Reminders sent by hand
Someone works down tomorrow’s schedule calling and texting each person, then does it again for the recalls that are due.
For dental and medical practices
The systems behind a practice’s front desk, built around the software you already use.
Backed Systems sets up the pieces a practice runs on: a CRM for new-patient inquiries, the automations that send reminders and follow-ups, AI assistants that sort, draft and summarise the repetitive work, a dashboard for the front desk, and connections to the practice software you already use. A person at your practice approves anything that reaches a patient.
Dental, orthodontic, dermatology, physical therapy and other private practices. We scope the build, and your privacy requirements, on a call.
Where the hours go
Four things that eat a front desk’s week
These are examples, not your numbers.
New-patient inquiries answered a day late
A form comes in from the website at 7pm. The front desk sees it the next afternoon, and the person has already booked somewhere else.
The same questions, all day
Hours, parking, what to bring, which forms to fill in. Each one is a phone call that pulls the desk off the person standing in front of it.
Reporting that takes a Friday afternoon
The owner wants to know how full next week is and how many new patients came in. Someone exports from three systems and builds it by hand.
How it works
Look. Build. Hand over.
We start from how your practice runs today, not from a template.
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01 · look
A call about your practice
We learn which software you use, how reminders, inquiries and questions are handled today, where the hours go, and what the system may and may not touch.
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02 · build
We set it up
The pieces you choose go in around your current tools. A person at your practice approves anything that reaches a patient.
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03 · hand over
Your team runs it
You get a dashboard your front desk works from every day, and we stay on to support it.
What we build
The pieces, scoped to your practice
Your build lists exactly which of these you get. Each goes in around the software you already use.
- New-patient CRM Every inquiry from the website, phone or referral in one place, from first contact to booked first visit, with stages that match how your practice books.
- Reminder and follow-up automations Appointment reminders, forms-before-the-visit nudges and review requests after a visit, sent on the schedule you set, in wording you approve.
- Assistants that each do one job Sort the inbox overnight so the desk starts on the urgent ones, draft replies to routine questions for a person to approve, and summarise a thread before a call. None of them answers your phone.
- Front-desk dashboard One page for the team: inquiries waiting, reminders sent, open requests and what needs a person today.
- Connections to the tools you already use Your practice management, scheduling and billing software, so nobody types the same thing twice. Exactly what we can read and write is confirmed in writing before anything goes in.
- Your accounts, your data You own your data and your accounts. We’re added as a user and never ask for passwords.
Privacy requirements. Practices handle sensitive information, and we do not make compliance claims on a web page. What the system may and may not touch, who can see what, and which agreements your practice needs from us are scoped with you on the call and written into the plan before anything is built.
Tool names are named as examples only and belong to their owners; we’re not partnered with or endorsed by them.
Work we have shipped
Built, running, and checkable
- BookedMore The vacation rental management company we run operates on systems we built: an owner portal, monthly owner reports, management-fee invoices calculated from each property’s rate, guest-message drafts, a maintenance tracker and one dashboard for the team.
- Clover & Crumb For this local bakery we moved the website to faster hosting, added a full menu and pricing section with product photos, and made the Facebook follow button easy to find for older customers.
- Job search assistant A tool we built that finds new openings every morning, ranks them, drafts a tailored resume and cover letter for each, and emails a daily shortlist.
Questions
Questions practices ask
Do I have to switch practice management software?
No. We work around the tools you already use. The call is where we confirm what connects and what does not.
Will patients get messages I have not seen?
A person at your practice approves the wording of anything that reaches a patient. Where routine reminders are set to go out on their own, that is a rule you choose, and anything unusual goes to your team first.
What about privacy rules?
We scope them with you. On the call we go through what information the system would touch, what it must never touch, and which agreements your practice needs from us. That goes into the written plan before anything is built.
What does it cost?
Builds are priced per practice in writing, after the call, because the scope depends on your team and tools. We say the range on the call.
Can I see it first?
Yes. Open the live demo, or book a call and we will walk through it with your use case.
See how it would run for your practice
A short call about how your front desk handles reminders, inquiries and questions today. No obligation, nothing to sign.