The Dental CRM That Doesn't Stop When You Do
Most dental CRM software handles what happens after a patient is in the door. What it doesn't handle: the enquiry that came in at 9pm, the Google Business message that went unread until Tuesday, the form submission sitting in a shared inbox while your team was seeing patients.
That gap — between a patient first thinking about Invisalign and picking up the phone — is where practices lose high-value patients before they ever book a consultation. AES-CRM closes it.
Enquiry pipeline — live view
New enquiry captured
Website form
AI acknowledgement sent
Automated
Treatment: Invisalign
Routed to pipeline
Follow-up scheduled
Automated sequence
All of the above happened while your team was seeing patients
The problem most dental CRMs don't solve
High-value dental treatments — Invisalign, composite bonding, full smile restorations, implants — involve a decision process. Patients research. They compare practices. They enquire from multiple places before committing to a consultation.
That research often happens outside business hours. Instagram on a Sunday evening. Google at 10pm. A contact form submitted from a phone during a lunch break.
If there's no one to respond, patients move on. They don't always come back.
Most dental CRM tools are built for practices where all enquiries come through a single phone line during reception hours. That's not how patients behave in 2026. AES-CRM is built for how it actually works.
What AES-CRM includes
24/7 AI Receptionist
Captures every enquiry the moment it arrives — from your website contact form, Google Business Profile, or social media channels — regardless of when it arrives. The patient gets an immediate acknowledgement. Your team sees the enquiry with full context first thing the next morning.
This isn't a chatbot in the old sense. It creates a record, captures what the patient is interested in, and routes the enquiry to the right pipeline in your CRM.
Read more about the AI Receptionist →Patient journey tracking
From first enquiry to completed treatment, every interaction is logged. Who enquired, when, from which channel, what they were interested in, which team member followed up, and what happened next.
This gives you visibility over a pipeline that most practices manage in disconnected tools — a shared inbox, a spreadsheet, a Post-it note on someone's desk. Everything in one place.
Automated follow-up sequences
A patient enquires about teeth whitening, your team responds, and then nothing happens for three weeks — at which point the patient has forgotten they contacted you, booked elsewhere, or decided it's not the right time.
AES-CRM automates the follow-up process. A helpful email the next day. A gentle reminder at the end of the week. Timed correctly, personalised to the treatment type, done in your practice's voice.
Review request automation
Patient reviews directly affect your visibility in local search — particularly Google Maps and Google Business Profile. Getting a consistent flow of new reviews matters, and it's a process most practices handle manually (or not at all).
AES-CRM can trigger a review request automatically after a treatment is completed. Timed correctly, this increases review volume without adding administrative burden.
Reporting and pipeline visibility
Which treatments are generating the most enquiries?
Which channels are converting and which are going cold?
Where does the pipeline stall before a booking?
AES-CRM gives you a clear view of your enquiry-to-booking conversion rate by treatment type and channel. Most practices don't have this data. When you can see where you're losing patients, you can fix it.
How it integrates with your existing setup
AES-CRM is designed to sit alongside your existing practice management software — not replace it. It handles the enquiry and patient journey layer, from first contact to booked consultation. Your existing PMS handles the clinical side.
Dentally integration is available now. Software of Excellence and R4 integrations are in development and coming soon.
Setup typically takes a few days:
- Your website contact form connects to AES-CRM via a simple integration
- Google Business Profile messages route through the same inbox
- Automated sequences are configured to your treatments and tone of voice
- Your team gets access to the shared dashboard with role-based permissions
We handle the setup. No development work required on your end.
UK compliance built in
AES-CRM is built in the UK for UK dental practices. GDPR compliance and CQC-conscious data handling are part of the system design, not add-ons.
Patient data is UK-hosted. Consent capture is built into the enquiry workflow. Audit trails of automated communications are maintained automatically. Role-based access controls limit who can see patient records.
Full compliance details →How it compares
The alternatives most practices consider:
Manual process (shared inbox + spreadsheet)
FreeFree to implement, but it scales poorly and loses enquiries. Every out-of-hours enquiry depends on someone being available to respond quickly. Most practices that have looked honestly at their conversion rate find significant leakage here.
Standalone chatbot (£99–150/month)
£99–150/moCaptures enquiries at the point of contact. Doesn't connect to a CRM, doesn't track the patient journey, doesn't automate follow-up. Good for capturing the lead — the problem is what happens after.
DenGro (£199/month, now PE-owned via Agilio)
£199/moA capable dental lead management CRM. Dental-only — no aesthetic clinic support. The AI layer is newer. Now part of a PE-backed group (Agilio), which typically means less flexibility on pricing and integration over time.
AES-CRM — the complete system
RecommendedBundles the AI receptionist, CRM, patient journey tracking, automated follow-ups, and review automation in a single system. Independent, founder-led, built in the UK.
Results — what to expect
This section will be updated with Pear Tree Dental case study data when available. Metrics to include: out-of-hours enquiries captured, AI receptionist conversations per month, enquiry-to-booking conversion rate, and review volume change.
In the meantime: book a demo and we'll walk through the expected outcomes for your specific practice type, treatment mix, and enquiry volume.
FAQs
Will this work alongside my current practice management software?
Yes. AES-CRM is designed to sit alongside your existing practice management software — not replace it. Dentally integration is available now. Software of Excellence and R4 integrations are coming soon.
How long does setup take?
Most practices are set up within a working week. We handle the integration with your website and Google Business Profile. No development work required on your end.
Does it work for mixed NHS/private practices?
Yes. AES-CRM is particularly suited to practices with private and mixed patient journeys, where high-value treatment enquiries need active follow-up. NHS list management is handled by your PMS — AES-CRM sits above that.
Is it suitable for a squat practice or new practice opening?
Yes. It's a practical choice for new practices building an enquiry pipeline from scratch. You don't need a large existing patient list to benefit from it — you need a way to capture and convert new patient enquiries.
Can I try it before committing?
We offer a 30-minute demo where we walk through the system with your practice's setup in mind. Book a demo here →
Is there a long-term contract?
No. Monthly plans, cancel with 30 days' notice.
See it working in 30 minutes
We'll show you how the AI Receptionist captures out-of-hours enquiries, how the patient journey is tracked from first contact, and what the automated follow-up sequences look like in practice. No commitment. Straightforward.