Orthodontic clinic CRM: from first exam to final check-up the whole treatment in one panel
Orthodontic clinic software, program and CRM on one platform: Orthodontic clinic appointment software, customer management software and sales automation with WhatsApp.
Orthodontics is a long-term relationship: monthly check-ups, broken brackets, installments and parents asking questions... Keep parent phone numbers, treatment stage and payment plan together on the patient card; send check-up notifications in one click with a template, and let AI surface urgent messages.
Which CRM software should be used for Orthodontic clinic? ÖzgürKod is a CRM for Orthodontic clinic businesses: Monthly check-up sessions, parent communication, tracking of braces and aligner installments; a treatment journey that lasts for months, all in one panel. Setup takes minutes; try it free for 7 days.
Eighteen months of treatment, the same scramble every month
In a clinic where hundreds of active patients need a monthly check-up, the appointment, parent and installment traffic will not fit in a notebook.
The monthly check-in wheel runs on phone calls
Every patient in active treatment has to sit in the chair once a month. Booking, rescheduling and reminding become the secretary's phone shift. When that cycle depends on one person's memory, it starts to slip in busy weeks.
Missed visits, longer treatment
When a patient misses a check-in, the wire adjustment is delayed, and an eighteen-month plan quietly stretches to twenty-four months. The patient arrives at the clinic upset that “treatment isn't finished,” while missed appointments are not recorded anywhere.
Patient is the child, mother writes, father calls
The record is in the child's name, but messages come from the mother's number and the father asks about payments. When one treatment's correspondence spreads across three numbers, you can't track who discussed what or which parent was told what.
Long installment plans live in a notebook
In most families the treatment cost is spread over months, sometimes over the whole treatment period. Which installment was paid, did the receipt arrive, who is three months behind? Payment collection lost between a notebook and a phone gallery quietly eats into the clinic's profit.
They come for a consultation, never start treatment
Families who get a price and say “we'll think about it” are not listed, and you don't know how many quotes went to another clinic. Every consultation you invest in stays an opportunity that was never closed because no one followed up.
A broken bracket message waits in the queue
“Bracket broke,” “wire is poking” messages land in the same queue as routine appointment questions. An urgent request seen late puts the patient in pain and upends the next day's appointment schedule at the last minute.
What does ÖzgürKod do for orthodontic clinics?
It brings the communication, appointment and payment load of a long treatment journey into one panel. The doctor stays at the chair; the system handles follow-up.
The patient journey from first consultation to retention
- Gather every message from WhatsApp, Instagram and your web form in one inbox; link the mother's, father's and patient's numbers to the same patient record so the conversation stays in one place
- Let AI classify bracket and wire messages as “urgent” and move the conversation to the top; outside office hours, a chatbot asks about the situation and hands the request for an extra session to the team
- Manage monthly check-ins with an online booking page and two-way Google Calendar sync; send the upcoming check-in reminder in one click with a Meta-approved template
- Record treatment costs with an installment plan; see installments that are due and overdue in the panel, and let AI detect the receipt the parent sends and log it
- Track treatment stages in the pipeline — consultation, plan approval, active treatment, retention; patients falling behind surface in the overdue items view
- Send a PDF quote to families who came for a consultation but couldn't decide; track quote status (Sent → Approved/Revision), and follow up with the waiting segment using a campaign
A parent asks about pricing on Instagram or requests a consultation through the web form; the request becomes a record tagged with its source, and AI flags price inquiries.
A convenient time is picked from the online booking page; the appointment syncs to the doctor's calendar via Google Calendar, and the notice goes out as a template.
The recommended treatment is presented to the family as a PDF quote; the Sent → Approved/Revision flow is tracked, so no family waiting on a decision is forgotten.
The patient record gets the treatment stage, parent phone numbers and the installment plan; the treatment moves to the “active” stage in the pipeline.
Every session is logged on the record; upcoming check-ins are announced in one click with a template, and no-shows surface in the overdue items view.
Installments that are due are listed in the panel and AI catches the receipts; a polite reminder for an overdue payment goes out as a template.
Patients who finish treatment move to the retention stage; the rhythm of occasional check-ins is kept, and referrals from siblings and acquaintances turn into new records.
Not from a personal phone, but from the business line
Don't let Patient messages get lost on employees' phones; the line belongs to the business, the history belongs to the CRM.
In minutes with a QR code, or with the official WhatsApp Cloud API. You can keep using the WhatsApp Business app on your phone and connect the same number to the CRM at the same time (coexistence).
The chatbot answers common questions and collects patient information; a member of your team takes over the conversation whenever you want.
Send an announcement or reminder to the patient group you choose with a Meta-approved template; see how many people it reached and how many read it.
Auto-reply to a “price?” comment on your post and send the details by DM; the person who commented also lands in the inbox.
Don't track everything yourself; let it tell you what matters
It reads messages, surfaces who is waiting for a reply and what's at risk, and starts your day with a summary.
Know who to get back to first
- Message analysis: urgency, satisfaction, buying intent and risk; complaints and urgent requests are separated.
- Awaiting reply: unanswered conversations and messages requesting an appointment in one list.
- Today's tasks: a short morning summary showing who you need to follow up with that day.
- Ask a question: type questions like “How many new patient came in this month?” and get answers from your data.
AI features run on accounts with AI analysis turned on; when it's off, messages, appointments and follow-ups run on rules.
Messages, appointment, payment collection and your team — in one account
When a patient writes, their history, open quote and balance are on the same card. You don't need to make your team install a second app.
Patient cardMessages, appointments, quotes, payments and notes on one card; even if the team member changes, the history stays with the business.
Team and permissionsAssign records to team members; if you want, each person sees only their own patients.
Track it from ad to customerLeads from Meta ad forms land in the record together with their source.
Full power on your phoneThe panel is mobile-friendly; reply to a message, reschedule an appointment, add a note from your phone.
The tools you need in one place
Click any one to explore it in detail.
Unified inbox
WhatsApp, Instagram DMs and comments, Messenger, Telegram, TikTok and web chat on one screen.
Appointments and reminders
An online booking page, WhatsApp reminders, and a calendar that updates with “Coming / Cancel / Another time” replies.
Lead Pool and sales process
Track leads by temperature and stage, so you never miss a record whose follow-up date has passed.
Quotes and deals
Prepare an itemized quote in minutes, send it as a PDF, and track its status.
Payments and payment collection
Deposit, partial payment and balance; see who owes how much on their card.
Team task tracking
Assign work to a person, slot it into their free time, and catch overdue work with a notification.
Chatbot
24/7 answers to common questions, information collection and handover to your team.
WhatsApp campaigns
Bulk messages to the group you choose with an approved template; delivered and read tracking.
Metrics and reports
New leads, response times, won and lost records on a single dashboard.
Product and service catalog
Enter your services and prices once; use them in quotes and in chat.
Wherever your Patient write from
Messages from every channel land in the same inbox; the conversation is assigned to one of your team members and merges into the patient card.
- WhatsAppCloud API or QR
- InstagramDMs and comments
- MessengerYour Facebook page
- TelegramYour Telegram bot
- TikTokDM
- Web chatThe widget on your site
- Meta ad formsWith the ad source
Connect Telegram with your own bot token, Instagram and Messenger with your Meta account, and WhatsApp with a QR code or via the Cloud API. Unified inbox →
What should you look for when choosing a CRM for Orthodontic clinic?
Before you decide, evaluate your candidates against these 5 criteria.
5 criteria
- A module ready for your industry. Instead of adapting a generic CRM for months Orthodontic clinic choose a system that is ready on day one for your workflow (record fields, tags, reminder templates).
- WhatsApp and Instagram integration. In Turkey patient most communication comes through WhatsApp and Instagram; a CRM that does not offer a unified inbox through the official API leaves half the work outside.
- Automatic reminders and follow-up. Appointment, payment and repeat reminders should live in the system, not in memory; every missed reminder is lost revenue.
- Turkish-language support and TL pricing. Dollar-based foreign tools carry exchange rate risk and an English-only support barrier; TL pricing and Turkish-language setup support make total cost predictable.
- Free trial and cancellation without commitment. Try it with your own data before you decide: choose a solution that requires no credit card, offers at least a 7-day free trial and can be canceled whenever you want.
Orthodontic clinic program, software or CRM?
Most business owners search for the solution they need as “Orthodontic clinic program,” “Orthodontic clinic software,” “Orthodontic clinic appointment software” or “Orthodontic clinic customer management software.” “CRM” is the international name for this solution, and the need is the same: keep patient information in one place, never miss a request, and bring order to your work.
As a Orthodontic clinic automation, ÖzgürKod gathers patient messages from WhatsApp, Instagram and the web in one panel and handles appointment and payment collection tracking on the same screen. We also cover industry-independent selection criteria in our CRM software selection guide.
Method comparison for Orthodontic clinic
Notebook/Excel, a general-purpose CRM and ÖzgürKod side by side.
| Criteria | Notebook / Excel | General (foreign) CRM | ÖzgürKod |
|---|---|---|---|
| Mesajlar | Scattered across phones | Mostly an extra module or extra fee | WhatsApp, Instagram and web in one inbox |
| Reminders and follow-up | Left to memory | Needs setup and integration | Follow-up date, notification and appointment reminders ready |
| Patient history | Between notebook, phone and email | Yes, with generic fields | On one card: messages, appointment, payments, notes |
| Teamwork | It’s unclear who is handling what | Extra cost per user | Assignment, tasks and record-based permissions |
| Language and pricing | — | Usually $ pricing, English support | TL pricing, local support in Turkish |
| Starter | Invisible cost in time | Long setup, exchange rate risk | 7-day free trial |
Starts at 2.500 ₺ / month
7-day free trial · No setup fee · Upgrade your plan any time
A no-show appointment isn’t an empty hour — it’s an hour you’ve already paid for.
If you charge ₺1,000 per service: the monthly cost of your subscription equals 3 appointments.
Frequently asked questions
Have another question? Write to us and we’ll look at your workflow together.
What is a CRM for in an orthodontic clinic?
In orthodontics a patient relationship is not a one-session event; it lasts for months, and the CRM carries the administrative load of that journey. Parent and patient numbers come together on one record, monthly check-in appointments and rescheduling requests are managed from one inbox, installments are followed with due-date tracking, and families who came for a consultation but couldn't decide stay visible in the quote flow. ÖzgürKod is not dental practice automation or an imaging archive; panoramic x-rays and treatment notes stay in your own system, while communication and follow-up are organized here.
Does the system automatically remind patients of monthly checkup appointments?
No. ÖzgürKod does not send scheduled messages on its own — we'll say that plainly. Here's how it actually works: upcoming checkups are listed in the panel, and you send the notification with one click using a Meta-approved WhatsApp template. For the group of patients due in the same week, you reach them in bulk with the campaigns module. Duplicate-send protection prevents the same number from getting the message twice when you write to both the mother and the father. The content and timing of every message always stay under the clinic's control.
How do I keep parent and patient communication in one record?
With child patients, communication almost always runs through the parent's number. In ÖzgürKod, the mother's, the father's and, if needed, the patient's number are all linked to the same patient card. Whichever number a message comes from, the conversation lands in that card's history. The front desk doesn't have to ask who is who, and when the doctor opens the card, they see the whole thread. An appointment change discussed with the mother, a payment discussed with the father — it all sits in one timeline, and the clinic's memory belongs to the system, not to individual people.
How do I track treatment installments, and do you take online payments?
ÖzgürKod does not take online payments and does not send payment links — let's be honest about that. What it does is keep a complete record and follow-up of payment collection: the treatment fee is entered on the patient card as an installment plan, and installments that are due and overdue are listed in the panel. When a parent sends a bank transfer receipt over WhatsApp, AI detects it from the image and logs it. For an overdue payment, you send a polite reminder with one click using a template, and at the end of the month it's clear who paid what without digging through the books.
How do I win back families who came in for a consultation but didn't start treatment?
Record first: every family that receives a price waits in the quote flow in the Sent status, so no one gets lost in the list. The PDF quote clearly lays out the treatment plan and payment options, and the status is set to Approved, Declined or Revised. For the segment that can't decide, after a while you send an informational message through the campaigns module using a Meta-approved template. This isn't a guaranteed win-back formula, but once no quote goes unanswered, you've built a systematic foundation for some undecided families to come back to you.
How does the KVKK side work with patient and parent data?
In a clinic that works with child patients, data sensitivity matters twice as much. With role-based permissions, the front desk, assistants and doctors see only the records and conversations they're authorized for, and every access to a card is logged with who and when. Conversations are kept in the clinic's panel instead of on staff members' personal phones, so when an employee leaves, the patient communication history doesn't leave with the device. You don't need to move medical images and treatment files into this system — ÖzgürKod stays at the administrative communication layer.
Orthodontic clinic software and CRM the same thing? Which one is ÖzgürKod?
In practice they describe the same need. Businesses usually search for "Orthodontic clinic software", "Orthodontic clinic software", "Orthodontic clinic appointment software“ or “customer management software”; “CRM” is this solution is the international name. ÖzgürKod delivers all of these names on one platform: patient communication, appointments, quotes and orders, payment collection and reporting are all in one place. So whatever term you search with, the solution you reach is the same; you don’t need to set up separate software.
Solutions for similar businesses
Follow-up as orderly as your treatment plan
7-day free trial, no credit card required. Connect WhatsApp on day one; see this month's checkup patients in a single list and send the notification with one click.