Dental practices and dental groups / Full business overhaul
More Patients. Smarter Operations. One Complete Overhaul.
We rebuild how dental practices attract patients, manage appointments, automate operations, and scale across multiple locations. Websites, SEO, advertising, custom software, AI, and content. One connected system.
A complete business transformation for established practices and multi location groups, not a marketing package. The audit decides the actual scope.
One dental group, one system
IllustrativeLocation 1
Cosmetic and implants
Location 2
Family dentistry
Location 3
Newest office
Connected infrastructure
- 01Website
- 02SEO and AI search
- 03Patient acquisition
- 04Content and video
- 05Operations portal
- 06AI automation
More patients
Websites, local search, and campaigns for every office and treatment.
Smarter operations
One portal for inquiries, follow ups, staff tasks, and reporting.
One complete overhaul
Six services planned and built as one system, by one team.
Your perspective
I’m here as…
Choose a perspective to highlight the most relevant sections. The full page stays available.
In short
How do you market and run a multi location dental practice?
Treat the group as one brand and each office as its own local practice. Every location needs accurate pages, listings, and campaigns, and every inquiry should reach the right office with its source attached. FXXK builds those pieces with a custom operations portal and automation, around the practice management software you already use.
- Built for
- General, cosmetic, orthodontic, implant, pediatric, and oral surgery practices, multi location dental groups, and DSOs.
- What gets built
- Website, local SEO and AI search, patient acquisition, content and video, an operations portal, and workflow automation.
- What stays in place
- Your practice management software and clinical records. We integrate where it is technically supported.
- Investment
- Scoped as six figure transformation programs after an audit, delivered in phases. Individual services remain available.
Where growing practices lose patients
Six problems worth measuring before anything is built.
Common in successful practices that grew office by office. Whether they exist in yours, and what they cost, is what the audit establishes.
Calls and forms that go unanswered
Busy front desks miss calls during patient care, and web inquiries wait in an inbox until someone has a minute.
What the audit asksHow many inquiries arrive per office, how fast they are answered, and how many never become an appointment.
Three offices, three ways of working
Each location keeps its own spreadsheets, its own vendor, and its own way of following up, so owners compare offices by feel.
What the audit asksWhich processes differ between offices, and which differences are deliberate.
Marketing that cannot be traced to appointments
Ad platforms report clicks, the phone system reports calls, and the practice software reports appointments. Nobody connects them.
What the audit asksWhich sources can be tracked through to a booked appointment, and where the chain breaks.
A website that does not reflect the practice
Outdated treatment pages, missing location details, unclear insurance information, and no simple way to request an appointment from a phone.
What the audit asksWhere visitors leave, which pages bring patients, and what patients ask the front desk that the site should answer.
Uneven visibility between locations
One office ranks for nearby searches and the next town over barely appears, because listings and pages were never built per location.
What the audit asksHow each office appears in local search and maps for the treatments it wants to grow.
Manual reporting every month
Someone exports numbers from several systems into a spreadsheet, and the report is out of date by the time leadership reads it.
What the audit asksWhich reports leadership actually uses, and how many staff hours they cost.
Six flagship services, one program
Everything a dental group needs to attract, convert, and operate.
Select a service to see what we build, the information it moves, who owns it once it runs, what we measure, and what it will not do.
Custom dental websites
A premium website built to turn visitors into appointment requests, with a page for every office and every treatment you want to grow.
What this pillar contributes
- Premium design built to convert visitors into appointment inquiries
- Individual landing pages for each location
- Dedicated treatment and service pages
- Online appointment request integrations
- Dentist profiles and credentials
- Insurance and financing information
- Mobile first development
- Patient friendly navigation
- Information that moves
- Appointment requests carry the chosen office, treatment interest, and source. They contain contact details, not clinical information.
- Who owns it
- Your team approves content; FXXK builds and maintains the site.
- What we would measure
- Appointment requests and calls by office and treatment page.
- What we will not do
- Does not collect medical history or other protected health information through marketing forms.
Dental SEO and AI search optimization
Visibility for every office in local search, maps, and AI assistants, for the treatments patients actually search for.
What this pillar contributes
- Local SEO for each practice
- Google Business Profile optimization for every location
- Technical SEO and structured data
- Visibility for relevant treatment searches
- Geographic search targeting
- Educational content and FAQ strategies
- AI search discoverability
- Reputation management workflows
- Information that moves
- Listing details, hours, services, and review requests stay consistent across every office and directory.
- Who owns it
- FXXK manages search work; each office confirms hours and services.
- What we would measure
- Calls, direction requests, and website visits from search, by location.
- What we will not do
- No guaranteed rankings, and review requests follow platform rules and patient consent.
Patient acquisition and paid advertising
Campaigns built around the treatments and offices you want to grow, with every call and form tracked to the office that receives it.
What this pillar contributes
- Google Search campaigns
- Meta advertising
- Cosmetic dentistry campaigns
- Dental implant and Invisalign campaigns where applicable
- Emergency dental appointment campaigns
- Dedicated conversion landing pages
- Call and inquiry tracking
- Location specific campaign reporting
- Patient acquisition cost measurement where reliable tracking is available
- Information that moves
- Campaign, keyword, and office travel with each inquiry so reporting can separate locations and treatments.
- Who owns it
- FXXK manages campaigns; the media budget is yours and approved by you.
- What we would measure
- Cost per appointment request and per booked appointment, where tracking supports it.
- What we will not do
- No guaranteed patient volume. Health related ad targeting follows each platform’s policies.
Content and video production
Photography and video that show the real offices, the real dentists, and what a visit is like, distributed across the channels patients use.
What this pillar contributes
- Professional office photography
- Dentist introduction videos
- Staff and facility tours
- Educational short form videos
- Social media management
- Patient testimonials with proper written consent
- Treatment explanations
- Distribution across Instagram, Facebook, TikTok, YouTube, and other relevant channels
- Information that moves
- Approved assets feed the website, campaigns, and listings, so every channel shows the same practice.
- Who owns it
- FXXK produces and publishes; the practice approves clinical claims and patient appearances.
- What we would measure
- Engagement, profile and website visits, and inquiries from content.
- What we will not do
- No patient appears without written consent, and clinical claims are reviewed by a dentist.
Custom dental operations portals
A management dashboard that connects every office: inquiries, follow ups, staff tasks, marketing, and performance in one place, built around the systems you already run.
What this pillar contributes
- Multi location executive dashboard
- Appointment and inquiry reporting
- Lead pipeline management
- Staff task management
- Location performance comparisons
- Marketing performance tracking
- Revenue and operational analytics
- Internal management communication
- Administrative workflow automation
- Integrations with existing practice management software where technically supported
- Information that moves
- Reads from the practice management software and marketing tools on agreed rules. Clinical records stay in the practice management system.
- Who owns it
- Each record keeps one system of record; the portal never quietly becomes a second chart.
- What we would measure
- Response times, follow up completion, and staff hours removed from manual reporting.
- What we will not do
- Built around your current systems instead of requiring you to replace them.
AI and workflow automation
Automation for the repetitive administrative work around appointments, with people kept in charge of anything clinical or patient specific.
What this pillar contributes
- Automated responses to general inquiries
- Appointment request routing
- Scheduling follow up workflows
- Missed call follow up where appropriate
- Administrative task automation
- Internal reporting
- Staff workflow assistance
- AI supported business analytics
- Information that moves
- General inquiries and scheduling requests move to the right office and person; sensitive information stays out of automated channels.
- Who owns it
- Staff review anything patient specific before it is sent.
- What we would measure
- Time to first response and inquiries handled without manual retyping.
- What we will not do
- AI never gives clinical advice or patient specific recommendations, and sensitive records require human oversight and safeguards.
Service 05 in focus
A custom operations portal for the whole group.
Owners of multi location practices rarely lack data. They lack one place to see it. We build a management dashboard around the systems you already run, so you do not have to replace your practice management software to gain a group wide view.
Open the interactive dashboard- Multi location executive dashboard
- Appointment and inquiry reporting
- Lead pipeline management
- Staff task management
- Location performance comparisons
- Marketing performance tracking
- Revenue and operational analytics
- Internal management communication
- Administrative workflow automation
- Integrations with existing practice management software where technically supported
How the system works
Six services that hand work to each other.
Choose a service to see which others it feeds and what moves between them. This is what separates a connected overhaul from six vendors who never talk.
Service 05 of 06
Custom dental operations portals
The portal shows which offices and campaigns produce booked appointments, so budget and search priorities follow evidence.
Feeds directly into
- Patient acquisition and paid advertising
- AI and workflow automation
- Dental SEO and AI search optimization
What moves: Reads from the practice management software and marketing tools on agreed rules. Clinical records stay in the practice management system.
Interactive demonstration
Three locations. One view of the whole group.
A fictional three office dental group. Switch between the executive overview and each location, and change the date range. Every figure is invented to show the concept, not a client result.
Dental group operations portal
All three locations · Combined group view · last 30 days
- Appointment requests
- 504
- Request to booking rate
- 57.9%
- 292 booked
- Advertising spend
- $15,800
- Marketing appointment opportunities
- 357
- Ad spend per opportunity
- $44
- Derived
- Production, where integrated
- $323,500
- 2 of 3 offices integrated
Appointment requests by week
8 weeks
Location comparison
Select a location to open its view.
Staff workflow status
- Location 12 items to reviewNeeds attention
- Location 20 items to reviewOn track
- Location 34 items to reviewNeeds attention
Inquiry and task counts only. Clinical records stay in the practice management software.
Illustrative demonstration. Fictional locations and data, not client results. A real portal is designed around your offices, your practice software, and the integrations it supports.
The patient acquisition journey
From the first search to the next recall visit.
Step through each stage and switch between disconnected systems and a connected overhaul. Missed opportunities usually hide in the handoffs between stages, not in any one tool.
Stage 1 of 7
Google search or social media
The patient: Searches for a dentist nearby, an emergency appointment, or a treatment such as implants, or sees a video from the practice.
Services supporting this stage
- 02Dental SEO and AI search optimization
- 03Patient acquisition and paid advertising
- 04Content and video production
With a connected overhaul
Every office has accurate listings and campaigns, and the source travels with the visitor from the first click.
The multi location advantage
Three locations shouldn’t mean three disconnected businesses.
Centralized marketing, shared reporting, consistent branding, coordinated lead management, and custom operations software let a group grow without every new office adding its own layer of disconnected tools.
Location 1
- Own website or page
- Own listings
- Own ad account
- Phone and inbox
- Spreadsheet reports
Location 2
- Own website or page
- Own listings
- Own ad account
- Phone and inbox
- Spreadsheet reports
Location 3
- Own website or page
- Own listings
- Own ad account
- Phone and inbox
- Spreadsheet reports
Better operational visibility
Owners call each office manager to learn how the week went.
Consistent patient experiences
Each office answers the phone, follows up, and presents itself differently.
Centralized performance reporting
Monthly spreadsheets assembled by hand from several systems.
Clearer marketing attribution
Ad spend is reported as clicks, with no link to booked appointments.
Less repetitive administrative work
Staff retype inquiries, chase callbacks, and rebuild the same reports.
More informed expansion decisions
A fourth location is chosen by instinct.
Who we work with
Built around how your practice makes its living.
A pediatric practice, an implant center, and a DSO grow in different ways. The program starts from your business model.
- 01
General dentistry practices
Recall driven, family patients
Steady new patient flow, accurate insurance information, and recall and reactivation that keep hygiene schedules full without extra front desk work.
- 02
Multi location dental groups
Two to ten offices, one brand
Location pages and listings for every office, campaigns and reporting by location, and one dashboard for owners who cannot be in every office.
- 03
Cosmetic dentistry
High value, considered decisions
Before and after galleries with proper consent, financing clarity, consultation booking, and nurture for patients who take weeks to decide.
- 04
Orthodontic practices
Consultations and long treatment plans
Free consultation paths, parent and adult audiences, referral relationships with general dentists, and start rate tracking from consult to treatment.
- 05
Implant dentistry
Large cases, financing, education
Treatment education, candidacy questions answered before the call, financing information, and follow up for patients comparing several providers.
- 06
Pediatric dental practices
Parents decide, families return
Reassuring content for parents, simple new patient forms, school and seasonal scheduling peaks, and sibling and recall continuity.
- 07
Oral surgery groups
Referral based specialists
Referring dentist relationships, referral intake that is easy to send and track, procedure education, and clear pre and post visit information.
- 08
Dental service organizations
Many offices, central operations
Brand standards across acquisitions, centralized lead handling, portfolio level reporting, and integration with the systems each office already runs.
Healthcare safeguards
Patient trust is part of the infrastructure.
Healthcare marketing and software carry obligations a typical agency skips. These are requirements of how we implement, not claims about any product.
What we never promise
- Guaranteed patient volume or revenue
- Clinical outcomes of any kind
- Software that is automatically HIPAA compliant
- Testimonials or reviews that patients did not give
No patient health information in marketing forms
Inquiry and consultation forms ask for contact details and business information only. Clinical questions are handled by the practice through its own secure systems.
HIPAA reviewed per implementation
Where a portal or automation could touch protected health information, the design, hosting, vendors, and access rules are reviewed with your compliance advisor before anything is built. We do not describe any tool or integration as automatically HIPAA compliant.
Business associate agreements where required
Vendors that would handle protected health information must sign a business associate agreement. Tools that will not sign one are kept away from patient data.
Access controls and audit history
Role based permissions by office and job, so staff see only what they need, with a record of who viewed or changed sensitive records.
Human oversight of AI
AI never gives clinical advice, diagnoses, or patient specific recommendations. Anything patient specific is reviewed by staff before it is sent.
Consent and professional advertising rules
Testimonials, photos, and before and after images require written patient consent, and advertising follows state dental board rules and platform health policies.
Clinical records and treatment plans
- System of record
- Practice management software
- Owner
- The practice
- Where it moves
- Stay in the practice software. Not copied into marketing tools.
Appointments
- System of record
- Practice management software
- Owner
- Front desk
- Where it moves
- Counts and status read into reporting where the integration allows.
Appointment requests
- System of record
- Operations portal
- Owner
- Assigned office staff
- Where it moves
- Captured from the website, calls, and campaigns with office and source.
Campaign spend and results
- System of record
- Google and Meta ad accounts
- Owner
- FXXK, with practice approval
- Where it moves
- Read into location reporting daily.
Listings and reviews
- System of record
- Google Business Profile per office
- Owner
- FXXK and office managers
- Where it moves
- Activity read into reporting; responses follow approved guidelines.
Flagship investment
An enterprise engagement, scoped by an audit.
Complete dental overhauls are scoped as six figure engagements and can include strategy, design, engineering, marketing infrastructure, automation, implementation, and ongoing management. There is no fixed package price and no promised return. The audit sets scope and investment, and each phase is approved before the next begins.
What sets the investment
Scope
Which of the six pillars the audit recommends now, which can wait, and how much is new build versus improvement of what already works.
Locations and brands
How many locations, concepts, or brands need their own pages, listings, content, permissions, and reporting.
Integrations
How many existing platforms need to connect, what their interfaces allow, and whether vendor cooperation is required.
Data quality
How clean and consistent current records are: menus, hours, services, client lists, consent records, and identifiers.
Ongoing support
Whether search, campaigns, content production, software maintenance, and fractional CMO leadership continue after launch.
Offices and practice software
How many offices need their own pages, listings, campaigns, and permissions, and what your practice management software allows us to integrate.
Identified separately, where they apply
- Advertising spend paid to Google, Meta, or other platforms
- Third party software subscriptions and platform fees
- Payment processing
- Hosting and infrastructure
- AI model usage
The investment ranges on our consultation form
The same ranges used across the full overhaul. They help us propose a realistic first phase. They are not prices, and choosing one commits you to nothing.
- Under $10,000
- $10,000 to $25,000
- $25,000 to $50,000
- $50,000 to $100,000
- $100,000+
- Need help determining scope
Not ready for a program?
A website, local SEO, campaigns, or content production can each be engaged on its own, and a smaller first phase is always an option.
See individual servicesHow the engagement runs
Six steps from audit to continuous improvement.
On site operational audits at each office can be scoped into larger engagements.
- 01
Complete business and digital infrastructure audit
We review the website, listings, campaigns, phone and form handling, reporting, and the systems behind them for the whole group.
- Output
- An audit of what exists, what works, and where patients and staff time are lost.
- Before the next step
- Leadership agrees on the findings and the priorities.
- 02
Evaluate each office and its workflows
We map how each location answers inquiries, follows up, books, and reports. On site operational audits can be scoped into larger engagements.
- Output
- A workflow map per office, with the differences that matter.
- Before the next step
- Office managers confirm the map reflects how work actually happens.
- 03
Develop a centralized growth and operations strategy
One plan for marketing, patient acquisition, operations software, and automation across every office, phased by impact.
- Output
- A phased roadmap with scope, ownership, and a measurement plan.
- Before the next step
- Scope, budget, and compliance requirements are approved.
- 04
Build the website, marketing, and software infrastructure
Design, engineering, tracking, integrations, and content production, delivered in phases so each part can be reviewed.
- Output
- Website, listings, tracking, portal, and automations ready for launch.
- Before the next step
- Testing, security review, and staff training are complete.
- 05
Launch and optimize acquisition campaigns
Campaigns go live office by office, with tracking verified before budget increases.
- Output
- Live campaigns and reporting by location and treatment.
- Before the next step
- Tracking is confirmed accurate against the practice’s own records.
- 06
Monitor performance and continuously improve
Regular reviews of the dashboard with leadership, with campaigns, content, and workflows adjusted on evidence.
- Output
- A continuing improvement cadence and ongoing management.
- Before the next step
- Reviewed together on an agreed schedule.
Measurement plan
Measure booked appointments, by office, honestly.
These are the measures we would track once baselines are set. They describe a plan, not results already achieved.
Patient acquisition
- Appointment requests
- Calls and forms that ask for an appointment, by office and source.
- Request to booking rate
- Booked appointments divided by appointment requests, where bookings can be matched.
- Cost per booked appointment
- Media spend divided by booked appointments from that campaign, where tracking is reliable.
Operations
- Time to first response
- Minutes from inquiry to first contact during office hours.
- Follow up completion
- Open requests with a completed follow up by the due time.
- Reporting hours
- Staff hours spent assembling reports before and after automation.
Visibility
- Local search actions
- Calls, direction requests, and website visits from each office’s Google Business Profile.
- Treatment page inquiries
- Appointment requests that started on a treatment page.
Numbers that are often confused.
An appointment request
is not a booked appointment
Requests measure marketing; bookings measure whether the practice converted them. We report both.
A booked appointment
is not a new patient’s lifetime value
Value depends on treatment acceptance and care, which marketing does not control and we do not claim.
Practice production
is not profit
Where revenue is shown, it comes from the practice software and is not adjusted for costs.
Baselines are set during the audit. Revenue appears only where the practice management software can be integrated reliably, and no figure on this page is a forecast of results.
Proof, stated plainly
No dental engagement published yet. Real systems behind the approach.
We have not published a dental client, and this page does not imply one. There are no dental testimonials or results here, and the dashboard figures are fictional.
The approach draws on work we have delivered elsewhere: custom operations portals for Magpie Bakery, JV Design MFG, and Serpent Drain, and websites, local search, and paid acquisition for local businesses in our case studies, each shown with its actual status.
Dental practice questions
What owners ask before a group wide overhaul.
8 of 8 questions
What does dental practice marketing include in a full overhaul?
A full overhaul connects six parts: a custom website with location and treatment pages, local SEO and AI search visibility for every office, paid patient acquisition, photography and video, a custom operations portal, and workflow automation. They are planned together so every inquiry can be traced from its source to the office that booked it.
How do you market a multi location dental group?
Treat the group as one brand and each office as its own local business. Every location needs its own page, Google Business Profile, campaigns, and reporting, while follow up standards, branding, and dashboards are shared. That way owners can compare offices on the same definitions instead of by feel.
Do we have to replace our practice management software?
No. We build around the systems you already run, such as your practice management software, phone system, and ad accounts. Where your software allows a reliable integration, the portal reads appointment information from it; where it does not, we design around that limit instead of forcing a replacement.
Is the operations portal HIPAA compliant?
Compliance depends on how a system is built, hosted, accessed, and contracted, so we do not describe any software as automatically HIPAA compliant. Where a portal or automation could touch protected health information, the design, hosting, vendor agreements, and access controls are reviewed with your compliance advisor as part of the implementation.
Can AI answer patient questions?
AI can answer general questions such as hours, locations, accepted insurance, and how to request an appointment, and it can route requests and follow up missed calls where appropriate. It does not give clinical advice or patient specific recommendations, and anything patient specific is reviewed by staff.
How much does a dental practice overhaul cost?
Complete overhauls for established practices and multi location groups are scoped as six figure engagements after an audit, and can include strategy, design, engineering, marketing infrastructure, automation, implementation, and ongoing management. There is no fixed package price. Advertising spend and software subscriptions are billed separately. Individual services remain available on their own.
Can you guarantee more patients?
No. Patient volume depends on your market, offices, services, capacity, and how inquiries are handled. We commit to building the infrastructure, tracking it honestly, and improving it on evidence, and we report requests and booked appointments separately so results are clear.
Have you worked with dental practices before?
We have not published a dental engagement, and this page does not imply one. The approach draws on websites, local search, campaigns, content, and custom operations portals we have built and run for other businesses, which are shown in our case studies with their actual status.
Individual services
Every part of the program is also available on its own.
Page
The Full Overhaul
The flagship offer: websites, search, acquisition, content, operations software, and AI automation designed and built as one connected infrastructure.
Service
Custom Websites
Plan, design, and build a custom business website with useful customer journeys, search foundations, conversion paths, and scoped launch support.
Service
Local SEO
Connect useful local website pages, accurate business information, and search measurement for storefronts and service businesses.
Service
Google Business Profile
Keep your Google Business Profile aligned with your website, services, hours, photographs, and real customer feedback.
Service
Paid Advertising
Google and Meta campaigns, landing pages, retargeting, creative, and tracking planned as one acquisition system.
Service
Video and Content
Commercial video, short form content, ad creative, and founder branding built into a repeatable content system.
Service
Operations Portals
Custom mobile and web operations software for your team, with JV Design MFG and Serpent Drain as real examples of business specific systems.
Service
AI Automation
AI assisted processes, lead qualification, document processing, and automated follow up, with people reviewing what matters.
Strategy consultation
Let’s build the infrastructure behind your next stage of growth.
Tell us about your offices, your systems, and where growth gets stuck. Lucas reviews every request personally before the first conversation. Please do not include any patient information.
- 01Share the essentialsThree required fields. Everything else is optional.
- 02Lucas reviews itHe looks at your locations, systems, and bottleneck first.
- 03Talk it throughAn optional call to discuss fit, scope, and a first phase.
Prefer to talk first? Book a call or email contact@fxxkagency.com.