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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.
The Full-Chair Engine
The named block of ten deliverables in the Growth package, built for Clinics.
- Recare autopilot
A 3-touch text and email sequence 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
Presented-but-unscheduled plans get 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: pre-consult 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 quarterly campaign under written marketing consent.
- No-show recovery and ASAP list
An automatic re-book text after a no-show; a cancellation texts the short-call list and the first yes gets the slot pending staff confirmation.
- Membership and series renewals
In-house 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, the Notice of Privacy Practices and photo consent go out at booking and are chased, with a missing-paperwork checklist 48 hours out.
- Post-visit check-in and review request
A non-clinical check-in that routes replies to a clinical inbox, and a same-day review request to every patient, never gated.
- Insurance verification flag
Chases the insurance card photo and flags unverified visits 48 hours out. The payer check stays with staff.
- Huddle sheet
Morning huddle numbers and the end-of-day unscheduled report assemble from CRM data.
What comes off your plate
| Task | What changes |
|---|---|
| New-patient calls and web forms | Missed-call text-back and a sub-60-second reply. A person still completes the booking. |
| Appointment confirmations | Three-touch confirmations replace the manual calls. |
| Hygiene recall list | The due date triggers the sequence. Staff work the exceptions. |
| Payment collection | Text-to-pay links and statement reminders. Disputes stay human. |
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 2025 Catalyst Index found nearly 60% of patients at an average practice decline or defer presented treatment, 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 promotional content under the healthcare exemption. No guarantees, superlatives or comparisons, and no testimonials without written consent. No review gating. 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 partner materials and statements, internal alerts, written procedures, priority support and the monthly automation think-tank.
Full Engine adds referring-provider and community partner lanes with count-only attribution. Statements carry de-identified counts, never a patient name or treatment, and there are no per-patient payments.
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 licence (take it off if you own HighLevel). Free week-one compliance review for regulated industries. You own everything.
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.
My patients will feel spammed, and my board will come after me.
Volume is capped: reminders and recall run under the TCPA healthcare exemption at no more than three a week, promotional sequences go only to patients with written consent, and sequences stop on reply. Copy follows your state board's rule. Reviews go to everyone, because the FTC's Consumer Reviews Rule bans review gating with penalties up to $51,744 per violation.
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 Monday morning. A dental no-show commonly costs $200 to $400 in lost production. If none of it clears the subscription, stay on Launch.
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 everbornproductions@gmail.com
Call (916) 541-3415
Chris Magee · Sacramento, CA · serving clients across the United States