Every treatment plan you diagnose deserves to get scheduled.
Retainly is the done-for-you system that answers every inquiry, follows up on every treatment plan, and brings every patient back for recall — automatically, day or night. Built specifically for dental practices, by a healthcare marketing team.
- 20+ years healthcare marketing
- GTA dental & healthcare focus
- Full-stack: CRM · AI · Automation
41%
is the average patient retention rate beyond a first visit — most practices lose the rest to follow-up gaps, not clinical quality.
$1M
a year in accepted-but-unscheduled treatment sits in the average practice’s charts — diagnosed work that simply never got booked.
$250+
is the typical cost to acquire one new patient, versus far less to keep — and bring back — one you already have.
*Sources: Journal of the American Dental Association, patient-retention research · Henry Schein One annual practice benchmarking study
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Retainly runs quietly in the background of your practice
It doesn’t replace your front desk or your clinical team — it makes sure every patient is followed up with, reminded, thanked, and invited back, automatically, whether your team is in the room or not. Here’s what that looks like from a single patient’s point of view, from the moment they first find your practice online, to the recall reminder that brings them back every six months, on repeat.
Four connected phases, configured for your practice
Nothing here is generic software bolted onto your practice. Every workflow is configured specifically for your patient mix and the way your team actually works.
CRM Setup
- – Every existing patient record imported into one clean system
- – New vs. returning, active vs. overdue for recall
- – Flexible tags for targeted campaigns
- – Smart lists that update automatically
- – A pipeline built around how dental patients actually move
Automation
- – New inquiry follow-up, instant, every time
- – Appointment reminders that cut no-shows
- – Persistent, polite treatment plan follow-up
- – Automatic six-month recall reminders
- – Review & referral requests, birthday touches, “we miss you” campaigns
AI
- – AI receptionist for calls and messages
- – Missed-call text-back — no inquiry goes cold
- – Website chatbot, live around the clock
- – FAQ automation for hours, insurance, parking
Marketing
- – Monthly newsletters
- – Seasonal campaigns tied to your calendar
- – Educational content that builds trust
- – Targeted promotions for quiet periods
Five weeks, start to finish — a clear process, not a vague promise
Discovery Session & CRM Audit
CRM Setup & Database Organization
Core Workflows & Automation
AI Receptionist & Chatbot
Testing, Training & Go-Live
What we'll need from you
To keep Week 1 moving: an export of your current patient list from your practice management software (Dentrix, Eaglesoft, Open Dental, or similar), about 30 minutes of your team's time for the discovery session, and admin access to your Google Business Profile and website. BizStori handles everything else.
Built for Google Ads today. Built for every channel tomorrow
Start with Google Ads today, expand seamlessly to every channel tomorrow. Begin with a free Google Ads audit.
Google Ads
Live
Meta Ads
Q3 '26
GA4
Q4 '26
LinkedIn Ads
2027
TikTok Ads
2027
Shopify / CRM
TBD
What your practice walks away with
By the end of the five-week build, your practice owns a complete, working system — not a set of recommendations to implement later.
Fully configured CRM
Every patient record, tag, and pipeline set up and organized.
Automated patient communication
Every workflow from Phase 2, live and running.
AI chatbot
Trained on your services, hours, and FAQs, live on your website.
AI receptionist
Answering calls and messages in a voice that fits your practice.
Email & SMS templates
A full library, pre-written, on-brand, ready to send or already automated.
Staff training
A hands-on session so your team is confident from day one.
Documentation
A simple reference guide for every workflow, in plain language.
Ongoing support
Direct access to the BizStori team for anything that comes up after go-live.
Monday morning, your team has already worked
Weekly Audit Completed
Audit agent has reviewed all 47 client accounts. Budget pacing anomalies were identified and flagged ahead of standup.
The honest answers to the questions practices actually ask
1. Will this replace my front desk staff?
No. Retainly handles the repetitive, after-hours, and easy-to-forget work — reminders, treatment plan follow-up, review requests — so your team can spend their time on the patients right in front of them, not the fifth reminder text of the day.
2. Is my patients' data secure?
Yes. The system is built with role-based access, secure cloud hosting, and privacy-conscious data handling in line with Canadian privacy expectations for healthcare practices. Only the people you approve can see patient information.
3. What if my staff aren't comfortable with new technology?
Staff training is included in the implementation fee, and the system is designed to run in the background — most of what Retainly does, your team will never have to touch directly. What they do interact with is kept simple and walked through hands-on before go-live.
4. Will this work with the practice management software we already use?
In most cases, yes — Retainly is built to connect with common dental practice management platforms such as Dentrix, Eaglesoft, and Open Dental. Compatibility with your specific setup is confirmed during the Week 1 discovery session, before anything is built.
5. Is there a long-term contract?
The Monthly Growth Plan is billed month-to-month, with no long-term lock-in.
6. What happens after the five-week build?
Your practice moves onto the Monthly Growth Plan, and BizStori keeps the system running, reports on results, and keeps improving workflows as your practice’s needs evolve.
7. How does this relate to SEO or ads work we're already doing?
SEO and ads are about getting new patients to notice your practice in the first place, through search visibility and local reach. Retainly is about everything that happens after they notice you — the follow-up, the recall reminders, the reviews, the referrals. The two are designed to work together: one brings people to the door, the other makes sure they stay, return, and bring others with them.
8. What if we're not happy with how it's working?
The Week 5 testing and training period exists specifically to catch and fix issues before go-live, and the Monthly Growth Plan’s month-to-month billing means you’re never locked into a system that isn’t earning its place.
Ready to make sure every diagnosed treatment gets scheduled?
Book a short discovery call to confirm scope, timelines, and pricing for your practice. No pressure, no obligation — just a clear picture of what closing these seven gaps would look like for you.
Request Your Free Discovery Call
Tell us a bit about your practice — we'll follow up within one business day.
