AI employees for dental groups
You are leaking revenue at every dental location, and the same way at each one.
Multi-location dental groups and DSOs run on a stack that watches but never acts. Dentrix or Eaglesoft holds the schedule, Vyne sees the denials, CAQH tracks the credentials, and the gap between what those tools surface and what a staff member does about it is where the revenue leaks. Relay builds custom AI employees for dental groups that work on top of the stack you already run, never replacing it. They do the watching, chasing, and drafting across every location so your front office and billing team can finalize instead of chase.
No rip and replace, no new platform, no autonomous submissions. Your team stays in authority; the AI employee does the work that should not need a person.
Where your dental group is leaking revenue.
Six places the back office leaks at every location. Open the ones that sound like your group.
New patient paperwork arrives half-blank: missing insurance ID, no subscriber date of birth, unsigned HIPAA form. Staff chase the patient by phone the morning of the appointment while the hygienist waits.
When a new patient is created in the practice management system, a Relay AI employee sends the branded intake link, monitors completion, and sends timed reminders if sections are still blank 48 hours out. On submission it extracts the insurance and demographic data, flags the missing fields, and pre-populates the record. The front-desk coordinator confirms a clean packet instead of building the file from scratch.
New-patient conversion is the highest-margin activity in a dental group. Every unworked lead is a lost hygiene patient who never generates the recalls, treatment plans, and referrals that follow. This closes the chase loop that tools like Modento, NexHealth, and mConsent stop automating after the initial send.
The patients who should be in your schedule actually get there.
Verifying benefits is the highest-volume clerical task in a dental front office. A location seeing 30 patients a day means 30 payer-portal logins or phone calls, each one noting annual maximum used, deductible met, waiting periods, and coverage percentage by CDT procedure code. The work is manual, inconsistent across locations, and the notes live in a free-text field nobody else can read.
A Relay AI employee runs eligibility for every appointment 48 hours ahead through the clearinghouse you already use: Vyne (Trellis / ClearCoverage), DentalXChange, or Availity. It structures the response into a standardized benefits card covering maximum, deductible, coverage percent for the scheduled CDT codes, and waiting periods, then routes it to the coordinator to confirm before the patient arrives. No free-text notes, no day-of surprises, consistent across every location.
Treatment estimates are accurate before the patient sits down.
Not every dental procedure needs prior auth, but the ones that do (orthodontia, oral surgery, implants, complex restorative) are the highest-dollar cases in the group. Staff submit, wait, forget, resubmit, and the case ages out while the patient finds another provider.
When a high-dollar treatment plan is created in the PMS, a Relay AI employee identifies whether the CDT codes and payer require authorization, assembles the documentation packet (X-ray references, narrative, procedure codes), and tracks status on a daily board of open requests by location. It flags anything past expected turnaround and drafts the follow-up for a coordinator to send. Auth is resolved before the patient books the treatment appointment, not discovered after.
Documentation moves through Vyne Trellis, Availity, and DentalXChange. Dental prior auth is documentation-led, requiring a narrative plus radiograph attachment plus CDT justification, which is exactly the assembly step the AI employee drafts for the treating dentist's signature.
High-dollar cases move forward instead of stalling in a coordinator's queue.
Claims fail in predictable dental ways: wrong tooth number, missing narrative for a code that requires one, attachment not sent with the 837, rendering-provider NPI not enrolled with that payer. Every dirty claim costs two cycles. Denials arrive in ERA batches and portal notifications that must be read daily, and they age past the appeal window faster than one billing coordinator can work them.
A Relay AI employee runs pre-submission QA on every batch: narrative present where the CDT code requires it, X-ray attached per payer rule, rendering NPI enrolled, tooth numbers and surfaces present. It then reads incoming ERAs, categorizes each denial by reason code, and drafts the appeal, corrected claim, or attachment request. It surfaces a prioritized worklist sorted by dollar value and days-to-deadline, watches AR aging across locations, and drafts patient or payer follow-up on balances crossing 30 days. A weekly denial-trend summary by payer, location, and code shows the upstream cause to fix.
The billing coordinator reviews and approves rather than starting from scratch. Claims and denials flow through Vyne Trellis, DentalXChange, and Availity.
Denials get worked before the appeal window closes, not after.
Hygiene chairs are the revenue engine of a dental group, and every hour one sits empty is revenue that cannot be recovered. Recall reactivation is manual: staff work exported lists, hit voicemail, and log notes inconsistently across locations.
A Relay AI employee runs a daily recall queue, identifying patients 30, 60, and 90 days past due, drafting personalized outreach by channel, and logging responses back to the PMS. When a slot opens, it drafts outreach to the first waitlist candidate for that time and location for a coordinator to approve and send. A coordinator confirms the booking. Recall conversion and same-day fill rate become measurable in one dashboard across every location.
The front desk confirms bookings instead of chasing them. Weave, NexHealth, Solutionreach, Lighthouse 360, and RevenueWell handle the initial reminder send; the AI employee handles the exception layer they leave to staff: non-responders, last-minute cancellations, and waitlist outreach.
Empty chairs get filled before the day starts, not scrambled for at the last minute.
Across a multi-location group, the number of provider-payer-location combinations that need active credentialing is far larger than at a single practice. Re-enrollment deadlines live in a spreadsheet nobody checks until a claim bounces because the rendering provider is not enrolled with that payer at that site.
A Relay AI employee maintains the credentialing matrix for every active provider across every location and payer, surfaces re-enrollment deadlines 90 and 30 days ahead, and drafts the renewal packet for the credentialing coordinator to submit and sign. No spreadsheet, no deadline discovered from a denial.
The coordinator receives a ready-to-submit packet rather than discovering the lapse on a remittance. Credentialing flows through DataSpring/CAQH, Medallion, or Verifiable, the tools most practice-management systems leave entirely to staff.
A lapsed enrollment shows up on the calendar, not on a remittance.
Every denial you don't work in time is permanent.
In 30 minutes we'll show you exactly where your dental group is leaking revenue.
See where you're leakingWorks on top of the stack you already run.
Relay is not an EHR or practice management system. AI employees connect through each platform's published API or integration layer and surface finished actions for your team to approve.
Dentrix is among the most widely used dental practice management systems in North America, with a deep footprint across independent practices and DSOs. It holds the appointment ledger, treatment plans, and billing records but does not act on what it sees. Relay AI employees work through the Henry Schein One API Exchange (OAuth 2.0, SOC 2 Type II) and the REST API layer on Dentrix Ascend to monitor the schedule for gaps and expired authorizations, draft renewals, and surface pre-submission QA flags. Flagged claims are surfaced to a coordinator who reviews and submits them. Nothing goes out until a staff member finalizes it.
Eaglesoft is an incumbent on-premise PMS with a loyal base in established single and small-group practices. The practical integration path is Patterson's Innovation Connection vendor program or a middleware connector such as the DentalBridge API abstraction layer, which spans Dentrix, Eaglesoft, Open Dental, Curve, Dolphin, and WinOMS. Relay AI employees automate the downstream eligibility, comms, and denial-follow-up steps from structured exports or API calls. RevenueWell is the Eaglesoft-native comms layer Relay can work above without touching Eaglesoft directly.
Open Dental is the only major dental PMS that is genuinely open-source, with a documented public REST API (OAuth 2.0, BAA required) plus a separate FHIR API and direct MySQL access. It is one of the most accessible integration targets: Relay reads appointment, patient, and billing data directly and writes finalized action outputs back without a partner-program gate. Strong in tech-forward independent and multi-location groups.
CareStack is a cloud-native, DSO-built PMS designed for groups of five or more locations, with centralized billing, group-level fee schedules, and an open API with a public developer portal. The clean integration surface lets a Relay AI employee pull cross-location scheduling data, flag revenue-cycle exceptions (unsigned notes, unbilled visits, failed eligibility checks), and push finalized actions back to the right location queue.
Denticon (Planet DDS) runs an open API program (REST plus OAuth 2.0, event-driven writeback) on a centralized cloud database, so a single integration serves every location. tab32 exposes all practice data via a Google BigQuery warehouse. Relay layers on top of either to aggregate denial and authorization patterns by location, not just per practice.
Relay also works on top of the tools that ring the PMS: Vyne (Trellis / ClearCoverage), DentalXChange, and Availity for claims and eligibility; mConsent, Modento, and NexHealth for intake; Weave, Solutionreach, Lighthouse 360, and RevenueWell for patient comms and recall; DataSpring/CAQH, Medallion, and Verifiable for credentialing; Dental Intelligence and Overjet for the analytics that surface the gaps Relay turns into action. Each of those tools captures, reports, or automates a slice of the operation. None of them close the execution gap between a flagged dashboard and a staff member acting before it becomes a lost claim or an empty chair. Relay lives in that gap.
See which parts of your dental stack have an execution gap.
See where you're leakingHow we compare to your other options.
When back-office work piles up at a growing dental group, the conventional responses are: hire another coordinator, buy another point tool, or wait for your PMS vendor to add the feature. A custom AI employee is a fourth path.
| Approach | What it means | The tradeoff |
|---|---|---|
| Hire another coordinator | Adds headcount and training time | Slowest path to coverage; does not scale with location growth |
| Buy another point tool | Adds another platform to manage and reconcile | More dashboards, same execution gap between alert and action |
| Wait for the PMS vendor to add the feature | Defers the problem onto a vendor roadmap | Denials, lapsed auths, and empty chairs accumulate while you wait |
| AI employee layer on top of your stack | Works on top of Dentrix, Open Dental, CareStack, Eaglesoft, or any PMS you already run | Additive, no rip-and-replace, a staff member finalizes every action |
Hire another coordinator
What it means
Adds headcount and training time
The tradeoff
Slowest path to coverage; does not scale with location growth
Buy another point tool
What it means
Adds another platform to manage and reconcile
The tradeoff
More dashboards, same execution gap between alert and action
Wait for the PMS vendor to add the feature
What it means
Defers the problem onto a vendor roadmap
The tradeoff
Denials, lapsed auths, and empty chairs accumulate while you wait
AI employee layer on top of your stack
What it means
Works on top of Dentrix, Open Dental, CareStack, Eaglesoft, or any PMS you already run
The tradeoff
Additive, no rip-and-replace, a staff member finalizes every action
Layering on is faster to stand up, less disruptive than a platform switch, and does not create a migration event that puts your in-flight claims at risk. The AI employee runs the workflow; your team keeps the authority.
How we build it.
We start from the problem you feel, then build the fix on the systems you already run. Discovery and your first working AI employee take 2 to 3 weeks. The full build runs 8 to 12 weeks.
Start with a free 30-minute call
A short call about where the work is piling up and what that is costing you while it stays manual. No commitment, and you leave knowing where you would start.
Discovery and your first AI employee (weeks 1 to 3)
A few working sessions with your team. We map your operation end to end, every workflow across your locations, and find where the money leaks and what closing it is worth. You do not walk away with just a document. By the end of discovery we have built your first working AI employee on top of the systems you already run, so you see it pay off in your real setup before the full build starts.
The full build (8 to 12 weeks, start to finish)
We build the rest of the AI employees you mapped and wire them across every location. Nothing goes out until your team approves it, so you stay in control the whole way. One pediatric therapy client had all seven locations live within 90 days.
Proof: Sensory Speech & Occupational Therapy.
Relay built the same two-AI-employee pattern for Sensory Speech & Occupational Therapy, a multi-location pediatric speech and OT group. Two AI employees, an Intake AI employee and an Internal Auditing AI employee, were deployed on top of the clinic's existing EHR and Drive, with a staff member finalizing every action.
The Intake AI employee runs the full new-client lifecycle: clinic tour scheduling, ROI collection, records requests from schools and prior clinics, IEP requests, medical orders to the PCP with follow-up until signed, authorization renewals starting about a month out, and progress reports and evaluations routed to PCPs for signature.
The Internal Auditing AI employee reviews every note nightly against the clinic's clinical requirements, confirms the billing code matches the note, and after billing finds and appeals denied claims and reconciles remittances against the EHR notes.
The group saw 100% claim accuracy, staff 33% more productive, claim denials down 12%, and faster documentation turnaround. Every result is attributed to the client's own reporting, and results vary by clinic.
Dental back-office work follows the same pattern: an intake lifecycle that falls through the cracks, and a billing-plus-auditing loop that buries a coordinator in exceptions. The same two-AI-employee model (intake plus auditing, built on top of the stack you already run, human finalizing every action) is what Relay builds for dental groups.
AI employees for dental groups: frequently asked questions.
Custom AI employees work on top of the dental software your group already runs, handling the high-volume back-office work (intake, eligibility, prior auth, billing, denials, recall) across every location. They do the watching and drafting; a staff member finalizes every action.
No. Relay is not an EHR or practice management system. Its AI employees work on top of the stack you already run, through the platform's API or integration layer, and surface the next action for your team to finalize. Nothing gets ripped out.
They run pre-submission QA on every claim (narrative present where the CDT code requires it, X-ray attached per payer rule, rendering NPI enrolled, tooth numbers and surfaces present), then read incoming ERAs, categorize each denial by reason code, and draft the appeal or corrected claim for the billing coordinator to approve and submit.
Yes. A Relay AI employee runs eligibility through your existing clearinghouse (Vyne, DentalXChange, or Availity) 48 hours ahead, structures the response into a standardized benefits card by CDT code, and routes it to the coordinator to confirm before the patient arrives.
When a high-dollar treatment plan (ortho, oral surgery, implants, complex restorative) is created, the AI employee checks whether the CDT codes and payer require authorization, assembles the narrative and radiograph documentation packet, tracks status by location, and drafts the follow-up so auth is resolved before the patient books treatment.
Yes. When a slot opens, the AI employee drafts outreach to the first waitlist candidate for that time and location for a coordinator to approve and send, and runs a daily recall queue for patients 30, 60, and 90 days past due, logging every response back to the PMS. A coordinator confirms each booking.
The AI employee does the watching, chasing, and drafting; a staff member reviews and finalizes every claim, appeal, message, and submission. Relay never submits autonomously. This is what keeps the operator in control and de-risks adoption.
Yes. It works on top of Vyne, DentalXChange, and Availity for claims and eligibility, and Weave, NexHealth, Solutionreach, Lighthouse 360, or RevenueWell for comms and recall. Relay handles the exception layer those tools leave to staff.
Yes. The AI employee maintains the credentialing matrix per provider, location, and payer through DataSpring/CAQH, Medallion, or Verifiable, surfaces re-enrollment deadlines 90 and 30 days ahead, and drafts the renewal packet so you never discover a lapse from a denied claim.
Relay is a recurring monthly service, priced after we map your operation. There is no one-time build fee. It starts with a free 30-minute intro call, then a 2-to-3-week discovery to map your back office and build the first AI employee. We will show you exactly where you are leaking.
Under the hood they are AI agents working your queues; we call them AI employees because they take ownership of a workflow end to end and hand finished work to a person, the way a teammate would.
Both. Relay is built for multi-location groups and DSOs (roughly 2 to 20 locations) where the same back-office leak repeats at every site. The AI employees are custom-built for your existing stack, so the fit does not depend on which PMS you run.
Stop the per-location leak.
It starts with a free 30-minute intro call. We do not pitch a product; we map where your dental operation is leaking. If it is worth pursuing, the next 2 to 3 weeks are discovery: working sessions with your team, mapping the workflow, building the first AI employee on top of the stack you already run. Your team stays in control; Relay does the work that should not need a person.