Q1. Tell us about yourself and your role at Passion Dental Group.
I’m the Senior Director of Learning and Clinical Development for Passion Dental Group, and I’ve had the privilege of working in the dental profession for over 30 years — many of those as a chairside practicing dental hygienist. I’ve also proudly served on the College of Registered Dental Hygienists of Alberta, now known as the ACDH. I’ve recently transitioned into a strategic role with Passion Dental Group, where I focus on mentorship, clinical education, and helping practices implement systems that support both team growth and exceptional patient outcomes.
Q2. Tell us a little about Passion Dental and the team setup.
Passion Dental is a dental service organization. A core part of our business model is supporting our teams in growing the clinics, and one of the ways we do that is by building strong hygiene programs. We recognized very early that thorough, comprehensive assessments are an essential part of a strong hygiene program — and one of the most important elements is periodontal charting, which has always been a challenge for hygienists when it comes to time management during appointments.
Q3. What has your experience been since moving to ClearDent?
We give our clinics autonomy, but ClearDent is one of our preferred platforms. From a practitioner’s perspective, it’s very easy to use. On the odontogram, you have procedures, charting, and images all at your fingertips — it’s intuitive and easy to navigate.
Given the increasing demands on hygienists and clinicians, having software that’s intuitive, streamlined, and efficient is crucial. We don’t want to spend time searching through different areas — we want everything right there, and ClearDent delivers on that.
Q4. How seamless was the integration of ClearDent and Denti.AI Voice Perio?
One of the main reasons we chose Denti.AI for Voice Perio was the level of support and how intuitive the voice commands are. They mirror the language hygienists already use when charting with an assistant. Setup was very straightforward: Denti.AI’s IT team coordinated with our office manager, configured computers, ensured all settings were correct, and tested the technology. After that, we scheduled remote training with their trainers. Adoption success really depended more on the team’s willingness to embrace new technology than anything else.
Q5. How easy is it to access and use the charting data inside ClearDent?
It’s remarkably easy. The process is similar as if you were charting with an assistant. You input missing teeth as usual, click the Denti.AI icon right on the periodontal chart, and within seconds you’re ready to go.
Q6. Before using Voice Perio, how were charts completed and what were the biggest challenges?
Before Voice Perio was available, hygienists had two choices: complete the full periodontal chart alone or try to track someone down to help. Neither was ideal. When hygienists chart on their own it is a challenge for them to complete comprehensive charting.
A full comprehensive chart (including bleeding on probing, furcations, mobility, and staging/grading) could take anywhere from 5 minutes for straightforward cases to up to 25 minutes for more complex patients. During that time, patient engagement is minimal because the hygienists is focused on remembering numbers which increases risk for inaccurate charting.
Q7. Do you complete more charts now that you use Denti.AI Voice Perio?
Absolutely. It gives hygienists an opportunity to raise their standard of care around periodontal charting. The technology is easy to use, readily available, and once trained, hygienists feel more confident completing full, comprehensive charts in less time.
Q8. How quickly did your team adopt the workflow?
Remote training takes about an hour. Some clinics were using the technology the same day, while others needed a bit more support. The main barrier is adapting to change — not the technology itself. There might be a few small IT adjustments in the first week, but once those are resolved, it’s seamless.
Q9. How intuitive is day-to-day use — mic setup, commands, corrections, etc.?
It’s very intuitive. Commands are straightforward and easy to learn. Older systems often required training the software to recognize your voice and used complicated commands. Denti.AI is much simpler — it’s like speaking naturally to an assistant.
Q10. Are hygienists able to work solo now? How has that changed scheduling, chair use, wait times and case acceptance?
Yes, absolutely. Even when I had assistance before, I now prefer Denti.AI — not because it replaces people, but because it’s predictable and always ready. Charting is faster, which means more time to focus on patient care, scaling, and education. I explain the numbers before charting, so when patients hear, the higher numbers they are motivated to ask how they can improve their gum health. Having increased patient engagement in their oral health also helps increase patient case acceptance.
Q11. What impact has automated voice capture had on chart accuracy and rework?
It’s significantly improved accuracy and comprehensiveness. The AI records exactly what you say, so there’s less reliance on memory or on someone else entering data. Once hygienists trust the technology, they’re confident the data is correct.
Q12. Do you have examples of where frequent charting led to better outcomes?
Patient involvement is key. Hearing their numbers guides every treatment plan. Getting a patient from a 6-month to a 3-month recall is often a tough conversation, but showing evidence of disease through their chart makes it easier. They understand why the change is necessary, to help stabilize their periodontal disease.
Q13. Do clinical leaders use the management dashboard? What do you monitor?
The management dashboard is valuable for regional directors because it lets us see how often full charts are done and how long they take. That helps us target training and identify areas where additional support is needed.
Q14. What’s been the biggest improvement since using Denti.AI Voice Perio with ClearDent?
The biggest improvement is the standard of care. Hygienists are performing more comprehensive charting and engaging patients more. We’ve seen increased case acceptance and deeper discussions around periodontal health. The technology reduces data entry and gives us more time to focus on patient care.
Q15. What would you say to other ClearDent users thinking about adopting Voice Perio?
I would absolutely recommend it — for your team and for your practice. Older voice charting tools didn’t work well, but AI, especially Denti.AI, has transformed the experience. It’s fast, efficient, and accurate. If you want to support your team and empower hygienists in periodontal diagnosis, I’d 100% adopt Denti.AI with ClearDent.
Executive Overview
Many dental practices noticed a pattern in 2025: patients delayed appointments, postponed treatment, and were slower to commit to larger cases. These choices weren’t driven by reduced demand for dental care, but by broader economic and behavioural trends that affected decision-making.
Understanding why this shift occurred—and how it impacts long-term practice performance—helps to build a clearer path forward. With the right workflows in place, practices can support patient follow-through, reduce gaps in the hygiene schedule, and create a more consistent environment for treatment acceptance in 2026.
1. What Changed in 2025: Understanding the Patient Behaviour Shift
Why were patients delaying dental care?
Across Canada, patients approached healthcare more cautiously in 2025. Rising costs, general uncertainty, and competing priorities led many to push back routine visits. Elective and higher-value procedures were often the first to be deferred, not because patients didn’t see their value, but because the timing felt more challenging.
Why did treatment acceptance decline?
As financial pressure increased, patients became more selective. Cases involving implants, crowns, or multi-step restorative plans —often perceived by patients as “nice-to-have” or deferrable treatments—were postponed more frequently. Even when clinical need was clear, many wanted more time to consider their options or preferred to wait for improved financial flexibility—particularly for patients who experienced job loss or temporary gaps in benefits and chose to pause optional or “nice-to-have” treatments until coverage was restored.
2. How Delayed Care Creates Long-Term Impact
What happens when patients miss a hygiene visit?
A skipped hygiene appointment does more than leave a gap in the day. It interrupts the preventive cycle:
No hygiene visit → no exam
No exam → no diagnosis
No diagnosis → no identified treatment
This creates a gradual decline in treatment opportunities. The effect is subtle at first but becomes more noticeable as trends continue over several months.
How does delayed care affect case complexity?
When patients postpone recommended treatment, conditions can progress. What might have been a straightforward procedure in 2024 may become more complex or costly in 2026. As complexity rises, acceptance often becomes more difficult—reinforcing the cycle of delay.
3. Measuring the Financial Effect of 2025 Behavioral Shift Trends
Impact of declining hygiene compliance
A reduction in hygiene attendance has a direct effect on practice revenue. For example, a 20% drop in hygiene visits can create a shortfall of roughly $135,000 per year when factoring in missed cleanings and the downstream restorative opportunities they normally help uncover.
Impact of lower case acceptance
A modest decline—about 10–15%—in acceptance of recommended treatment can represent more than $150,000 in unrealized production. When combined with reduced hygiene visits, the annual impact can exceed $250,000 for a typical practice.
These estimates highlight how routine shifts in patient behaviour can produce substantial downstream effects on practice performance.
4. Opportunities for Improvement in 2026
How can practices support better patient follow-through?
Patients tend to follow through when they have clarity, manageable financial options, and consistent reminders. Creating systems that reduce uncertainty and simplify next steps makes it easier for them to return on schedule and accept recommended care.
How can practices encourage timely booking and rebooking?
Patients respond well to timely, personalized communication and flexible scheduling options. Reminders, re-engagement messages, and accessible online booking paths all help reduce the gap between intention and action.
5. Strengthening Workflows: Tools That Support Positive Patient Behaviour
Presenting treatment in a more comprehensive and contextual way helps patients understand their options. ClearDent allows teams to:
Group preventive and elective treatments
Highlight opportunities that are relevant to the patient’s goals
Reference historical notes and pending recommendations
This helps create a more informed discussion and supports patients in making decisions that align with their long-term oral health.
B. Structured Payment Plans (Contract Billing)
Financial flexibility is a key factor in treatment acceptance. ClearDent’s Contract Billing feature enables practices to offer clear, structured payment plans without third-party financing.
This approach benefits both sides:
Patients can proceed with needed care without facing a large upfront cost
Practices maintain a predictable schedule of payments and reduce cancellations related to affordability
For many offices, even a small increase in accepted treatment plans can create meaningful improvements in annual revenue stability.
C. Automated Hygiene Recalls
Recall systems work best when they are consistent. ClearDent’s Recall Manager identifies overdue patients automatically, while ClearConnect handles outreach with personalized messages sent at appropriate intervals.
This allows practices to:
Maintain a steady hygiene schedule
Reduce manual administrative work
Identify and support patients who may otherwise fall out of routine care
Automation ensures that no patient slips through the cracks simply due to timing or oversight.
D. Filling Cancellations Efficiently
Gaps in the schedule are inevitable, but they don’t have to lead to lost time. ClearConnect can notify specific patient groups when openings appear, while Online Booking allows patients to grab available appointments at their convenience—even outside regular office hours.
This combination helps practices turn unexpected cancellations into productive visits.
E. Re-Engagement for Overdue Treatment and Hygiene
Patients who don’t complete treatment or miss hygiene visits often need a structured reminder to return. ClearConnect offers:
Treatment plan follow-up messages
Quarterly recall and reactivation campaigns
Seasonal or benefits-based outreach
Educational updates for elective or emerging services
These communications help patients stay informed and feel supported—not pressured—which leads to stronger long-term relationships.
6. Recommended Workflow Adjustments for 2026
To stabilize revenue, practices can consider:
Introducing payment plan options as a standard part of financial discussions
Activating automated recall and re-engagement tools
Running routine reactivation campaigns throughout the year to educate, empower, and stay connected with patients—so when circumstances change or benefits renew, they are ready to move ahead
These adjustments are straightforward to implement and create a more reliable foundation for patient follow-through.
7. Preparing for the Year Ahead
Patient behaviour in 2025 revealed clear patterns: delayed appointments, postponed decisions, and increased caution overall. While these factors contributed to slower production and fewer completed treatments, they also highlight an opportunity.
By strengthening workflows—particularly around communication, financial flexibility, and preventive scheduling—practices can guide patients back into regular care and support better long-term outcomes.
2026 offers the chance to rebuild consistency, reduce preventable revenue gaps, and create a smoother experience for both patients and teams.
How Steveston Smiles Runs Efficiently While Caring Like Family
When the ClearDent team visited Steveston Smiles, we expected to see a modern, well-run dental practice. What we didn’t expect was just how seamlessly the team combined precision and warmth: a practice that runs with the efficiency of a well-oiled machine, yet never loses sight of what matters most—caring for patients like family.
From the moment we walked through the doors, it was clear this practice had something special. Every team member, from the front desk to the operatory, had a rhythm. Phones were answered, patients were greeted, insurance was processed, treatment was explained—and all of it without missing a beat. ClearDent was everywhere in the background: organizing patient records, documenting interactions, automating reminders, and making sure information flowed smoothly across the entire office.
As Operations Manager Chris Grewcutt puts it: “Really utilizing the digital capability of ClearDent has been such a game changer for us… I can’t say enough good things about it.”
This is the story of how Steveston Smiles has become a model of what modern dentistry can look like: organized, innovative, and always putting care first.
The Steveston Smiles lobby—first built in 1973, and still welcoming generations of families today.
A Legacy of Care, Rooted in Community
Steveston Smiles isn’t just another dental clinic—it’s been a cornerstone of the Richmond community since 1973. Founded by Dr. Doug Nielsen, the practice has grown across generations, welcoming children, parents, and grandparents alike. That family-first philosophy has never changed, even as the clinic expanded in 2015 and invested in new technologies.
“We’ve built a very good reputation for being honest and reliable,” Chris explains. “We’re not just treating teeth—we’re looking after families who have trusted us for decades.”
Today, with Dr. Michele Nielsen carrying her father’s vision forward, the practice continues to blend tradition with innovation. ClearDent has been part of that evolution, helping Steveston Smiles modernize without losing the warmth and personal connection that defines its care.
Organization That Serves Patients First
What impressed us most was not only how organized the practice is, but how that organization always circles back to the patient experience. With ClearDent supporting everything from scheduling to charting, Steveston Smiles has built a system where patients never feel like “just another appointment.”
Front desk team members use ClearDent daily to follow up on treatment plans, manage A/R, process insurance, and send personal notes—keeping every patient connected and cared for. Hygienists and dentists rely on digital charting and imaging to educate patients, showing them exactly what’s happening in their mouth in a way that’s easy to understand. Daily huddles and chart reviews are powered by ClearDent’s reporting tools, helping the team align around upcoming appointments, overdue care, and patient needs.
As Operations Manager Chris Grewcutt notes, “No one likes the feeling of picking up the phone and not knowing what’s going on. With ClearDent, any team member can step in, pick up the patient’s story, and move forward without missing a beat.”
For Dr. Michele Nielsen, owner dentist, those systems are all about ensuring patients receive the very best care possible: “Honestly, I don’t want to see you in my practice—because that means you’re doing everything right. Our goal is prevention and education first.”
That philosophy runs deep in how the team approaches every appointment. New patients are welcomed through a carefully designed intake process that begins before they even set foot in the office. With ClearDent’s patient portal, medical histories, consent forms, and policies are completed ahead of time—freeing up valuable chairside minutes for conversation, trust-building, and education.
By the time a patient sits in the chair, the team isn’t rushing through paperwork; they’re talking, listening, and showing them their care options using ClearDent’s digital charting and imaging. The result is a relationship built on understanding, not just transactions.
Dr. Michele Nielsen and Operations Manager Chris Grewcutt—leading Steveston Smiles with the same community-first philosophy that has guided the practice for decades.
The Front Desk: Rockstars Who Keep It All Moving
If Steveston Smiles is a well-oiled machine, the front desk is the engine. This small but mighty team juggles dozens of responsibilities every day: scheduling and rescheduling, following up on treatment plans, tracking A/R, sending out insurance claims, preparing pre-authorizations, even mailing birthday cards and thank-you notes to patients.
It’s detailed, fast-paced work—and yet, from the patient’s perspective, it feels seamless.
Chris doesn’t hesitate to give them credit: “Our reception team are rockstars. They are so valuable to this office, and they do such a great job.”
ClearDent is the tool that makes their coordination possible. Every patient interaction, from phone calls to follow-ups, is documented in one place. That means when a patient speaks to Alice one day and Leslie the next, the story doesn’t get lost—whoever answers the phone knows exactly what was discussed and can pick up without missing a beat.
It’s the kind of invisible work patients may never notice—but they do feel it. They feel it when the billing is accurate, when their insurance details are ready, when their appointments are confirmed, and when the team remembers exactly where they left off. That reliability is part of why families keep coming back.
Alice—one of the practice’s dedicated Business Assistants—works alongside her front desk colleagues to ensure patients feel cared for at every step.
Delivering Exceptional Care at Every Appointment
For Steveston Smiles, organization behind the scenes only matters if it translates into better care in the chair. Every appointment—whether it’s a new patient exam or a regular hygiene visit—is designed to combine clinical thoroughness with patient understanding.
Dr. Michele Nielsen is especially proud of their new patient process. It begins before a patient even sets foot in the office, with medical histories and intake forms completed digitally through ClearDent. By the time the patient arrives, the team already knows their concerns, history, and expectations. “It means we can spend our time building a relationship,” Michele explains, “not just filling out paperwork.”
During exams, patients see exactly what the clinical team sees. Dawna, one of Steveston Smiles’ hygienists, uses ClearDent’s perio charting and odontogram tools to walk patients through their oral health. Side-by-side comparisons of probing results, bitewing x-rays, and intraoral photos make progress—or decline—impossible to ignore.
“Patients understand so much more when they can see it,” Dawna says. “It’s not just us telling them—they can see the changes themselves. That makes treatment acceptance much easier.”
That mindset has made Steveston Smiles a practice where patients feel respected and informed—never rushed, and never in the dark.
Community, Growth, and Reputation
Steveston Smiles isn’t just a dental practice—it’s a cornerstone of the community. For over 50 years, the practice has been known not only for dentistry, but also for giving back. From school presentations on oral health to senior talks, Halloween trick-or-treat events, and local sponsorships, they’ve built a reputation as a practice that cares about more than teeth.
Dr. Michele Nielsen leads much of this outreach herself. She’s also active on TikTok, Instagram, and Facebook, where she shares everything from dental education to behind-the-scenes team moments. Patients notice. New families often mention that they chose Steveston Smiles after seeing the friendly, human side of the team online.
“People will come in and already know us,” Michele says. “They’ve seen our posts, they know who has a birthday, they even ask about little things we’ve shared. It makes the office feel familiar from day one.”
Here again, ClearDent plays a role. Using built-in templates in ClearConnect, the practice sends birthday cards, newsletters, and ongoing communication that reinforce those connections. They also rely on ClearDent’s reporting tools to track referral performance—giving them insight into where new patients are coming from and helping them plan marketing campaigns that truly speak to their community. Combined with reviews management and word-of-mouth from long-standing patients, it’s a strategy that builds loyalty and trust.
Community presence, both online and in person, is more than marketing—it’s an extension of the same philosophy that drives every appointment: prevention, education, and relationships first.
Dr. Michele leads Steveston Smiles’ many outreach events, bringing dental education and smiles into the community.
Lessons for Other Practices
What makes Steveston Smiles stand out isn’t just their efficiency or their technology—it’s how those things are always in service of patient care. Their approach offers three lessons for any practice:
Organization is patient care. When scheduling, charting, and communication run smoothly, patients feel seen and supported.
Invest in your team. From the front desk to the operatory, everyone at Steveston Smiles plays a vital role. With the right systems, every team member can deliver their best results.
Lead with care, and growth follows. Money comes and goes—but patients remember how they were treated. Prioritizing compassion and education builds loyalty that lasts.
ClearDent has been a key part of their winning formula, giving the team the tools to stay aligned, reduce administrative stress, and focus on what matters most.
Steveston Smiles shows what’s possible when a practice runs like a machine, cares like family, and has the right tools enabling optimal performance. The result is more than a successful practice—it’s a trusted part of the community, where patients know they’ll always be cared for.
“Really utilizing the digital capability of ClearDent has been such a game changer for us… I can’t say enough good things about it.”
Staffing has never been easy in dentistry—and in recent years, it’s only gotten tougher. Hygienists are in high demand, team burnout is real, and even one unexpected sick day can throw an entire day’s schedule into chaos.
That’s why we’re excited to share some good news: ClearDent has partnered with TempStars, Canada’s leading dental temping and hiring platform, to help practices fill staffing gaps quickly and confidently — directly from the ClearDent platform you already know and love.
What This Partnership Means for Your Practice
Through this new collaboration, you’ll be able to access TempStars directly from the ClearDent “Partners” section in both our on-premise and cloud platforms. That means:
No switching between multiple apps or tabs
No copy-pasting details from one system to another
No added complexity for your front desk team
Instead, you can discover and connect with qualified dental professionals right from the tools you already use every day to manage your schedule, patients, and charts.
Meet TempStars: Canada’s Leading Dental Temping & Hiring Platform
TempStars is not just another temping service. It’s a technology-powered staffing platform built specifically for dentistry, and it’s already widely trusted across Canada:
25,000+ dental professionals (hygienists, assistants, and administrative staff)
Their mission is simple: reduce the stress of staffing shortages while helping practices keep operations running smoothly and patient care uninterrupted.
Why Staffing Support Inside ClearDent Matters
When staffing breaks down, everything else feels harder:
The front desk is scrambling to call patients and reshuffle the schedule
Providers are overbooked or working short-handed
Patients wait longer—or get rescheduled entirely
Revenue takes a hit as open chair time grows
By bringing TempStars into ClearDent, we’re helping practices:
1. Respond Faster to Staffing Gaps
Last-minute cancellation from a hygienist? Unexpected leave? Instead of panicking, your team can:
Open ClearDent
Navigate to the Partners section
Launch TempStars and begin filling the shift
The goal: fewer frantic phone calls, fewer cancelled appointments, and more days that go according to plan.
2. Access a Large Pool of Qualified Dental Professionals
TempStars connects you with licensed hygienists and assistants who understand how a modern dental practice runs. You can use TempStars to:
Book a hygienist or assistant for a single shift
Fill in coverage during vacations or leaves
Explore longer-term hiring opportunities when you find professionals who are a great fit
3. Protect Production and Patient Experience
Staff shortages don’t just affect your team—they affect your patients and your bottom line. With more reliable access to temporary and permanent staff, your practice can:
Keep hygiene columns full and productive
Avoid rescheduling patients unnecessarily
Maintain a consistent, high-quality patient experience
Reduce stress on your core team
4. Support Growth, Not Just Damage Control
Staffing shouldn’t only be reactive. With easier access to qualified professionals, practices can also:
Experiment with adding hygiene days
Extend hours or open additional days
Build a more resilient team model that can flex with demand
TempStars plus ClearDent gives practices more flexibility to grow strategically, not just patch holes.
How to Access TempStars Inside ClearDent
With the integration live in your ClearDent environment, getting started is simple
Log into ClearDent (on-premise or cloud).
Go to the Partners section.
Click on TempStars to launch or connect your account.
Follow the prompts to create an account or login to your existing TempStars profile, then start browsing available professionals or posting your staffing needs.
To officially kick off this partnership, ClearDent and TempStars are hosting a joint webinar on February 6, 2026: “Scaling Your Dental Hygiene Program Through the Life of Your Practice”
In this free online session, you’ll see:
Live demonstrations of how the partnership works in practice
Best practices for managing staffing gaps and avoiding chaos
How TempStars can help you scale your hygiene program at different stages of growth
A Q&A session with experts from both ClearDent and TempStars
If you’re a ClearDent customer looking to stabilize staffing and grow your practice—or you’re exploring modern tools to future-proof your operations—this webinar is a great place to start.
Looking Ahead
At ClearDent, our goal is to help Canadian dental practices build smarter, more efficient, and more resilient operations—from front desk to operatory. Partnering with TempStars is a natural extension of that mission.
By combining ClearDent’s all-in-one practice management platform with TempStars’ powerful staffing network, we’re making it easier for you to:
Keep your schedule full
Protect your team from burnout
Deliver consistent, high-quality patient care—even when staffing is tight
At ClearDent, our mission has always been to help dental practices simplify operations, improve patient care, and stay ahead of evolving technology. That’s why we’re excited to announce our new partnership with Denti.AI—a leader in artificial intelligence for dentistry. Together, we’re making it easier than ever for practices to adopt a groundbreaking solution: Denti.AI Voice Perio.
These tools don’t just save time—they transform how your team works day to day. And because they’re fully accessible within the ClearDent platform, you’ll get powerful new capabilities without adding complexity to your workflow
Meet Denti.AI Voice Perio
Every hygienist knows how time-consuming and awkward traditional perio charting can be. Switching between instruments and keyboard, relying on a second person to enter numbers, or trying to remember sequences later—it all adds unnecessary friction to your day.
Denti.AI VoicePerio changes that. Using advanced speech recognition tailored for dentistry, it lets hygienists chart entirely hands-free. Simply call out probing depths, gingival margins, or bleeding points, and the system records them instantly into ClearDent’s Perio charting module. (Presently only available in ClearDent’s on-premise software.)
Benefits of VoicePerio
Complete a full perio chart in ~5 minutes, assistant-free: Dramatically reduce the time spent on charting while maintaining accuracy.
Auto-generated patient notes: Documentation is created automatically as you work.
Improves treatment acceptance and helps boost practice revenue: Clear, comprehensive charting helps patients understand their oral health needs.
Future-proof practice: AI-powered workflows keep you competitive and efficient in a fast-changing industry.
Better use of your team’s time: Freeing staff from repetitive tasks helps everyone focus on high-value patient care.
Why This Partnership Matters
ClearDent is already designed to connect imaging, scheduling, billing, and patient engagement in one place. By integrating Denti.AI’s Voice Perio, we extend that vision into new areas of productivity and patient care.
Here’s what makes the partnership special:
One platform, no silos: You don’t need separate logins or disconnected software. Voice Perio works directly within ClearDent.
Seamless adoption: You don’t need separate logins or disconnected software. Voice Perio works directly within ClearDent.
Future-proof practice: AI-powered workflows keep you competitive and efficient in a fast-changing industry.
Better use of your team’s time: Freeing staff from repetitive tasks helps everyone focus on high-value patient care.
In short, ClearDent + Denti.AI ensures you’re not just keeping up with technology—you’re leading with it.
Real-World Impact
Practices using Denti.AI’s Voice Perio report significant improvements:
Hygienists complete perio charts in 5 minutes.
Staff report higher job satisfaction with less tedious work
Greater independence for hygiene teams
Improved workflow efficiency throughout the practice
The solution is easy to use—just like speaking to a dental assistant. It’s not just about speed—it’s about building a healthier, more productive environment for both your team and your patients.
The Future of Dental Practice Management
AI isn’t here to replace clinicians—it’s here to empower them. By handling routine documentation and data entry, tools like Voice and Scribe give dental professionals more time to do what they do best: deliver exceptional care.
At ClearDent, we believe the best technology is the kind you barely notice—because it simply works, in the background, to make your day easier. Our partnership with Denti.AI is the next step in that journey, and we can’t wait to see the impact it has on your practice.
How to Get Started
Transform your dental practice with Denti.AI’s Voice Perio solution. It’s simple to begin:
Learn more here – www.cleardent.com/denti-ai-cleardent/ Fill out the form to connect with the Denti.AI team. They’ll handle everything from personalized demos to seamless onboarding, ensuring the perfect fit for your practice.
Start today and let Denti.AI take care of the rest!
Conclusion
Perio charting may never be the most exciting part of dentistry, but with Denti.AI Voice Perio, it no longer has to be the most time-consuming. Accessible directly within ClearDent, this AI-powered tool transforms hours of tedious work into minutes of smooth, hands-free efficiency.
For hygienists, that means greater independence and faster perio exams. For dentists, it means more time to focus on treatment planning and patient care. And for patients, it means better care, improved preventative treatment, and a better understanding of their oral health.
The future of dentistry is smarter, faster, and more connected—and with ClearDent and Denti.AI Voice Perio, your practice can be part of it today.
A Day in Your Life: A Game of Broken Telephone
It’s 4:30 PM and your last patient of the day is already in the chair for a crown prep. The procedure is going smoothly—until your assistant realizes the patient’s insurance coverage wasn’t verified. Now, your team isn’t sure if the procedure will be fully covered, and the patient is starting to look worried. You have to leave the operatory mid-procedure to ask the front desk to call the insurer—leaving the patient alone and unsure whether their treatment will even be covered.
But the front desk is already juggling checkout lines, a phone call about tomorrow’s emergency slot, and confirming the next day’s schedule. The assistant scribbles a note and hands it off.
By the time the front desk gets a moment to follow up, the patient is already standing there, asking about cost. No one has a clear answer. The patient is told the office will follow up once they’ve confirmed with insurance. They leave feeling uncertain and anxious—and unsure if they want to come back.
When communication between clinical and front desk teams relies on verbal relays, sticky notes, or memory, important details get lost. And when things fall through the cracks, patients notice.
Practice Pain Point: Broken Workflows, Frustrated Teams
In many practices, the front desk and clinical teams operate in silos. While they each play essential roles in delivering great care, they often struggle to stay aligned in real time:
Messages get lost. Verbal instructions don’t always reach the right person. Sticky notes disappear. Important updates never make it to the patient file.
Status updates are unclear. Has the patient arrived? Is operatory 3 ready? Is today’s treatment plan finalized? It’s hard to know without interrupting someone’s work.
It takes too long to get help. Whether you’re requesting a provider’s input or asking the front desk to book a follow-up, there’s no quick way to ask for support discreetly—communicating in a way that doesn’t distract the provider from giving patients their full attention and support, while still keeping the workflow moving smoothly.
Without the right tools, teams struggle to maintain that balance—either delaying communication or disrupting care in the process. In both cases, the patient experience suffers. When staff can’t ask for help or share updates without interrupting treatment, it adds stress, slows things down, and increases the risk of details falling through the cracks.
This disjointed communication creates ripple effects: missed handoffs, delays, duplicated work, and a general feeling of frustration across the team. Most importantly, it creates a fractured experience for patients, who may feel like they’re being passed from person to person instead of being cared for by a unified team.
The ClearDent Pain Killer: Real-Time Communication That Connects Your Team
ClearDent brings your clinical and front desk teams onto the same page—literally.
Team Chat: Team Chat is ClearDent’s internal messaging system, purpose-built for dental practices. It lets staff send messages to specific people or workstations, so nothing gets lost in translation. Whether it’s a quick “Patient arrived” or “Can someone assist in Op 2?”—it happens in real time, without disrupting the patient experience.
Pre-Built Templates: No need to type the same messages over and over. Configurable message templates make it easy to send quick, consistent alerts like “Recall due,” “Need sterilization tray,” or “Patient ready for checkout.” That means fewer interruptions, smoother handoffs, and a team that communicates with clarity.
Unified Patient Records: Everyone—clinical and front desk—accesses the same patient record in real time. No back-and-forth asking about treatment details, insurance notes, or next steps. If the practitioner adds a treatment plan or updates a note, the front desk sees it instantly. No repeat questions. No confusion.
And when it’s time to check out, ClearDent’s Billing Wizard takes over—automatically picking up any completed procedures from the operatory and passing them to the admin team. That means faster, more accurate billing, correct invoicing, and timely insurance submissions. It also flags outstanding recalls and unpaid balances—not just for that patient, but for family members too—so no opportunity slips through the cracks.
The Pain-Free Practice: What It Looks Like When Teams Are Aligned
Imagine this: A patient is seated in Op 3 for their hygiene appointment. The hygienist completes the cleaning and, during the exam, the dentist recommends two fillings. Without leaving the operatory, the dentist adds the treatment plan and sends a Team Chat message to the front desk: “Treatment plan added—please discuss cost and book follow-up.”
When the patient walks up to check out, the front desk already knows what to expect. They confirm the plan, go over insurance coverage, and schedule the next appointment—without asking the patient to repeat anything. The conversation feels smooth, informed, and confident.
As Dr. Laura Schmidt of Park & Tilford Dental puts it: “We’ve incorporated Team Chat. To me, it makes a more polished experience for the patient because I’m able to talk about those behind-the-scenes things that you might not want the patient to hear. That patient really feels like I’m just supporting them at the time.”
That subtle coordination? It shows the patient that your team remembers them, supports each other, and values their time. That’s the kind of experience that builds trust—and increases treatment acceptance.
Conclusion: Communication That Builds Confidence
Poor communication between clinical and front desk teams creates more than just inefficiency—it creates uncertainty, delays, and a fractured patient experience. But it doesn’t have to be that way.
With ClearDent’s Team Chat, message templates, and unified records, your team stays in sync without the chaos of sticky notes or hallway conversations. That means fewer missed handoffs, smoother workflows, and a more polished experience for patients.
Because when your team communicates better behind the scenes, patients feel more confident, supported, and cared for.
A Day in Your Life: When Time Slips Through the Cracks
Every minute your team spends fixing timecards is a minute they’re not calling unscheduled patients, confirming tomorrow’s appointments, or processing insurance claims. Over the course of a year, that can add up to hundreds of hours of lost productivity—and thousands in missed revenue opportunities.
Yet for many practices, tracking staff time is still a manual, error-prone process. Spreadsheets, sticky notes, paper logs—none of them live in the same system your team already uses to manage patients and the practice.
It’s Monday morning, and the first patient is already in the chair. One assistant is finishing chart notes from Friday, the hygienist popped in early but forgot to clock in, and your receptionist is running late—again. But there’s no easy way to tell who’s been here when, or how long they’ve been working.
Your office manager is sifting through three versions of last week’s timesheets, trying to figure out who actually worked when. A sticky note with a handwritten correction is taped to the monitor.
Every timecard mistake triggers a cascade of questions:
Is someone getting overpaid or underpaid?
Did they really stay late or just forget to log out?
Is payroll accurate?
How long is it going to take to get this figured out?
By the time it’s sorted, your admin has lost hours that could’ve gone toward keeping the schedule full—and your staff are questioning whether their time is tracked accurately.
The truth? Time tracking isn’t just a payroll task—it’s a trust, compliance, and productivity issue.
Practice Pain Point: Staff Time Tracking is Manual, Inaccurate, and Time-Consuming
Tracking staff hours may seem simple—but in a busy dental practice, it’s anything but. Without the right tools in place, most practices rely on manual methods: shared spreadsheets, paper logs, or memory. And in a fast-paced environment, it’s easy to forget to log in or out.
Common challenges include:
Human Error: Staff forget to clock in/out or log incorrect times.
Administrative Overload:Office managers spend hours reconciling timecards, chasing down corrections, and adjusting payroll.
Lack of Visibility: There’s no quick way to see who’s in the office, who’s working late, or who may be consistently shorting or over-logging their hours.
Compliance Risks: Without accurate logs, you may be at risk for payroll mistakes or legal compliance issues.
Morale & Trust Issues: When staff feel their time isn’t recorded or valued accurately, it can erode trust and satisfaction.
The end result? Lost time, lost productivity, and unnecessary friction across your team.
The ClearDent Pain Killer: Time Tracking That Actually Works
With ClearDent’s Team Hours Tool, tracking staff time becomes a natural part of your day—not a separate chore. Because your team already lives in ClearDent to manage patients and practice operations, clocking in and out is just one click away. No extra logins. No external spreadsheets. No chasing down missing times.
Built-in Time Tracking: Staff can clock in and out right in ClearDent—no external systems or spreadsheets needed. If someone forgets to clock out or logs an incorrect time, admins can easily make corrections to keep records accurate and payroll clean.
Timesheet Oversight & Reporting: Admins can view and edit timesheets in real time, and generate clear reports showing hours worked, overtime, and trends—making payroll and staffing decisions much easier.
Profile & Permission Management: Admins have control over who can access time tracking and can tailor settings for specific roles, keeping everything organized and secure.
Built-in Task Management Integration: Pair shifts with assigned tasks and checklists so every hour counts toward your practice goals. No more “I didn’t know I had to do that” moments—expectations are clear, and accountability is built in.
Whether you’re tracking hours, managing shifts, or analyzing trends, ClearDent gives you one centralized system to manage staff time with accuracy, transparency, and ease.
The result? A more productive, better-coordinated team—and a practice where time is tracked, valued, and optimized.
The Pain-Free Practice: Accurate, Automated, and Accountable
Imagine this: Your team starts the day by logging into ClearDent and clocking in with a single click. Throughout the week, they can check their own hours for accuracy, while your office manager has a live view of who’s working and when.
If someone forgets to clock out, your admin can easily spot the gap and make a correction within the timesheet—no need to pull out a calendar or guess.
Payroll is run with confidence, backed by clean, reportable data. There’s no more back-and-forth or paper trail headaches. Everyone knows their time is tracked fairly—and that time spent fixing errors is a thing of the past.
ClearDent helps you build a culture of clarity, trust, and accountability—so your team can spend less time tracking time, and more time doing what matters.
Conclusion
If you’re still using spreadsheets or sticky notes to track hours, you’re losing more than time. Without a reliable system, small timekeeping mistakes can snowball into payroll issues, compliance risks, and staff frustration.
ClearDent’s built-in Team Hours Tool gives you the power to track, review, and manage staff time with confidence. From detailed reporting to easy edits and live visibility, your team gets a better time tracking experience—and your practice gets a more efficient, organized workflow.
Because in a modern dental practice, every minute counts.
A Day in Your Life: Always Playing Catch-Up
It’s only 10:15 AM, but the front desk is already in overdrive. Your receptionist just finished checking out a patient and barely has time to log the payment before the phone rings—again. It’s a parent trying to reschedule their child’s cleaning. As she clicks through multiple tabs to find the family file, another patient arrives for their appointment. She gestures for them to wait, then hands them a clipboard with paper forms to fill out—because the practice doesn’t have a system for digital intake.
Meanwhile, a hygiene cancellation just popped up for 1:30 PM, and no one has had a second to check the short-call list. A reminder about an overdue claim is buried in sticky notes. An insurance verification fax is still pending. And the associate dentist just asked for a last-minute chart printout before lunch.
Your front desk team isn’t slow—they’re swamped. With 25+ patients moving through the practice each day, the staff is constantly juggling check-in, check-out, follow-up calls, outstanding balances, booking, rebooking, recalls, and keeping the schedule full. The problem isn’t people—it’s process. The pace is relentless, and they’re always playing catch-up.
The domino effect? Patients wait longer. Payments fall through the cracks.Calls go unanswered. Staff burn out. And what should be a smooth, professional experience starts to feel rushed, chaotic, and inconsistent.
Practice Pain Point: A Disorganized Front Desk Is a Systems Issue
High-performing practices rely on their front desk as the central nervous system of the day—but that system often gets overloaded.
The problem isn’t just one thing. It’s a thousand little things:
Manual tasks pile up: Intake forms, insurance paperwork, payment collection, and follow-up calls all take time—especially when they’re handled by hand.
Repetition adds drag: When staff are retyping the same info in different systems, answering the same scheduling questions by phone, or tracking reminders on sticky notes, every minute adds up.
Tool overload causes confusion: If your team is flipping between one tool for recalls, another for forms, and another for texting patients, they spend more time navigating software than serving patients.
No room to focus: The most important tasks—like managing no-shows, collecting co-payments, or keeping the schedule optimized—get deprioritized in favor of just staying afloat.
The ClearDent Pain Killer: Tools That Reduce the Load and Restore Control
ClearDent simplifies front desk workflows by reducing repetitive tasks, centralizing key tools, and freeing your team to focus on what matters most.
Here’s how:
All-in-One Platform: No more tab overload. ClearDent centralizes scheduling, patient records, billing, forms, and communications in one place—so your team doesn’t waste time jumping between fragmented tools.
Online Booking: End the phone tag. Patients can book, reschedule, and cancel appointments online, 24/7. Bookings sync directly with your schedule and patient files, reducing calls and manual entry.
Paperless Forms: Your team can send patients digital forms ahead of their visit, giving them one less thing to worry about at check-in. Once submitted, the forms are automatically tied to the patient chart—no scanning, no retyping, no filing.
Two-Way Texting (ClearConnect): Follow up on missed appointments, confirm bookings, and answer questions—all by text, from within the schedule or patient file. It’s faster, easier, and more trackable than voicemail ping-pong.
Billing Wizard: Checkout is simplified. Co-payments, insurance splits, and procedure codes are calculated automatically. It’s easy for staff to walk patients through charges and collect payments on the spot.
Built-In Reporting: Measure what matters. From call volume and booking trends to no-shows and A/R, your team gets visibility into how the front desk is operating—and where improvements can be made.
The Pain-Free Practice: Imagine This
Imagine this: It’s 10:15 AM again—but this time, things are different. Your front desk isn’t scrambling. Patients arrive and are greeted by name, their digital forms already reviewed and filed. Many of today’s patients booked their own appointments online, freeing up time for the team to focus on more urgent tasks. Earlier in the morning, the team spotted a cancellation and quickly pulled up their short-call list. With ClearDent, reaching out to fill it is as easy as sending a quick text to your short-call list—no more hours lost to phone tag. Insurance is verified in advance, billing is prepped, and co-payment estimates are ready to go.
In the background, your team is communicating efficiently using Team Chat, ClearDent’s internal messaging system. No more running back and forth or shouting across rooms. The clinical team finishes a treatment plan, and it instantly syncs with the front desk so they can walk the patient through next steps without missing a beat.
This is the kind of smooth, coordinated workflow Dr. Laura Schmidt at Park & Tilford Dental has come to expect. “It really enables a more polished experience for the patient,” she shared, reflecting on how ClearDent’s tools—from internal messaging to front desk coordination—make every interaction more seamless.
From the operatory to the front desk, everyone is on the same page. Appointments run on time. Staff have breathing room. Patients get a polished, professional experience that feels calm, coordinated, and confident.
That’s what a front desk looks like when it’s powered by ClearDent.
Conclusion: Don’t Just Work Harder—Work Smarter
If your front desk still feels like it’s constantly in catch-up mode, even after dedicated training and effort, the problem may not be your people—it’s your process. Trying harder only goes so far when your team is bogged down by disjointed systems and repetitive tasks.
ClearDent offers a smarter approach: centralize your tools, reduce administrative load, and give your team the clarity and control they need to stay ahead of the day—not behind it. When your front desk runs like a well-oiled system, the rest of the practice follows suit.
A Day in Your Life – When Referrals Get Messy
It’s not just a learning curve—it’s a revenue drain.
Every hour your team spends fumbling through your software is an hour they’re not serving patients, booking appointments, or collecting payments. Multiply that by weeks or months of onboarding, and you’re looking at thousands in lost revenue, frustrated staff, and a patient experience that suffers.
Picture this:
It’s 9:00 AM and your new front desk coordinator has just checked in their first patient. They fumble through the process—unsure how to apply the insurance policy, confused about where to update the patient’s contact preferences, and too nervous to ask (again). Meanwhile, the hygienist calls out from the back asking how to add a new clinical note to the chart. She’s been shadowing a colleague for a week but still isn’t confident navigating the software solo.
Your experienced staff try to help, but they’re juggling patients, phone calls, and treatment plans of their own. Training slips into brief moments between patients. No one has time to sit down for a proper walkthrough, and workarounds become the norm. “Just do it this way for now” becomes the unofficial motto.
By noon, the schedule is running behind, two billing errors have already happened, and your new team member is questioning if they’re cut out for the role—or if the system just isn’t made for them.
Software shouldn’t slow your team down. But when it’s hard to learn—or hard to teach—it affects everything: confidence, accuracy, productivity, and morale. Every week your team spends fumbling through workarounds is another week of lost productivity, missed patient opportunities, and preventable mistakes. Over a year, that could mean thousands in lost revenue and increased staff turnover.
Practice Pain Point – The Software Learning Curve Is Holding Your Team Back
Onboarding new team members is hard enough. When your software adds to the stress, the results show up in all the wrong places:
Slow Ramp-Up: New staff take too long to learn the basics, creating bottlenecks at the front desk and in the operatory.
Fragmented Software = Fragmented Learning: When your practice uses a mix of tools—one for communication, one for charting, another for billing—your team has to figure out how they all connect. Each platform may offer its own training, but none explain how to complete cross-platform workflows.
That means your team has to build their own playbooks. And with every system update or new hire, those playbooks require more time to manage. It’s not just hard to learn—it’s hard to keep up.
Low Confidence, High Risk: When team members hesitate, they make more mistakes—or delay important tasks altogether. That can lead to billing issues, missed procedures, or frustrated patients.
Change Resistance: Whether switching from paper or upgrading from legacy software, change often sparks fear: “What if it’s too hard to learn?” “What if I mess something up?” If past onboarding didn’t go smoothly, your team might be bracing for the worst.
The ClearDent Pain Killer: Learning That Builds Confidence
Learning friction shouldn’t be seen as a roadblock—it’s a chance to teach better ways of working. ClearDent helps practices not just train staff on how to use the system, but also show them what efficiency looks like.
When staff understand the “why” behind new processes, change becomes motivating instead of daunting. Here’s how ClearDent supports learning at every stage:
Whether moving from paper or another platform, ClearDent’s onboarding team ensures a smooth transition. Trainers with real dental office experience guide your team through workflows that match your daily operations—online or in person.
On-Demand Learning for All Staff Levels
Need a refresher or training for a new hire? ClearDent’s built-in Help Centre and growing video library make it easy. Quick tips and detailed how-to guides are just a few clicks away—no waiting, no guesswork.
Canadian-Based Support You Can Count On
Have a question? ClearDent’s friendly, local support team is ready to help—patiently and clearly—whenever you need them.
Bottom line: With ClearDent, your team can go from “just getting by” to “fully confident” in days, not months. Our training and support are built to keep your practice moving forward—no stalls, no confusion, no patchwork fixes.
The migration went smoothly, and the staff adapted quickly to ClearDent’s intuitive workflows. Booking, treatment planning, and access to patient info all became faster and easier. Digital sticky notes and alerts improved team coordination and elevated the patient experience.
“Our schedule is fuller, we can pull up lists of patients quickly, and booking is more efficient every single week,” Mandi shared.
For Cougar Ridge Dental, ClearDent delivered more than just streamlined workflows—it helped rebuild team confidence.
Conclusion
Learning a new system is a big deal, but it doesn’t have to be a burden. ClearDent simplifies the process with intuitive design, expert onboarding, and easy-to-access training tools—so your team can build confidence faster and focus more on delivering great care.
How ClearDent Helped Dr. Laura Schmidt Streamline Operations and Prepare for the Future
About
Located in the heart of North Vancouver, Park & Tilford Dental has been a trusted part of the North Shore community since 1988. Known for its comfortable, family-friendly approach and modern care philosophy, the practice offers a wide range of services—from general dentistry and implants to cosmetic procedures and clear aligner therapy. Their mission is to provide efficient, compassionate care in a welcoming environment, with a strong focus on long-term patient relationships.
Meet the Leader
Dr. Laura Schmidt – Owner & Principal Dentist
Dr. Laura Schmidt took ownership of Park & Tilford Dental in 2022, bringing nearly a decade of experience and a leadership mindset rooted in both dentistry and business. A graduate of UBC’s Doctor of Dental Medicine program, Laura is deeply connected to the community she serves, living locally with her husband and two young children. With a passion for efficiency, growth, and innovation, she leads her team with a strong operational focus and a drive to elevate patient care.
From streamlined workflows to simplified reporting and modern patient tools—discover how ClearDent helps independent practices thrive.
All the tools your team needs to run smoother, deliver better care, and grow with confidence—built into one intuitive platform.
When Dr. Schmidt assumed ownership of the practice, she inherited a server-based software system and a largely paper-based workflow. As a dentist who had previously used other systems, she immediately recognized the inefficiencies and time-consuming processes that were bogging down her team.
“Switching from paper to digital charting was one of the first things we did,” she explained. With a 15-person staff and a busy, six-day-a-week schedule, outdated systems simply weren’t going to cut it. The administrative load—especially when handling new patient intakes—was heavy, and internal communication required staff to move physically between rooms. It was clear that the practice needed a more efficient, modern, and scalable solution to support growth and reduce friction in day-to-day operations.
The Solution
Dr. Schmidt selected ClearDent as her practice management platform, citing its user-friendliness, accessible support, and integrated tools as key differentiators. Having experienced other software before, she found ClearDent easy to deploy—and more importantly, her team learned and adapted quickly.
The digital charting transition was seamless: “With minimal support, we were able to incorporate it quite quickly.” But the impact didn’t stop there. Adding ClearChat, ClearDent’s internal messaging system, eliminated the need for verbal handoffs and made behind-the-scenes communication more polished and private. “It really enables a more polished experience for the patient,” Dr. Schmidt shared, noting how the clinical-to-admin handoffs now feel seamless.
ClearDent also simplified and clarified treatment planning and front desk coordination. From the clinical room to the reception desk, everyone knows what was done, what’s next, and how to keep the patient on track.
The Results
The shift to ClearDent has empowered Dr. Schmidt and her team to operate with greater clarity, efficiency, and professionalism. Her favorite feature? The reporting.
“It’s really easy to pull up A/R reports, track rebooking trends, and identify where treatment has been missed. It makes it easier to chase patients and get them back in,” she explained. For a dentist who sees herself as an entrepreneur as much as a clinician, visibility into business performance is critical: “We are entrepreneurs who happen to know dentistry. Knowing your numbers is number one.”
The ClearDent support ecosystem has also been a huge asset. Between training, the Help Centre (ClearDent’s help portal), and tutorial videos, Dr. Schmidt‘s team is always learning. “You always pick up something new that makes your job easier.”
Looking ahead, she’s especially excited about ClearDent’s Online Booking and Cloud platform. With 50 to 100 new patients per month, Online Booking will help reduce admin workload and allow the front desk to focus more on in-practice interactions. “I’m excited to alleviate that time so my admin team can really focus on the person standing in front of them.”
She also sees tremendous potential in ClearDent Cloud. “We still use server-based systems and it’s bulky. The idea of logging in remotely to prep for Monday night is a huge advantage. The Cloud will reduce stress and make us more flexible.”
Conclusion
Dr. Schmidt encourages practices to stay current and make the most of their software. “Get training, use the videos, and keep exploring—there’s so much in there.” Her advice to others? Don’t wait to modernize.
“ClearDent stays on top of the trends. They listen to dentist feedback and have their finger on the pulse of what’s going on. We’re an independently owned small business—and so is ClearDent. We get each other.”
Park & Tilford Dental’s journey is a powerful example of how the right technology partner can simplify operations, empower staff, and unlock future growth.
"’We're an independently owned small business—and so is ClearDent. We get each other.”
