Texas-first automation for dental practices
Clear Automations builds non-PHI public audit flows and fake-data workflow demos for dental practices that want faster response, fewer empty chairs, better recall, and clearer treatment-plan follow-up.
2 min
target callback task
0 PHI
collected on public site
8
demo workflows ready
The leak is operational
New-patient calls get missed during chairside rushes, lunch breaks, and end-of-day overflow.
Cancellations and no-shows leave empty production time unless the team has a fast, organized recovery path.
Recall lists and treatment plans are valuable, but follow-up often depends on whoever has time after the day is already full.
The first public workflow stays outside PHI. Patient-like recall, no-show, and treatment-plan demos use fake data only until BAA, vendor, hosting, access, and retention controls are approved.
Three phases. One compliance boundary.
Phase 1
Available now - non-PHI only
Faster response to missed calls and public inquiries
Setup
$4,500
Monthly
$450/mo
Timeline
2-4 weeks
The public workflow avoids patient names, symptoms, treatment details, insurance IDs, appointment reasons, clinical notes, x-rays, and payment card data.
Phase 2
Fake-data demo until BAA readiness
Fewer empty chairs and cleaner hygiene follow-up
Setup
$7,500
Monthly
$750/mo
Timeline
Limited pilot
Production patient workflows require the approved BAA chain, vendor review, access controls, retention settings, and practice-approved copy.
Phase 3
Fake-data demo until clinical boundary review
More diagnosed work moved into scheduled care
Setup
$9,500
Monthly
$1,250/mo
Timeline
Limited pilot
AI does not recommend treatment, discuss clinical care, or make insurance/payment promises.
Phase 1 is available as a non-PHI workflow. Phase 2 and Phase 3 require compliance prerequisites before production launch.
Non-PHI public audit
The public form collects practice and business workflow data only.
BAA before patient workflows
Recall, appointment, and treatment-plan production flows require approved BAA and vendor controls.
No clinical advice by AI
AI may route and remind; it does not diagnose, recommend treatment, or discuss care decisions.
Patient data boundary
Demo workflows use fake data until access controls, retention, opt-in, and approved copy are complete.
Add to any phase
$2,000 flat
A practical readiness pass before any patient-facing production workflow is considered.
$1,000 flat
Approved language for missed calls, reminders, recall, and treatment-plan follow-up.
$1,500 flat
A focused build to surface near-term openings and match them with approved fake-data demo segments first.
Tools policy
The demo uses self-hosted n8n as the workflow backbone. Any production patient workflow must use BAA-covered vendors and practice-approved data handling.
Self-hosted n8n
Coordinates intake, callback, reminder, recall, treatment-plan, review, and reporting workflows after hosting controls are approved.
Retell AI (HIPAA-included with self-service BAA)
Voice agent for new-patient callback. HIPAA included on standard paid plans; BAA via self-service portal. Replaces Vapi for production deployment because Vapi's $1,000/mo flat HIPAA add-on is uneconomic at SMB dental volume.
Anthropic HIPAA-eligible API or OpenAI HIPAA-eligible API
Only HIPAA-eligible API use cases and eligible zero-retention endpoints after BAA approval. Anthropic Claude preferred for patient-friendly copy generation.
Twilio Security or Enterprise Edition
Required if SMS or voice could ever carry patient-specific information. Replaces Telnyx for healthcare verticals; ~30% cost premium is the cost of the BAA.
Practice-owned PMS or CRM
Production integrations depend on Dentrix, Open Dental, Eaglesoft, Curve, HubSpot, or export options available to the practice.
Public patient intake
The public audit form does not collect patient symptoms, treatment details, insurance IDs, or appointment reasons.
AI diagnosis or treatment advice
AI does not recommend clinical care, interpret x-rays, or discuss diagnoses.
Standard automation tools for PHI
Avoid non-BAA paths for patient-facing workflows.
Hidden data ownership
Clear Automations should not own the practice's phone number, PMS exports, workflow exports, or contact list.
Illustrative results
| Metric | Today | Modeled System |
|---|---|---|
| Missed calls | Voicemail and manual callback when time allows | Callback task and new-patient priority in under 2 minutes |
| No-shows and cancellations | Manual rescheduling and open-chair scrambling | Fake-data demo recovery queue and schedule-gap logic |
| Hygiene recall | Batch outreach when the team has capacity | Segmented recall workflow after compliance readiness |
| Treatment plans | Coordinator follow-up spread across notes and memory | Stalled-plan dashboard and approved next-step tasks |
This is a planning model, not a case study. Replace it with approved client numbers after a pilot.
Your website, PMS, CRM, reminders, workflows, templates, and patient list stay in your accounts.
The first audit collects practice and business data only, while deeper patient workflows stay fake-data demos until the BAA path is approved.
The system focuses on missed calls, no-shows, recall, treatment-plan follow-up, schedule gaps, and owner visibility.
Common questions
No. It collects practice and business workflow data only. Do not include patient names, treatment details, insurance IDs, appointment reasons, x-rays, or clinical notes.
BAA review is required before production patient workflows begin. The public audit and demo workflows are intentionally non-PHI or fake-data only.
The first build can run beside your current tools. Direct integrations depend on your PMS, account access, export options, and compliance approval.
No. AI can help route, remind, classify, and summarize approved workflow data. It does not diagnose, recommend treatment, interpret x-rays, or discuss clinical care.
Only practice and business data: practice name, contact, website, provider count, current tools, monthly volume, and the biggest workflow leak.
Start with the non-PHI lane
We will review your missed-call flow, new-patient response speed, cancellation/no-show recovery, recall workflow, treatment-plan follow-up, and owner visibility.
Do not include patient names, symptoms, diagnoses, treatment details, insurance IDs, appointment reasons, clinical notes, x-rays, or payment card data.