The problem
New and returning patients fill in a clipboard form in reception, and someone then types it into the record. If 100 patients a week complete or update a form and keying it in takes 5 minutes each, that's 500 minutes a week, about 36 hours a month (500 x 4.3 / 60).
What the AI does
Dentally's Portal, on its Essentials and Pro plans, includes digital forms. Patients complete the medical history on their own phone or at a kiosk before the appointment. Your team checks each form arrives, and the dentist reads the medical history before treatment, as they do now.
A worked example
A three-surgery private practice in Leeds is on Dentally Starter at £134 a month and moves to Essentials at £238, which adds the Portal with its digital forms. About 100 patients a week fill in or update a form.
Before
100 forms a week, 5 minutes each to type in: about 36 hours a month
After
Patients fill in the form themselves; staff spend about 1 minute per form checking it, about 7 hours a month
What it's worth
About 29 hours a month saved (4 minutes on each of 100 forms a week: 400 x 4.3 / 60), worth around £400 if reception time is worth £14 an hour. The extra over Starter is £104 a month (£238 less £134).
How to set it up
- Check on Dentally's pricing page that your surgery count and plan match the £238 figure; prices rise with more surgeries and exclude VAT.
- Turn on the Portal and build the medical history and consent forms to match your current paper ones.
- Send each patient the form link before their appointment, and keep a paper copy at reception for anyone who prefers it.
- Brief the team: a dentist reads and confirms the medical history with the patient at the appointment, every time.
- After a month, count forms still arriving on paper and adjust how you ask patients to use the Portal.
What goes wrong
- The Portal is not on Starter. Dentally's pricing page doesn't list recalls or reminders as plan features, so ask which plan includes the reminders you want before you rely on them.
- Medical history is special-category health data under UK GDPR. Update your privacy notice, and keep forms and any kiosk screens private.
- A form completed at home can be out of date or incomplete. The clinical team still confirms allergies, medicines and conditions face to face.
- Not every patient is online. Keep a paper route so nobody is turned away or rushed.