Dental groups · 2026-10-30
Growing from one site to several breaks the tools that worked for a single practice. Here is what a dental group actually needs from its CRM, and how AltaDent delivers it end to end.
Opening a second or third site is a milestone. It is also the moment the systems that worked for one practice start to creak.
At one site, the treatment coordinator knows every open plan by name. The principal can walk to reception and ask how the week is going. Enquiries arrive in one inbox and somebody deals with them.
At three sites, the same questions get harder. Which site answers its enquiries fastest? Which clinician converts the most implant consultations? Why does one location accept 70% of the plans it presents while another sits closer to 45%? Who is calling the patient who enquired at 9pm on Sunday, and are two people calling her at once?
A dental group needs a CRM built for that picture: one system that sees every site, while each team only sees and works what is theirs. This guide sets out what that means in practice, and how AltaDent builds and runs it for UK groups.
Most dental CRMs were designed around a single front desk. When a group stretches them across sites, the same problems appear:
None of these are people problems. They are structural, and the right system fixes them.
Every enquiry from every channel (website forms, Meta and Google lead forms, phone, WhatsApp, email and referrals) should land in one place, tagged with the site it belongs to. Head office sees All locations by default. Each site team filters to its own patients in one click, so a coordinator in one practice never wades through another site's list.
Groups with a central team or shared coordinators need leads distributed fairly and automatically. Round robin assignment spreads new enquiries across the right people, by site and treatment, so every lead has a named owner within minutes. Site-scoped access means each person works the leads that are theirs, and every action is credited to the person who did it.
A group owner needs the same numbers for every site, calculated the same way:
When every site is measured on one definition, the conversation changes from "whose spreadsheet is right?" to "what is the best site doing that the others are not?"
Team leaderboards show who is booking, who is calling and who is converting, across the whole group. Clinician reports show acceptance by practitioner and treatment type, so you can pair high-value consultations with the clinicians who convert them and coach the rest.
Plans presented but not accepted are the largest pool of revenue most groups already own. A group CRM should chase them automatically, by text, email and WhatsApp, on a structured cadence, and hand the patient to a human the moment they reply. Our AI treatment coordinator, trained on each clinic's own information, answers routine questions in context, drafts replies for the team and flags patients who are going cold before they are lost.
Bookings, attendances and payments should flow in from the practice management system automatically, so a card moves to "Booked" without anyone touching it and revenue reports reflect what was actually collected. AltaDent works with Dentally, CareStack and Aerona, and each site's diary, clinicians and booking types stay separate inside one group view.
High-value treatment converts better when the monthly cost is visible from the first conversation. Each site can offer its own patient finance options inside the treatment plan, with eligibility checks and applications tracked in the same pipeline, and deposits collected to secure consultations.
Every lead should carry its source, campaign and click data, so head office can see which campaigns produce accepted treatment, not just form fills. We work directly with each group's marketing team or agency to send booked and accepted outcomes back to the ad platforms, so campaigns optimise for patients who proceed rather than cheap enquiries.
Owners and managers should be able to ask "Which site had the lowest contact rate last week?" or "How many implant plans are open over £5,000?" and get an answer from live data in seconds. Our AI assistant sits on top of the group's data and does exactly that, and it can propose tasks for the team as it goes.
AltaDent is not another login for an already busy team. We build the system, migrate your data and run it with you:
Your team owns follow-up and conversion. If you want extra capacity, our trained coordinators can take evening and weekend calling so no enquiry waits until Monday.
Built inside a real practice group, the system reflects how dental teams actually work: busy front desks, shared coordinators, several diaries and a principal who wants the truth in one screen.
Running more than one site? Book a group walkthrough and we will show you your sites in one view, using your own numbers. Related reading: Dental CRM for UK practices, Case acceptance software and Speed to lead for dental practices.
The best CRM for a multi-site dental group combines one pipeline across all sites with site-level views, round robin lead assignment, group dashboards that measure every site the same way, practice management integration, and automated follow-up of open treatment plans. AltaDent provides all of these and builds and runs the system for the group.
Yes. Head office sees every location, while staff access can be scoped to their own site, so each team works only its own enquiries and plans. Every action is credited to the person who did it.
New enquiries are distributed automatically across the right coordinators, by site and treatment type, so every lead has a named owner within minutes and no patient is called twice or missed.
AltaDent integrates with Dentally, CareStack and Aerona. Bookings, attendances and payments sync into the CRM, so stages update automatically and revenue reporting reflects money actually collected.
Yes. Group dashboards show plans presented, accepted and value accepted by site, clinician and treatment type, calculated on one definition across the group.
No. AltaDent replaces your existing dental CRM. We migrate your leads, plans and history so your teams work in a single system from day one.