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Clinics · The Full-Chair Engine
Patient recall, reactivation and unscheduled-treatment follow-up for dental and med spa practices
Full chairs, recare on autopilot, and unscheduled treatment that finally gets scheduled. Everborn builds the system that catches the new-patient call the front desk missed, runs recall without the Monday list pull, and follows up every presented-but-unscheduled plan for 90 days.
Who it is for
Built for the owner or office manager of a private dental, med spa, chiropractic, physical therapy or dermatology practice. Your PMS stays the clinical record and we never write to the chart. Templates are PHI-free, and the build sits inside a BAA chain.
Where the front office's day goes
The day starts with a ten-minute huddle: production, balances, overdue recare, unscheduled treatment, open slots. Then the phones. The front desk checks patients in, confirms tomorrow, verifies insurance, books the next visit at checkout, and in the gaps works the recall list and the overdue balances. The treatment coordinator tries to reach the patients who said "let me think about it". The new-patient call that rings while someone is checking out goes to voicemail.
The ADA Health Policy Institute put the average wait for a new-patient appointment at 13.9 days in Q2 2026, and Henry Schein One's 2026 Catalyst Index puts average case acceptance at 45% of presented treatment against 75% for top performers. In PT and chiropractic the same desk also tracks plans of care, visits authorized and re-evals; in a med spa it is memberships, packages and who is due for tox.
How a patient moves, and where we sit
Inquiry → booking → intake and privacy notice → insurance check → exam → treatment presented → accepted and scheduled → treatment → checkout → recare → reactivation.
Your PMS or EHR stays the clinical record and we never write to the chart. We work the people who are not on the schedule yet, or who fell off it.
The Full-Chair Engine and what comes off your plate
Launch: every lead answered, every call returned. Missed-call text-back and a sub-60-second reply on every new-patient call and form, online booking requests with consent capture, confirmations and reminders, source tags, a same-day review request to every patient, and the BAA chain in place before any contact is imported. No tracking pixels on booking, intake or consent pages.
Growth: Launch plus The Full-Chair Engine
The named block of ten deliverables in the Growth package, built for Clinics.
- Recare autopilot
Three touches from 30 days before the due date with tap-to-book, running 90 days past due before handing off to reactivation.
- Unscheduled-treatment follow-up
Non-clinical nudges at day 0, 7, 14, 30, 60 and 90 with a financing link and a call-the-coordinator option. No procedure names; dollars pending by provider on the dashboard.
- High-ticket consult pipeline
Implants, aligners, injectables: prep, same-day thank-you, financing link, 7/14/30-day touches and conversion by provider.
- Reactivation ladder
The inactive list segmented at 6-12, 12-18, 18-24 and 24-plus months, each with its own campaign, sent only with written marketing consent.
- No-show recovery and ASAP list
A re-book text after a no-show; a cancellation texts the short-call list and the first yes gets the slot once staff confirm.
- Membership and series renewals
Plan renewals, due-for-tox reminders at 90 to 120 days and package expiry at 30, 14 and 3 days, each with a payment link.
- Digital intake and consent chase
Forms, health history, your current Notice of Privacy Practices and photo consent at booking, with a missing-paperwork checklist 48 hours out.
- Post-visit check-in
A non-clinical check-in that routes replies to a clinical inbox.
- Insurance verification flag
Chases the card photo and flags unverified visits 48 hours out. The payer check stays with your staff.
- Huddle sheet
Morning numbers and the end-of-day unscheduled report, assembled from CRM data.
Full Engine: Growth plus the partner program and the operating system
Referring-provider and community partner lanes with count-only attribution and de-identified statements, a recruiting funnel for hygienists, assistants and injectors, alerts on unverified insurance and large unscheduled plans, weekly production against goal, and the monthly automation think-tank.
The money desk: sign-up, billing and commissions
The package each item starts in is shown under its name.
| What it is | What it does |
|---|---|
| Owner-routed onboarding Growth | Every new patient gets the welcome from their own provider's office: the provider's name, the office contact and the provider's own intake link, so the record lands in that provider's queue. PHI-free, one message per patient. |
| Secure two-step sign-up Growth | Patients never email health history, insurance details or ID. The welcome sends them to a secure intake form, inside the BAA chain, that files everything into your system of record and says plainly not to email it. |
| Billing that runs itself Growth | Patient balances, payment plans and memberships: branded invoice emails; reminders 3 days before due, on the due day, 3 days after and a final notice at 7 days; card-on-file autopay with an upcoming-charge notice and a declined-card update link; receipts. Email-first. Disputes and hardship requests stay human. |
| Auto-drafted invoices Full Engine (on Growth with the Third-party integration add-on, $2,500) | When a patient is added in your practice system, a blank draft invoice for them appears in the CRM for staff to fill in and send. Nothing reaches the patient until a person sends it. |
| Billing reconciliation Full Engine | One view of who is billed, who paid, who is overdue and who is being missed across the CRM, your practice system and any old processor, catching members and plan patients who are active but not billed anywhere. |
| Payment processor migration Included at no charge | Moves every paying patient off a processor that closed or is being replaced: new payment links or card-on-file, and old invoices cancelled only after payment clears, so nobody is double-charged or dropped. |
Referrals without a single patient name
Referring providers, gyms, salons, employers and schools can send you patients. What they get back is a count: your link produced six inquiries and three booked consults this month. Never a name, a date or a treatment, because telling a gym that its member became your patient is a HIPAA disclosure. And no per-patient payments: Texas and Florida criminalize paying for patients regardless of payer, and the federal Anti-Kickback Statute applies wherever Medicare or Medicaid pays. The program is co-marketing, education and events.
Follow-up length and the never-list
How long it runs. 90 days on unaccepted treatment, perpetual on recall, and quarterly by band on reactivation. Henry Schein One's 2026 Catalyst Index puts average case acceptance at 45% of presented treatment against 75% for top performers, so the first quarter after the consult is where follow-up earns its keep.
Blocked in every template. No diagnosis, procedure, medication or treatment detail in a text or unencrypted email; a secure link instead. No PHI to any partner, employer or gym. No marketing or billing content in a healthcare-exempt reminder. No guarantees, superlatives or comparisons, and no testimonials without written consent. No incentives tied to positive reviews, and no filtering who gets asked. No tracking pixels on booking or intake pages. Never "HIPAA certified": no such certification exists.
Three fixed packages
Launch
$3,500 build + $697/mo
Every lead answered, every call returned
Tracked number, consent-capturing forms, a reply in under 60 seconds, missed-call text-back, booking, a 5-day drip, review requests and weekly reporting.
Growth
$6,500 build + $1,197/mo
Launch plus The Full-Chair Engine
Adds The Full-Chair Engine, onboarding, payment links, long-term nurture, list re-activation, retention, an after-hours assistant and the owner's report.
Full Engine
$9,500 build + $1,697/mo
Growth plus the partner program and the operating system
Adds referring-provider and community partner lanes with de-identified counts only and no per-patient payments, a recruiting funnel for clinical staff, alerts, written procedures and the monthly think-tank.
Same prices in every industry. Half the build fee at signature, half on delivery; month to month after 90 days. Each monthly includes a $197 platform license (take it off if you already pay for the platform we build on). Free week-one compliance review for regulated industries. Your accounts and data are yours and export any time. The system we build runs in your accounts, and you keep the right to use it even if you cancel.
Websites and search add-ons
Starting points, confirmed in your written quote. Sites are built and hosted on the platform your monthly already covers. We never guarantee rankings or traffic.
| Add-on | What it is |
|---|---|
| Bundle: Online Presence Starter $1,800 | Core site, Local SEO foundation and social profile set-up ($2,200 separately) |
| Bundle: Online Presence Complete $3,200 | Full site, Local SEO foundation, brand kit and social profile set-up ($4,000 separately), first month of Local SEO growth free |
| Website build: core site $1,200 | Up to 6 pages, lead capture and booking wired to the CRM, compliance and disclosure pages, mobile, basic on-page SEO |
| Website build: full site $2,400 | Up to 15 pages: services, locations, team or rep pages, recruiting, blog set-up |
| Website redesign or migration $900 | Existing site rebuilt or moved, with redirects kept |
| Local SEO foundation $750 | Google Business Profile optimization, citations, on-page SEO and schema, Search Console and analytics |
| Google Business Profile set-up $250 | Set-up and optimization, standalone |
| Local SEO growth $350/mo | Two articles a month, weekly Business Profile posts, citation and review monitoring, a rank and traffic report |
| Website care plan $49/mo | Hosting, updates, backups, uptime, compliance-page upkeep, small edits |
Also available: additional pages ($350 per 5), brand kit ($600), social profile set-up ($250), accessibility review and fixes ($450), Google Ads account build ($600). Other one-time add-ons bought with the build are 15% less; monthly add-ons and bundles don't get that discount.
Moving your payment processor: included at no charge.
Snap Credit Fix, a California credit repair company, runs on a system I built for them.
Chris Magee, Everborn Productions
Clinics questions
We already have Dentrix, Open Dental or Eaglesoft, plus Weave, Solutionreach or NexHealth.
We replace none of them. Those tools message people already on the schedule; we work the people who aren't on it yet or fell off. We usually run on a nightly export of the unscheduled, recall-due and inactive reports, and never write to the clinical record.
HIPAA. I'm not putting patient names in a marketing tool.
Right question. The CRM runs on its HIPAA plan with a BAA, we sign our own BAA with you, every connected tool is under a BAA or never sees PHI, templates are PHI-free and no pixels sit on booking pages. Exactly what each vendor's BAA covers is confirmed in writing in week one, before any contact is imported. The practice remains the covered entity, and nobody can be "HIPAA certified".
My patients will feel spammed, and my board will come after me.
Volume is capped: reminders stay inside the TCPA healthcare-message limits (one a day, three a week, no marketing or billing), recall and promotional sequences go only to patients with written consent, and every sequence stops on reply. Copy follows your state board's rule. Reviews go to everyone: the FTC's Consumer Reviews and Testimonials Rule prohibits incentives tied to positive reviews and review suppression, with civil penalties of up to $53,088 per violation, and the FTC has said asking only happy patients can itself be deceptive.
It's $1,197 a month. I could hire a part-time scheduler.
You could, and that person still can't answer after-hours inquiries or text every overdue patient on Monday morning. Check it against your own broken-appointment report, unscheduled-treatment report and inactive list. If none of it clears the subscription, stay on Launch.
We're a cash-only med spa. Does HIPAA even apply?
Possibly not: HIPAA covers providers that bill insurance electronically. We build the BAA chain and PHI-free templates anyway, because other privacy rules can still apply and your patients expect it.
Book a build call
Tell Chris what your team still does by hand. You will get a straight answer on which package fits, or whether none does.
Email [email protected]
Call (916) 541-3415
Chris Magee · Sacramento, CA · serving clients across the United States