A Day in the Life of a Dental Office Using Flex
7:45 AM – The Calm Before the Storm
Before patients begin streaming in, the front office team logs into Flex. Overnight, Missed Text Auto-Replies kept patients informed and reassured. Anyone who reached out after office hours now has a thoughtful response waiting, including when to expect a follow-up.
While the coffee brews, automatic appointment confirmations and reminders are already doing their job. Patients are showing up informed, on time, and with completed forms. No frantic phone calls needed! When the team steps away for their morning huddle, the Self Check-In Kiosk is waiting for them, an added security for the front office staff. Patients can check themselves in with ease, while the team focuses on planning the day. Even if the office doesn't use the kiosk all the time, this is a perfect opportunity to take advantage of it. No patient is left waiting and the staff is left stressed.
8:30 AM – An Easier Start
The first patient walks in for a new patient exam. With Flex’s digital forms and two-way texting, the onboarding process is quick and paper-free. If a patient has an emergency visit or late arrival and hasn’t completed the necessary documents, the front office can send a friendly "Welcome!" text with a link to the forms. These are easily filled out on a tablet at the practice or at home, which syncs directly into Open Dental regardless of where the patient is.
Soon after, the waiting room starts to fill. Patients have the option to use the Self Check-In Kiosk, where they can check themselves in for their appointment, all without slowing down the flow of patient traffic. The team can see real-time updates, making it easy to keep the schedule on track and focus on greeting patients face-to-face instead of juggling paperwork.
The assistant reviews the patient's info, with FlexVerification doing a lot of the heavy lifting for them. Important insurance benefits can be automatically pulled with Benefit Injection, including coverage details, annual max, and deductibles. No phone calls to insurance. No digging. Just accurate data, already there.
10:15 AM – Treatment Planning, Simplified
A patient is hesitant about a recommended crown due to financial concerns. Flex’s visual Treatment Plans make it easier to understand the costs and payment options.
Instead of confusion, the patient sees a clear breakdown, with personalized notes and insurance calculations. The acceptance rate just got a major boost.
12:00 PM – Lunch Break
While the team grabs lunch, Flex continues working behind the scenes. A few patients respond via text to appointment reminders or ask quick questions. The office’s shared inbox brings unread messages to the top, making it easy to pick up the conversation later, without missing a beat.
2:30 PM – One Less No-Show
A hygiene patient forgot their 2:00 PM appointment. However, thanks to Flex’s Advanced Patient List (APL) and ASAP list filter, the team fills the gap before any revenue is lost. That’s time and money saved with a few clicks.
4:00 PM – The Day Winds Down, but Flex Doesn’t
As the team prepares to close, Flex keeps working. Post-op instructions go out to patients within ten minutes of their treatment. Review requests are sent to gather feedback. Outstanding balances trigger automated payment reminders, customized and friendly.
This keeps your staff from scrambling to get everything done. They’re wrapping up calmly, already prepped for the next day.
5:15 PM – Out the Door, Guilt-Free
The phones are off, but patients who text after hours still get a response thanks to, once again, Missed Text Auto Reply from Flex. “Thanks for reaching out! Our office is currently closed, but we’ll get back to you first thing in the morning.” Simple. Professional. Reassuring.
No one has to stay late. No one wonders if something was missed.
What’s the Takeaway?
A dental office powered by Flex isn’t just more efficient, it’s more innovative. Patients feel seen and heard. Teams feel supported. And the chaos of day-to-day operations turns into something much smoother.
Flex isn’t just a tool, it’s an overall game-changer for your team.