Heartland runs the largest dental support organization in the country. The clinical side is handled. The operational side is where margin lives or dies. That's where we come in.
Not clinical work. The scheduling, verification, billing, recall, and coordination work that happens between the patient and the chair. Multiplied across 1,900 locations, that's millions of hours a year.
Front desk staff spend 15+ hours per week per practice managing appointments, reschedules, and no-show follow-ups. That's 29,000+ hours weekly across the network.
Every new patient requires a phone call or portal login to verify coverage. 40% of claims get delayed or denied because of verification errors. Staff rework is constant.
Patients who miss their 6-month cleaning rarely get followed up with consistently. Reactivation campaigns are manual, inconsistent, or don't happen at all. Each lapsed patient is $400-800 in lost annual revenue.
Claims get submitted, rejected, corrected, and resubmitted. The cycle eats 30-60 days. Staff copy data between practice management software and billing systems by hand. Errors are routine.
A patient calls one office but needs to be seen at another. Records don't transfer cleanly. Schedules don't sync. Regional managers spend their days on the phone fixing what software should handle.
HIPAA documentation, OSHA training logs, state board requirements. Every practice tracks this differently. Audits mean pulling records from 5 different systems and hoping nothing was missed.
Not dashboards. Not reports. Working software that answers calls, verifies insurance, schedules appointments, processes claims, and follows up with patients. On its own. 24/7.
Patient calls in. The agent answers, checks availability across locations, books the slot, sends a confirmation text, and logs it in your practice management system. Handles reschedules and cancellations too. Works after hours, on weekends, and during peak call volume.
LiveKit + ElevenLabsPulls patient coverage details from payer portals automatically. Verifies eligibility before the appointment. Flags coverage gaps or prior auth requirements. Pushes the result into the patient record so front desk staff don't have to call.
LangGraph + payer APIsAgent reads denied claims, identifies the error code, corrects the submission, and resubmits. Learns from denial patterns to flag issues before submission. Cuts the rework loop from weeks to hours.
Claude + n8nIdentifies patients due for cleaning, patients who lapsed, and patients who never booked after their last visit. Sends personalized SMS, email, or voice outreach. Books the appointment when they respond. Runs continuously across all 1,900 locations.
LangChain + SupabaseNew patient forms, treatment plans, referral documents, medical histories. Patient uploads or faxes them. Agent extracts the data, structures it, and writes it to the correct fields in your PMS. Staff reviews instead of typing.
Claude + OCR pipelineOne view across every practice. Real-time scheduling density, claim status, denial rates, recall performance, staffing gaps. Regional managers stop calling offices and start reading a screen that tells them where to focus.
Supabase + VercelWe don't sell slides. We don't sell strategy documents. We build, deploy, and maintain working systems. Here's how it goes.
We spend two weeks inside your operations. Shadow front desk staff. Map your practice management stack. Identify the 3 highest-ROI workflows. Build a deployment plan with real numbers attached.
We build the agent systems against your actual systems. Practice management software, payer portals, phone systems. Not a sandbox. Your real data, your real workflows.
We roll out to 5 pilot practices first. Measure everything. Adjust. Then scale across the network. Your staff gets training and documentation. We handle the integration work.
Ongoing monitoring, optimization, and new workflow development. We watch the systems, fix what breaks, and keep improving. Your team focuses on patient care. We handle the operational layer.
Conservative estimates based on industry benchmarks for DSOs of your size. We build the systems, measure the results, and report against these numbers. If we don't hit them, we keep working until we do.
Every system we deploy uses the same battle-tested tools. No experimental frameworks. No vendor lock-in. Your team can understand, audit, and eventually maintain what we build.
We'll bring specific examples of what we'd build for Heartland and the numbers behind them. You bring the operational headaches you'd rather not have anymore.
Schedule a conversation