commitment to providing you with quality tools that make managing your practice easier- not more complex. You want an expert partner that has an end to end view of your patient’s journey, and the features you need to communicate with them every step of the way- so they are treated the way they want to be treated. Here are some of the critical elements that your patient communication software partners should be providing.


Automated messaging is the most basic, but arguably the most important, feature your software partner should provide to your dental practice. Easy implementation of messaging via email, text messaging, wait list management, and voicemail, should mean that once you set up your preferences, your software runs smoothly- taking patient follow-up off of your plate. Automation makes your life easier, so you can focus on more important things!


Customizable messaging is another critical feature in your tool kit. Each dental practice has its own unique communication style, procedure needs, and patient demographic. The ability to customize your messaging to best reflect your individual practice, keeps you more sincerely connected with your patients. It also means you have the ability to make changes to your messaging as circumstances change and your practice grows. Customization keeps you connected with patients in a way that is sincere, and practical.


While customization is a necessary option, we know that sometimes your   practice might need guidance when it comes to drafting what to say, in different circumstances. Pre-formatted templates are an incredible convenience for both email and text messaging, to ensure that you have the basic messaging needed to clearly communicate with your patients. Whether you use templates as a starting point for your own edits, or you decide to use them as-is, messaging templates are a helpful resource that your communication partner should provide to make your communication smooth and straightforward.

Language Options

We emphasize the importance of clear communication, and know that sometimes dental practices are caring for patients whose primary language might not be the practitioner’s first. Across North America, dentists from big cities to rural communities are serving patients that speak a variety of languages. When arranging care for these patients, the ability to message important updates and instructions in the language that they best understand, is another way to improve outcomes and show sincere care. Intiveo offers messaging templates in english as well as spanish, french, dutch, and mandarin. 

Timing Intervals

Another important feature for your communication software, is the ability to pre-set timing intervals between messages, to ensure your patients are informed with the right message, at the right time, in the format they’re going to be most responsive to. Whether it be recall reminders for regular appointments, or pre-operative instructions to prepare them for a procedure, the timing of your outreach can be the difference between a successful appointment and an empty chair. You can use our recommended intervals, or set your own, with options for frequent, moderate, or infrequent messaging schedules. These cadences can be updated at your convenience until you find what works best for your practice.

Accessible Tech

Your team has better things to do than fuss around with complicated tech solutions. Your software partners should be making things easier, not more complex! So consider software that is easy to implement, integrates with the solutions you already have in place, and is adaptable to changes. For example, under 2020 lockdown measures, Intiveo’s cloud-based software was accessible to members of practices working remotely, which means they could continue to manage patient messaging from their homes. This allowed them to share updates with patients in real-time, and continue communicating when it mattered most. Our program dashboard is intuitive and integrates with major practice management software solutions, to take the heavy lifting off of your team. But in the case where they might need extra help…

Consultation and Expert Advice

The final feature we recommend when selecting a patient communication software partner, is access to expert help and consultation. Questions are inevitable, and you should expect your partner to be just that- a resource that cares about your patients and your practice’s success. Our support team is available both by phone and email, and assists clients from setup throughout their relationship with us. Our commitment to improving patient care comes from a sincere desire to help dental care providers treat patients the way they want to be treated- starting with great communication.

Click here to get started for free with Intiveo, and discover how our patient communication software solutions can improve care at your practice!


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