The patient CRM for dental and dental-tourism clinics
From the first enquiry to the final check-up, no patient slips through
SmileJourney brings every lead, conversation, quote, trip and appointment into one place — and an AI assistant answers patients in their own language, day and night, so your coordinators spend their time on the patients who are ready to book.
Where international patients get lost
A clinic rarely loses a patient on price alone. It loses them in the gaps between ads, inboxes, spreadsheets and time zones.
- 01
The first reply comes too late
The enquiry lands at midnight your time. By morning the patient has written to three other clinics, and the one that answered first is the one they are talking to.
- 02
Leads are spread across five inboxes
Facebook forms, Google, TikTok, WhatsApp, Instagram and the website — each with its own login, and no one sure who replied to whom.
- 03
Follow-up depends on memory
Most patients do not book on the first message. Without a reminder to call back, a warm lead goes cold in days.
- 04
Nobody knows which ad pays for itself
Spend is in the ad account, bookings are in a spreadsheet, and the two never meet — so the budget keeps going to the same places.
One system for the whole patient journey
Every stage your team already works through, in one place, in the order it happens.
The enquiry arrives
From any ad, form or chat, straight onto your pipeline — with the campaign it came from and the coordinator it is assigned to.
The patient gets an answer in seconds
The AI assistant replies on WhatsApp or by phone in the patient's language, answers their questions from your own price list and FAQ, and asks what they need.
The lead is qualified and followed up
The AI calls new leads, scores them, and keeps following up on a schedule — and stops the moment the patient replies or a coordinator takes over.
Consultation and quote
Book a video consultation, build the treatment plan on a tooth chart, and send a quote the patient opens in their own language.
The trip and the treatment
Flights, hotel, transfers and appointments in one itinerary the patient can open on their phone, with reminders before every visit.
Aftercare and the next patient
Aftercare messages go out on time after they fly home — and the patient who felt looked after is the one who sends you their friends.
What is inside
Switch on only the parts your clinic needs. Start with the AI receptionist and add the rest as your team grows.
Every lead on one pipeline
- Leads from Meta, Google, TikTok and your website arrive on their own
- Automatic assignment to the right coordinator
- Duplicates found and merged
- Bring your history over from Bitrix24, Zoho or a spreadsheet
One inbox for every chat
- WhatsApp, Instagram and Facebook messages side by side
- Live translation of the conversation
- Saved replies and scripts for your team
- An alert when a patient has waited too long
An AI assistant that never sleeps
- Answers chats and phone calls around the clock
- Speaks nine languages
- Answers from your own prices, services and FAQ
- Suggests the next step and the next reply to your staff
A call center in the browser
- Call patients with one click, no desk phone needed
- Calls recorded and summarised
- Missed calls collected into a queue to call back
- Follow-up calls made by the AI on schedule
Treatment plans and quotes
- Plans built on a tooth chart
- Your price list and packages, ready to use
- Quotes in the patient's language, opened from a link
- Payments recorded against each plan
Built for dental tourism
- Travel itinerary the patient opens on their phone
- Hotel, transfers and appointments in one plan
- Aftercare messages sent on time, in their language
- Patient photos, X-rays and documents kept with the record
Appointments that keep
- A calendar for every doctor and every chair
- Video consultations before the trip
- Reminders before each visit, rebooking after a no-show
- The schedule synced to your phone's calendar
See which ads bring patients
- Spend and bookings side by side, campaign by campaign
- Results sent back to the ad platforms so they find more patients like yours
- Conversion funnel and revenue reports
- A daily summary for managers
A team that works as one
- Roles for managers, coordinators, call agents, reception and doctors
- Tasks, notes and mentions on every patient
- Shift handover so nothing is dropped overnight
- Targets and a leaderboard for the sales team
Patient data, kept safe
- Your clinic's own separate system and database
- Two-step sign-in and permissions by role
- A log of who changed what
- Data export and erasure on request, for GDPR and KVKK
You decide how much the AI does
The assistant works for your team, not around it. Choose the level that suits your clinic, and change it whenever you like.
Listen only
Every conversation is recorded and summarised, and your team replies as usual.
Suggest replies
The AI drafts the answer and a coordinator checks and sends it.
Reply on its own
The AI answers at once, at any hour, and hands over to a person when it should.
Patients are answered in
- English
- Arabic
- Turkish
- German
- Dutch
- French
- Spanish
- Italian
- Russian
Your team works in English, Arabic, Turkish, French or Spanish.
Made for everyone on your team
Clinic owners and managers
See the whole pipeline, revenue and the return on every ad in one dashboard, with a summary in your inbox each morning.
Patient coordinators
Open the day knowing who to call, what to send and who is waiting — with the patient's full history one click away.
Call-center agents
Call from the browser, follow the script, and leave notes the next shift can pick up.
Doctors
See your own schedule, the treatment plan and the X-rays before the patient sits in the chair.
Questions clinics ask before they start
We already use Bitrix24 or Zoho. Can we move?
Yes. Patients and leads come across from a Bitrix24, Zoho or spreadsheet export, and we help you set up your pipeline stages the way your team already works.
Do we have to change our WhatsApp number?
No. The system connects to the WhatsApp number your clinic already uses. We do recommend a number dedicated to the clinic rather than someone's personal phone.
Will the AI promise patients things we cannot deliver?
It answers from the prices, services and FAQ you give it, and it hands the conversation to a person when a question goes beyond them. You can also keep it on suggest-only, so nothing reaches a patient without your team's approval.
Where is our patient data kept?
Each clinic gets its own separate system and database, so your patients are never mixed with another clinic's. Staff sign in with two-step verification, and you can export or erase a patient's data when they ask.
Can the team use it on their phones?
Yes. It works in the phone's browser and can be added to the home screen like an app, so coordinators can answer patients away from the desk.
Do we need every feature from day one?
No. Every part can be switched on or off. Many clinics start with the AI receptionist and the shared inbox, then add quotes, travel and ad reports as they grow.
See SmileJourney running on a clinic like yours
A 30-minute demo with sample patients, leads and quotes — and an honest answer on whether it fits your clinic.