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For dental practices

Software for dental practices

A dental practice runs on the recall that brings the patient back, the written treatment plan with its cost, and a record kept complete at every visit. wai runs those on one record, from the online request and the dentist's signed note to the recall a clinician approves.

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Updated . Every rule is cited to its official source below.

A dentist in a white coat greeting a smiling patient beside a dental chair, a harbour bridge and city skyline through the windows

For

Private and mixed dental practices, specialist and multi-site dental groups

Workflows

Recalls, treatment plans and estimates, clinical records, prices

Rules

In the UK, NICE CG19 and the GDC's Standards for the Dental Team

The work wai runs for dental practices

  1. Recalls set to the patient's riskWorkflow 01
  2. Treatment plans and estimatesWorkflow 02
  3. Clinical records at every visitWorkflow 03
  4. Prices patients can seeWorkflow 04

Dental workflows, and how wai handles each one

The work as your team does it today, step by step, and the part wai takes on.

01Workflow

Recalls set to the patient's risk

In the UK, NICE recommends a recall interval between 3 and 24 months for adults and between 3 and 12 months for under 18s, set at each oral health review.1 The dentist discusses the interval with the patient and records it, with the patient's agreement or disagreement.1

  1. Review the patient's oral health. History, examination and risk recorded at the oral health review.
  2. Choose the interval. 3, 6, 9 or 12 months for under 18s, and 3 to 24 months in 3-month steps for adults.1
  3. Agree it with the patient. Discuss the interval and record it, with the patient's agreement or disagreement.1
  4. Send the recall. The recall goes out when the interval falls due, and a missed recall is followed up.
  5. Review the interval next time. Adjust the next interval from what the patient's oral health shows.1

How wai handles it

  • Follow-up. Recalls go out by WhatsApp or email in the patient's own language once a clinician approves them, on one thread per patient.
  • Scribe. The interval and the patient's agreement are written into the note from the review, cited to NICE CG19 where it applies, for the dentist to sign.
  • Appointments. Patients request their recall visit online, with a reminder before it and a new time offered after a missed visit.

02Workflow

Treatment plans and estimates

The GDC's Standards for the Dental Team require a written treatment plan before treatment starts, with a realistic indication of the cost, kept under review and updated in writing if it changes.2

  1. Explain the options. The proposed treatment, the options and their possible costs, discussed with the patient.2
  2. Write the plan. A written treatment plan with the cost, given to the patient before treatment starts, and a copy kept in the notes.2
  3. Ask the patient to sign. The patient signs the treatment plan and gives consent.2
  4. Keep it current. If the plan or the cost changes, tell the patient straight away and give them an updated plan in writing.2

How wai handles it

  • Scribe. The treatment plan letter is written from the consultation, with the options discussed, for the dentist to edit and sign.
  • Billing. The price and the cancellation policy are shown at booking, and every payment is reconciled against the visit and invoiced.
  • Evidence and audit trail. Consent is recorded on the patient's record, and every change to the plan is logged with a name and a time.

03Workflow

Clinical records at every visit

Standard 4.1 of the GDC's standards requires contemporaneous, complete and accurate patient records, including an up-to-date medical history each time a patient is treated.2

  1. Update the medical history. Medicines, conditions and allergies confirmed at every visit.2
  2. Record the examination. Findings, charting and radiographs taken, in the note on the day.2
  3. Record the treatment. What was done, materials used and the advice given.
  4. Sign the note. The treating clinician reads and signs the note before the day ends.

How wai handles it

  • Scribe. The note is written from the appointment with the transcript beside it, for the dentist to read, edit and sign.
  • Staff access. Dentists, hygienists and nurses each work under a named account, with access enforced by role.
  • Evidence and audit trail. Every read of a record is logged against a named account, to the minute.

04Workflow

Prices patients can see

The GDC tells patients that a private practice must show a basic price list on site and present its prices clearly in practice literature and on its website.3

  1. Publish the price list. Consultation, fillings, extractions, radiographs and hygienist visits, with ranges where costs vary.3
  2. Show it at booking. The patient sees the price of the appointment before they commit.
  3. Invoice the visit. The invoice matches the treatment recorded in the note.

How wai handles it

  • Appointments. Online booking from your own website, with every clinician's diary read from their calendar.
  • Billing. Card payments go into your own Stripe account, with invoices, statements and an export for your accountant.
  • Reporting. Takings and front desk reports for any period, produced on the day they are asked for.

The rules a UK dental record is held to

In the UK, NICE sets the recall interval and the General Dental Council sets the standards every dental professional works to.

  1. Recall intervals. Between 3 and 24 months for adults and 3 and 12 months for under 18s, discussed with the patient and recorded.1
  2. Treatment plans. Written, with a realistic indication of cost, before treatment starts, and updated in writing if it changes.2
  3. Records. Contemporaneous, complete and accurate, with an up-to-date medical history at every treatment.2
  4. Prices. A basic price list on site, and prices clear in practice literature and on the website.3
  5. Northern Ireland. Private dental practices register with RQIA in its independent hospital category.4
Two people talking on a low sofa before a tall window onto a wide river and a city skyline in late sun

One system for the whole dental practice

Every workflow above runs on the same patient record, diary and inbox.

  1. 01

    Appointments

    Online booking from your own website, every clinician's diary read from their calendar, reminders, rebooking after a missed visit and waitlist offers when a slot opens.

    For patients
    Online booking at any hour, with a reminder before the visit.
    For the business
    Fewer missed appointments, and cancelled slots offered to the waitlist.
    On the record
    Every booking, reminder and change, with a time and a name.
  2. 02

    Billing

    Card payments into your own Stripe account, the cancellation policy shown at booking, invoices, statements and reconciliation, with an export for your accountant.

    For patients
    A clear price and policy before they commit, and an invoice in their app.
    For the business
    Payments reconciled against visits, with an export for your accountant.
    On the record
    What was charged, when, against which visit, and the policy the patient saw.
  3. 03

    Scribe

    The note, letters and referrals written from the consultation, cited to published clinical guidelines, with the transcript beside the note, for the clinician to read, edit and sign.

    For patients
    The clinician's attention stays on them during the consultation.
    For the business
    Less time spent writing notes after clinic.
    On the record
    A contemporaneous note, signed, with the time, the signature and the source it cites.
  4. 04

    Follow-up

    WhatsApp, email and calls in one thread per patient, replies drafted in the patient's own language for your team to approve, a response clock on every new enquiry, and recalls a clinician approves.

    For patients
    A reply in the language they wrote in, approved by your team.
    For the business
    More enquiries answered within the hour, when they are most likely to book.
    On the record
    The whole conversation on one record, with response times.
  5. 05

    Evidence and audit trail

    Recording consent taken at booking, referrals written from the visit, patient flags for controlled drugs and safeguarding notes, and every read of a record logged against a named account.

    For patients
    Flags and checks in the record at the point of care.
    For the business
    Incident reviews that start from the audit trail, with times and names.
    On the record
    Who saw what, who changed what, and when, to the minute.
  6. 06

    Staff access

    Named accounts for every person, and role-based access enforced in the database, so every action sits under a name.

    For patients
    Their record seen only by staff whose role allows it.
    For the business
    Access and actions tied to named people, in the same system as the record.
    On the record
    Who holds which role, and every action taken under it.
  7. 07

    Reporting

    Takings, front desk and website reports, response targets, and the patient's own record exportable on request.

    For patients
    A copy of their record when they ask for it.
    For the business
    Weekly reports for leaders on response times, the front desk and takings.
    On the record
    Reports for any period, produced on the day they are asked for.

Prices for clinics, groups and hospitals are on the wai pricing page.

What a well-run practice gains

Patients answered within the hour, clinicians home on time and diaries that stay full, in published research.

  1. 7x

    An enquiry answered within the hour is nearly seven times as likely to become a real conversation.5

  2. 30%

    Clinicians using an ambient scribe did 30% less work after hours.6

  3. 23%

    Patients sent a notification before their visit were 23% more likely to attend.7

Questions

How often should dental recalls be?

In the UK, NICE recommends an interval of 3 to 24 months for adults and 3 to 12 months for under 18s, chosen for each patient at the oral health review.1 wai sends the recall when it falls due, once a clinician approves it.

Does a private dental patient need a written treatment plan?

Under the GDC's standards, yes. The plan is given before treatment starts, includes a realistic indication of the cost, and a copy is kept in the notes.2

What does wai run in a dental practice?

wai runs the diary, the notes, recalls, messages and payments on one record, and we set it up around the charting and imaging your clinicians already use.

How does wai handle private billing?

wai takes card payments into your own Stripe account, shows the price and policy before the patient commits, and keeps invoices, statements and reconciliation against every visit.

Opening a dental clinic

Every city
  1. Opening a clinicOpening a clinic in London
  2. Opening a clinicOpening a clinic in Dubai
  3. Opening a clinicOpening a clinic in Sydney
  4. Opening a clinicOpening a clinic in Singapore
  5. Opening a clinicOpening a clinic in Edinburgh

Read next

  1. Read nextAn AI scribe for dentistry
  2. Read nextAn AI receptionist for dental clinics
  3. Read nextPatient recalls and results admin
  4. Read nextRQIA registration for an independent clinic

Other specialties

Every specialty
  1. Specialtywai for dermatology clinics
  2. Specialtywai for aesthetic clinics
  3. Specialtywai for fertility clinics
  4. Specialtywai for physiotherapy practices
  5. Specialtywai for mental health practices
  6. Specialtywai for longevity and preventive medicine clinics
  7. Specialtywai for private GP practices
  8. Specialtywai for home visit doctors

Request a demo for your dental practice.

We show wai running dental practices on your own diary, notes and inbox, in a 15 minute video call with our team. wai hosts each clinic's records in its own country, under that country's rules.

Request a demoEmail us

team@wellnessa-i.com

Sources

  1. 1NICE, 2004Dental checks, intervals between oral health reviews (CG19), recommendationsRead source
  2. 2General Dental Council, 2014Standards for the Dental TeamRead source
  3. 3General Dental Council, 2026Dental costsRead source
  4. 4RQIA, 2026Registration GuidanceRead source
  5. 5Harvard Business Review, 2011The Short Life of Online Sales LeadsRead source
  6. 6JAMA Network Open, 2025Clinician Experiences With Ambient Scribe Technology to Assist With Documentation Burden and EfficiencyRead source
  7. 7BMJ Open, 2016Using digital notifications to improve attendance in clinic, systematic review and meta-analysisRead source