The Front Desk Automation
Two Dental Practices Already Run
A new patient fills out your form at 9pm and gets a text within a minute. Nobody calls back by the next afternoon and the system follows up, three times over three days, then stops the moment your staff act. After a visit, one text asks for a rating and routes the happy ones to Google. These are the production n8n workflows Solas AI built and runs for two dental practices, with the practice names swapped for variables.
Version 1.0, updated 19 October 2026. Instant download by email after payment. Licensed to one organization, every employee included. Licence terms. 14-day refund, any reason. How refunds work. Download a sample (PDF), the opening pages of one document.
Eight Workflows, One Schema, Two Guides
Exported from production, sanitized, documented. Credentials are referenced by name; no secret is in any file.
Lead Capture
Your website form posts to a webhook. The workflow validates the fields, verifies the email if you run Reacher, inserts the lead, texts the patient within a minute (AI-written with a plain-text fallback, and only with consent), emails a confirmation, texts your front desk, and logs every step.
Follow-Up Sequence and Reminder
Leads nobody has contacted get a text at 4 hours, an email at 24, and a final text at 72, inside business hours, then move to nurture. A second workflow texts the front desk when a follow-up is due and nobody has acted. Both stop the moment staff move the card or the patient replies.
Review Request with a Rating Gate
One text after the visit with a short survey link. A 4 or 5 sends the patient to your Google review page. A 1 to 3 records private feedback and alerts the practice so the doctor can call. Triggered daily from completed appointments or on demand from a stage change.
Two-Way SMS Inbox
Inbound texts are signature-checked, matched to the lead, filed into a conversation thread, and STOP and START are honored automatically. Staff replies queued in the database go out through Twilio every 15 seconds.
Postgres Schema, 15 Migrations
Leads, patients, appointments, reviews, conversations, messages, an automation log, user profiles with row-level security, the inbox view, and the helper functions. Runs on Supabase or plain Postgres.
Prompts, Emails, and Guides
The AI prompt that writes the first text (no medical advice, no prices, no doctor names), the plain fallback, the follow-up email prompt, four rendered email templates with their React Email sources, a setup guide with the compliance section, and a one-page front desk guide.
Built for Practices That Lose Leads After Hours
The pack is the automation layer. You bring the website form, the Twilio number, and a database.
Dentists Who Want It Without the Retainer
You have an IT provider or a technical office manager. Hand them the setup guide and own the system outright. If you would rather have it installed, that is the Starter plan.
MSPs Serving Dental Clients
A tested, documented package to deploy for a practice in an afternoon. One licence per practice; ask about the multi-client licence if you serve several.
Automation Agencies Entering Dental
Skip the three months of building and the TCPA and HIPAA mistakes. Start from workflows that have already sent real patient texts, and spend your time on the practice relationship.
8 workflows, 15 migrations, 3 prompts, 4 email templates, 2 guides. One practice, every location.
- Lead capture with instant consent-gated text, confirmation email, and staff alert
- Three-step follow-up sequence and the front-desk reminder
- Review request with a 4-or-5 Google routing gate and private feedback alerts
- Two-way SMS inbox with signature validation and STOP handling
- Postgres schema with row-level security, views, and helper functions
- AI prompt, fallback text, follow-up email prompt, four email templates
- Setup guide with the TCPA and HIPAA section, and a one-page front desk guide
- Single-organization commercial licence, every employee and location included
Instant download. n8n JSON, SQL, Markdown, HTML, and two Word guides. Version 1.0, 19 October 2026.
Questions
Do I need to be technical to install this?
Someone has to run SQL files against a database, import JSON into n8n, and set environment variables. If nobody in the practice has done that, an IT provider will finish it in an afternoon with the setup guide, or Solas AI installs it under the Starter plan. The front desk needs no technical skill at all; their guide is one page.
Which services does it depend on?
n8n (self-hosted or Cloud with Variables), a Postgres database (Supabase recommended), a Twilio number registered for 10DLC, and an email API (Resend as shipped). The AI reply, email verification (Reacher), and staff notifications (Novu) are optional and the guide says which nodes to delete if you skip them. The review flow needs any survey tool that can post a webhook.
Is this HIPAA compliant?
The pack is built for a practice that treats its lead database as PHI: consent gating, STOP handling, no health content in emails, and a prompt that forbids medical advice. Compliance is yours: the database host, Twilio, and the AI provider need Business Associate Agreements, and the setup guide has a section on exactly that, including the recommendation to keep the AI in template mode until the provider is under a BAA.
What about the dashboard the practices use?
Not included. The two practices use a custom React board Solas AI built for them. The workflows read and write plain Postgres tables, so Supabase's table editor works on day one and any low-code board (Retool, Appsmith) or custom app can take over. The guide lists the four columns a board has to touch.
Has this run on real patients?
Yes. These are the production exports from two dental practices Solas AI operates them for, with the practice names and domains replaced by variables. The lead texts, follow-up sequence, review requests, and two-way SMS inbox have all sent and received real messages. Nothing in the pack is a mock-up.
Will it work for a non-dental practice?
The workflows do not know what a dentist is. Any appointment-based practice with a website form and a Twilio number can use them: physical therapy, dermatology, veterinary, med spa. The email templates and the front desk guide say "practice" throughout; the AI prompt takes your description as a variable.
David A. Moline, CISSP | CISM
Your AI automation, built by someone who secures DoD systems.
Answer Every Lead Within a Minute, Starting This Week
The workflows are built and tested. The only thing left is your practice name in the variables.