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Dental clinics · CRM

Keep a record of the patient who asked the implant price and never came.

A dental CRM is not the clinical software that holds x-rays and treatment notes. It is the record of everyone who enquired: the treatment they asked about, the figure they were quoted, when their recall falls due and who sent them. GullySales sets up that record and the few fields a busy front desk will actually fill in.

Tell us what you needor call +91 80958 58589

Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Realistic editorial illustration of dental clinics at work in India

What CRM means

A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.

Also for dental clinics

Sales and marketing for dental clinics, the overview.

Last updated 5 Oct 2026. Rules for this trade differ by state and professional body, and they change. We describe restrictions in general terms, so check the current position with your own council or adviser before you publish anything.

For dental clinics

Where it usually goes wrong, and what we would do.

  • “Your clinical software knows the patients who came, not the ones who asked”

    The lady who rang about aligners, heard the figure and never booked exists nowhere in your system. She is the enquiry you paid an agency to produce.

  • “The quoted figure is the field that makes a second call possible”

    A desk that can open the record and say we discussed forty-two thousand for the single implant sounds like a clinic. One that says just checking sounds like a call centre.

  • “Clinical notes and a contact list are two different things”

    Patient information carries duties that a marketing list does not, and the rules around it differ and change. Keep the two apart, limit who can export either, and take the current position from your own dental council or a compliance adviser.

What we do

What we deliver for dental clinics.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. An enquiry record that sits beside the clinical file

    A short, separate record for every person who called, walked in or messaged, whether or not they ever became a patient, kept apart from treatment notes.

    Result: The people who asked and did not book stop vanishing.

  2. Treatment asked about and figure quoted as fixed fields

    Two fields the desk fills at the time of the conversation, so the next call can open with the real treatment and the real figure.

    Result: Nobody has to ring a patient and guess what was discussed.

  3. Recall dates held as a list, not written on a card

    The next check-up, scaling or review date stored against the patient and visible as a due list inside the clinic.

    Result: The recall survives the card the patient lost.

  4. Referral source captured at the point of booking

    One question asked while the appointment is being made, recorded in a single field: the family member, the physician who suggested you, Maps, or an advertisement.

    Result: You know which source is filling the chair.

  5. Access limits agreed before any data moves

    Who may view, edit and export each record, settled in writing with your own adviser consulted on what applies to a dental practice in your state.

    Result: Patient information is not sitting in a shared download folder.

  6. The four views the owner reads

    Enquiries by treatment, quotes given and not accepted, recalls now overdue, and new patients by source, all drawn from the record the desk fills in.

    Result: You read the clinic's position instead of asking three people.

How the result is measured

  • Enquiries logged in the CRM
  • Data completeness
  • Reports generated from CRM data

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full CRM implementation and customisation page

What to record, and when

What a dental clinic's front desk should record about every enquiry, and whether it needs software yet.

Treatment asked about
Pick from a fixed list: root canal, scaling, braces, aligners, implant, wisdom tooth, smile design, child's check-up. Free text cannot be counted, and you cannot see which treatment brings calls but few bookings.
Figure quoted on the phone
Write the number or range you quoted, and who said it. When the patient arrives and hears a different figure, the clinic loses the patient. Quote from your own printed price range and write down which one.
Booked, kept or missed
Record whether the call became an appointment and whether the patient came. A booked-but-missed patient is the call worth making the same day, before they book somewhere closer.
Recall due date
After a treatment such as scaling or a check-up, enter the date the patient is next due, and show the list of those coming due. Reminding someone is the cheapest booking a clinic gets.
Who sent them
Ask at booking and pick from a list: Google search, Maps, a patient, a referring doctor, Instagram, walk-in. Ask the question kindly and never offer a reward for a review or a referral.
Do you need software yet?
If you already run practice software for clinical notes, the enquiry sheet can sit beside it. A shared sheet is enough for one or two chairs. Keep x-rays, treatment notes and photographs in the clinical system, and limit who opens the enquiry file.

Who it is for

This is written for these dental clinics.

  • Single-dentist clinics
  • Multi-chair general dental clinics
  • Orthodontic and aligner-only practices
  • Implant and oral surgery centres
  • Cosmetic and smile-design clinics
  • Paediatric dental clinics
  • Dental clinics inside a multi-speciality centre
  • Multi-branch dental groups
  • New clinics in their first year

Not for

It is not the right fit if.

  • You want a guaranteed Google ranking or a guaranteed number of leads. Nobody honest can promise either.
  • You need enquiries by next week and have nobody to answer them.
  • You want posts and reach reported, not enquiries and orders.

How it works

From your first message to the first report.

No open-ended retainer. Every step gives you something in writing.

  1. First

    Your brief

    You tell us what you need in a few short steps: your business, what you want, where enquiries come from and how they are handled.

  2. After the brief

    A conversation and a written scope

    We read it, then talk with whoever handles your enquiries. If you want our help, the scope, the fee and the reporting come in writing, and nothing starts before you have read them.

  3. Before work starts

    Baseline recorded

    Enquiries by source, reply time, conversion and cost per order, written down so every later report has an honest comparison.

  4. After the baseline

    The first fix goes live

    The fix we agreed to start with is put in place and measured against the baseline, whether that is reply time, a follow-up sequence, the page buyers land on or the handover between marketing and sales.

  5. As agreed

    Report against the baseline

    What moved, what did not, and what changes next, in plain words. How often you get it is set in writing before work starts.

  6. At renewal

    Renew on the numbers

    The term ends and you decide whether to continue from the results. The length is agreed in writing before anything starts.

How the crm work runs

  1. 1

    Map the sales process

    We record how a deal actually moves from enquiry to close in your business today.

  2. 2

    Configure stages and fields

    The CRM's pipeline and fields are built to match that process exactly, not a generic template.

  3. 3

    Set up automations

    Reminders, assignment rules and follow-up triggers are configured so routine steps happen without manual effort.

  4. 4

    Test with real deals

    We run the configuration against actual current deals to catch gaps before the whole team relies on it.

Why us

Why owners pick GullySales over an agency.

  • Marketing and sales, as one job

    Most agencies stop at the enquiry. We also fix what happens after it: the reply, the follow-up, the quote and the CRM.

  • The person on the first call does the work

    No account managers in between. You are never handed to someone you have not met.

  • A baseline before anything starts

    Your numbers are written down on day one, so every later report compares against something honest.

  • The fee in writing, split three ways

    Our time, your media spend and production on separate lines. You always see what goes to us.

  • No guarantees we cannot keep

    The term is agreed in writing and never a default twelve months. We never promise a ranking or a lead count, because nobody controls those.

  • One office, and we say so

    Nagarbhavi, Bengaluru. We work across India by call and WhatsApp and travel when a session needs to be in person.

#257, 3rd floor, Sri Nanjundeshwara Complex, Nagarbhavi 8th Block, Outer Ring Road. How we work.

Your brief

Tell us what you need, and we will read it before we call.

Eight short steps about your business, what you want and who decides. Most questions are a tap, and you can skip any you would rather answer on the call.

Tell us what you needor call +91 80958 58589

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
We already have practice management software. Why a second record?
Most practice software begins at the point a patient is registered. It has nowhere to put the person who rang, heard a figure and never booked, and that is the group worth calling. If your software has free fields for enquiry source and quoted amount, use those rather than buying anything.
What is the shortest record that is still worth keeping?
Name, number, treatment asked about, figure quoted, who referred them, the date somebody should call next, and what happened last time. Seven fields. A receptionist will fill those in between patients. A twenty-field form she will not.
Patients ask for rates on WhatsApp. Where does that chat go?
Reply from the clinic's own number, and then enter the treatment asked about and the figure quoted in the enquiry record. The chat stays a chat. If the patient shares a scan or photograph, move it to the clinical file and delete it from the phone gallery.
Can we send recall reminders from this list?
Only to patients who agreed to receive them, and keep the message free of treatment detail. Record the agreement and the date beside the number. Rules on health-related messages and on advertising differ by council and change, so check with your own dental council and adviser.
How soon would we see more patients?
Fixing reply time and the Maps profile shows in weeks, since the searches are already happening. Building reviews and ranking treatment pages takes months.
Do we need to advertise?
Most clinics benefit first from the profile and the reply routine. Advertising makes sense for a treatment where you need a chair filled this month.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.

From the blog

Further reading for dental clinics.

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More for dental clinics

Everything else we would do for you.

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Also for dental clinics

Or start from the overview: sales and marketing for dental clinics.

Your next practical step

Tell us what you are trying to grow, and we will read it before we call.

Eight short steps, mostly taps. Skip anything you would rather answer on the call.

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