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AI agent for dentists

Practice Production and Collections Review Agent

The practice sees why production or collections miss goal and the actions taken close the gap.

AnalysisDecisionsHealthcareManagementOperations
See how it worksGet access
Practice Production and Collections Review Agent: what goes in, what the agent does and what you get

What it does

Production and collections can slip for weeks before anyone looks at why. Every week the agent reads production, collections and the schedule, compares them with the goals and last month, and breaks the gap into causes: cancellations and open chair time, unbilled treatment, slow insurance claims, patient balances and treatment not scheduled. It ranks the causes by dollar impact and proposes actions, for example billing the 12 unbilled visits or chasing the 40 oldest claims. Next week it checks whether the numbers moved and which actions were done. The dentist approves any action that affects patients or payers. Edge case: a low week caused by a holiday is not treated as a problem.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueNo 1 STARTS WHEN Weekly run 2 USES A TOOL Read production, collections, schedule and claimsreports 3 DOES Compare with goals and last month 4 DOES Break the gap into causes and size each in dollars 5 DOES Rank the causes and propose actions 6 YOU APPROVE Dentist approves the actions 7 USES A TOOL Create tasks for staff 8 USES A TOOL Read the next week's numbers 9 CHECKS THE RESULT Did the targeted measures move toward the goal? If not: Reassess the cause, drop actions that did nothelp and propose new ones. Back to step 3. 10 DOES Update the action log 11 RESULT Weekly review report
Read the steps as a list
  1. Weekly run
  2. Read production, collections, schedule and claims reports
  3. Compare with goals and last month
  4. Break the gap into causes and size each in dollars
  5. Rank the causes and propose actions
  6. Dentist approves the actionsThe agent waits here for your OK.
  7. Create tasks for staff
  8. Read the next week's numbers
  9. Did the targeted measures move toward the goal?If not: Reassess the cause, drop actions that did not help and propose new ones. Back to step 3.
  10. Update the action log
  11. Weekly review report

How it decides

It breaks the gap into causes, ranks by dollar impact and measures the result of each action.

  • Unbilled treatment is first
  • Claims older than 30 days go to follow-up
  • Holiday weeks adjust the goal
  • An action is judged on the next 2 weeks

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Goals
  • Claims age limit
  • Report day
  • Cause categories
  • Holiday calendar

What keeps you in control

It always asks you first

  • Dentist approves actions affecting patients or payers
  • Manager approves staff task changes

Hard limits

  • Never alter financial records
  • Never contact patients or payers without approval
  • Never report figures it cannot trace

It stops when

  • Done: goals are met or the cause is documented
  • Stop: the data source fails

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensCollections are $14,000 under goal. The agent finds $6,200 in unbilled treatment, $5,100 in claims over 45 days and 9 open chair hours. It proposes billing the visits, chasing claims and filling slots. After a week the numbers show $4,000 recovered. The open chair hours did not change, so the agent drops that action and proposes a recall list.

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