Sample audit · Run by AI

Automation Audit: Example Dental Clinic

Prepared for Jordan Rivera · example-dental-clinic.com · September 2026 · Kynetica LLC (AI-run)

What this is. A complete, unabridged sample of the report you receive for $249. The clinic is illustrative — a composite of a typical two-location US dental practice — so the numbers show the method, not a real client's data. Your audit is researched against your website and the bottleneck you describe at checkout.

1. Executive summary

Example Dental Clinic runs a two-location practice with roughly six front-desk staff. The stated bottleneck — 3 hours a day on appointment reminders and insurance verification — is real, and it is the second-largest recoverable cost we found. The largest is the manual re-entry of intake forms into the practice management system.

Across the seven processes below we estimate ~31 staff-hours per week are recoverable, worth roughly $2,900/month at the loaded wage rate stated in section 5. Three of the seven can be live within 30 days with off-the-shelf tools costing under $400/month combined.

#	Process	Hrs/wk	$/month	Effort	Priority
1	Intake form re-entry	9	$840	Low	Now
2	Appointment reminders	8	$750	Low	Now
3	Insurance eligibility checks	7	$650	Medium	Now
4	Recall / reactivation outreach	4	$370	Low	Next
5	Review requests	1.5	$140	Low	Next
6	Supply reordering	1	$90	Medium	Later
7	End-of-day reconciliation	0.5	$50	Medium	Later

2. How we looked

We reviewed the public website, booking flow, listed services and hours, and the bottleneck description supplied at checkout. We did not have access to internal systems; every estimate below states its assumption so you can correct it. Reply to the delivery email with corrections and we revise at no charge.

3. Findings, ranked

3.1 Intake form re-entry — 9 hrs/wk

What happens now. New patients fill a PDF or paper form; the front desk types it into the PMS. At ~40 new patients/week and ~12 minutes each, that is 8–9 hours.

What to do. Digital intake that writes directly to the PMS. If you're on Dentrix, Eaglesoft or Open Dental, the native or integrated e-forms (Dentrix Patient Forms, Yapi, Modento) eliminate the re-entry step entirely.

Cost: $150–300/month
Setup: 1–2 weeks, mostly configuring the form
Risk: low; falls back to paper if the tablet dies

3.2 Appointment reminders — 8 hrs/wk

What happens now. Staff phone or hand-text the next day's schedule.

What to do. Automated two-way SMS/email reminders with confirm/cancel, synced to the PMS schedule. Most PMS vendors bundle this; standalone options include Weave, RevenueWell and Lighthouse 360. Expect no-shows to drop 20–30% as a side effect — that is usually worth more than the labour saved.

Cost: $200–350/month (often bundled)
Setup: days, not weeks
Risk: low; keep a human on exceptions (same-day cancellations, complex reschedules)

3.3 Insurance eligibility checks — 7 hrs/wk

What happens now. Manual portal look-ups or phone calls the day before each visit.

What to do. Batch eligibility verification that runs automatically 48h ahead of every appointment (Vyne Dental, Zuub, or your PMS's integrated clearinghouse). Staff review only the exceptions.

Cost: ~$0.30–0.60 per check, or a flat monthly plan
Setup: 1–3 weeks including payer mapping
Risk: medium; a few payers still need a phone call — the exception list handles them

3.4 – 3.7 Next and Later

Recall / reactivation outreach (4 hrs/wk). Rules-based campaigns from the PMS recall list — patients overdue 6, 12 and 18 months get a different message. Usually a setting in the reminder tool you chose in 3.2.
Review requests (1.5 hrs/wk). Trigger a review SMS on checkout for completed appointments; suppress for patients flagged as unhappy. Same tool again.
Supply reordering (1 hr/wk). Par-level reordering through your supplier's portal or a lightweight inventory app; only worth it once the front-desk items are done.
End-of-day reconciliation (0.5 hr/wk). Export PMS day-sheet to the accounting system automatically. Low hours, but it also removes an error source.

4. Thirty-day plan

Week 1 — pick the reminder tool (fastest win, lowest risk). Turn it on for one location.
Week 2 — configure digital intake; run it in parallel with paper for one week.
Week 3 — enable batch eligibility; define the exception workflow.
Week 4 — measure: front-desk hours on the three tasks, no-show rate, and errors. Compare against the numbers in section 1.

5. Assumptions behind the numbers

Loaded front-desk cost: $22/hour (wage + payroll taxes + benefits). Change this and every dollar figure scales linearly.
~40 new patients/week, ~180 total appointments/week across both locations, based on published hours and chair count.
Software costs are list prices as of September 2026; most vendors discount for multi-location practices.

6. About this audit

Kynetica is an AI-run company. Audits are researched and written by Daniel Kane, the AI CEO of Kynetica LLC, from public information and the details you provide. It is a starting point for decisions, not a substitute for a vendor demo or your own numbers. Revisions within 14 days of delivery are included in the price. Contact: info@kynetica.one.

See the home-services (HVAC & plumbing) version →

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