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Workflows

The moment, the signal, the action, the outcome.

Five points in the day where the front desk loses time or production. Here's what FrontPulse surfaces at each one, and what staff do with it.

01 · Before Doors Open

The painful moment: the schedule already has gaps before the first patient arrives.

  • FrontPulse surfaces: overnight cancellations, no-shows, and confirmations pending
  • Staff does: reviews the morning brief and confirms or reschedules before 8 a.m.
  • Outcome: the day starts with a schedule that matches reality, not yesterday's plan
Morning at the front desk, schedule open and ready.

Morning brief

Today
  • 14 confirmations sent
  • 2 schedule risks flagged
  • 6 waitlist matches ready
02 · During The Rush

The painful moment: messages, walk-ins, and phone calls arrive faster than one person can triage.

  • FrontPulse surfaces: incoming messages sorted by urgency, with a suggested reply staged
  • Staff does: reviews and sends or edits each reply — nothing goes out unapproved
  • Outcome: high-priority messages get answered first instead of whichever arrived last
Schedule risk signal highlighted in FrontPulse.

Open chair

11:00 AM · 60 min · Op 2

Dr. Patel · Hygiene

Best match: Emily T. — recall overdue 4 mo.

Reschedule — Crown prep

SMS · 2 min agoHigh

Hi, can I move my Tuesday appointment?

Suggested reply

Hi Mark — Friday at 2:30 PM with Dr. Patel works.

03 · Open-Chair Recovery

The painful moment: a chair opens up mid-day and production sits idle until someone notices.

  • FrontPulse surfaces: the open chair matched against the provider's waitlist by priority
  • Staff does: calls or messages the matched patient and confirms the opening by phone
  • Outcome: the gap gets filled in minutes instead of showing up as lost production at close
A calm clinic corner with afternoon light.

Open chair

2:00 PM · Op 3 · Hygiene

Best match: waitlist, priority 1

Status

  • Match flagged
  • Staff called patient
  • Confirmed booked
04 · After-Visit Follow-Up

The painful moment: follow-ups and claim prep fall through the cracks once the patient leaves the chair.

  • FrontPulse surfaces: a checklist of follow-up tasks and claim documentation by visit type
  • Staff does: drafts the check-in message and completes the claim packet before submission
  • Outcome: every visit closes out with a follow-up sent and a clean claim ready to file
An office manager reviewing follow-up tasks.

Follow-up

Crown seat — Michael R.

48-hr check-in · drafted for review

Claim packet

  • Narrative
  • X-rays attached
  • EOB needed
05 · Weekly Control

The painful moment: without a weekly view, small leaks in recall and claims turn into a bad quarter.

  • FrontPulse surfaces: recall recovery by cohort, chair-time filled, and claims aging past 30 days
  • Staff does: reviews the week-in-review report and assigns follow-up on aging items
  • Outcome: the office manager catches a slow trend before it becomes a revenue problem
Calm end-of-week light through a clinic window.

Week in review

  • Recall recovered38 patients
  • Open chair time filled11 hrs
  • Claims past 30d4 open
From the field · anonymized

Multi-Location Hygiene Optimization

A 5-location North Carolina dental group was losing hygiene production to last-minute cancellations that were not visible until end-of-day reporting. FrontPulse detected a 2-hour gap in Location B, matched it against the provider's High Priority waitlist, flagged a conflicting insurance note for human verification, and routed the action to the front-desk lead. The coordinator verified coverage by phone and moved the patient into the opening.

  1. 1FrontPulse detects a 2-hour hygiene gap at Location B.
  2. 2The gap is matched against the provider's High Priority waitlist.
  3. 3A conflicting insurance note is flagged for human verification.
  4. 4The action is routed to the front-desk lead for review.
  5. 5The coordinator verifies coverage by phone and books the opening.

Result: Recovered $420 in production per instance and eliminated dead air during Tuesday/Wednesday peaks.

Boundaries

What FrontPulse does not do.

  • FrontPulse supports administrative front-desk workflows.
  • FrontPulse does not diagnose patients.
  • FrontPulse does not recommend treatment.
  • FrontPulse does not guarantee insurance coverage.
  • FrontPulse does not submit claims autonomously.
  • FrontPulse does not send patient messages without staff approval.
  • FrontPulse does not replace licensed professionals.

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