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How it works

How SmileData works

SmileData works in six steps: connect your data, get pre-built dashboards, ask in plain English, save each answer as a card, build pages and dashboards from those cards, and turn any of it into a podcast.

  1. 01Connect
  2. 02Dashboards
  3. 03Ask
  4. 04Cards
  5. 05Build
  6. 06Podcast

Step 1

Connect your data

Your practice software, QuickBooks, your budget sheets, your phones, your marketing, finance and payroll. Our team sets up each connection with you. Using something not on the list? Ask us and we will connect it.

Everything SmileData connects to
  • Open Dental
  • Dentrix
  • Eaglesoft
  • QuickBooks
  • Excel budgets and goals
  • Mango Voice
  • RingCentral
  • 8x8
  • Weave
  • Google Analytics
  • Search Console
  • Google Ads
  • Meta Ads
  • Google Business Profile
  • Tag Manager
  • TikTok Ads
  • CallRail
  • HighLevel
  • NetSuite
  • Sage
  • ADP
  • Paychex
  • Paylocity
  • Rippling

Step 2

Get pre-built dashboards

Four dashboards are ready as soon as your data is connected, each a set of pages with filters. Tap the i next to any number to see exactly how it is calculated.

app.smiledata.com
Dashboard Library: Daily Dashboard, Scheduling Opportunities, Claims Dashboard and Executive Dashboard, each with its pages
Daily Dashboard, Scheduling Opportunities, Claims Dashboard and Executive Dashboard.

Step 3

Ask in plain English

Name the number, the time window and the chart you want, or leave the chart out and it picks one. Not sure what to ask? Ask it for suggestions.

app.smiledata.com
Card Builder: ask in plain English, with examples of how to ask and a question typed in the bar
  • AskNet production by provider, last 3 months, as a bar chart
  • AskOrtho recommendations and starts by office, and close rate by provider
  • AskA morning huddle sheet for my offices
  • AskPatients with a balance over 91 days, oldest first

Step 4

Each answer is a saved card, your building blocks

Every card is saved to your card library, refreshes every night with the rest of your data, and keeps its versions. Keep typing to change it.

app.smiledata.com
Two saved cards built from one request: ortho recommendations and starts by office, and ortho close rate by provider
One request, two saved cards.

Step 5

Build any page, then a dashboard

Put your cards together into pages, and your pages into dashboards for each role or office. Share them with your team.

app.smiledata.com
Page Library: pages built from saved cards, such as RCM Monthly, Practice Score Card and P&L Expense, Marketing
Pages built from saved cards, ready to drop onto a dashboard.

Step 6

Build your podcast

Pick any card, page or dashboard, say what you want to hear and how often. The episode lands on your phone.

July’s books are closed.Buckhead · a real episode · 5:26
0:00
Host

July's books are closed for Buckhead. Let's find out what kind of month that actually was. All right. July 1, 2026 through July 31, 2026. Give me the headline.

Analyst

Strong month. Net production, that's the dollar value of dentistry actually completed after write-offs, came in at $184,883, up 29.4% from June.

Host

29% in one month. That's real.

Analyst

It is. And average daily net production was $10,109 against $7,543 in June, up 34.0%. So it wasn't one lucky big case. The whole month ran hotter.

Host

Defense or offense first?

Analyst

Defense, because that's where the best news is.

Host

Okay. Cash in the bank. How do we do?

Analyst

Collections. Money that actually landed in the account were $232,142, up 43.2% from June's $162,085.

Host

That's more than we produced. Is that a problem?

Analyst

No. It's a good sign. It means older balances that were sitting out there came in this month, on top of July's work. The accounts receivable pile got cleaned up.

Host

And the patient side of that?

Analyst

Patient collection percentage? The share of what patients personally owed that you actually collected was 100.1, up from 97.1. You collected essentially every dollar asked for at the front desk.

Host

So the money discipline is working?

Analyst

It's working. Keep the same at-the-desk routine, because this is the number that quietly protects everything else.

Host

So how did we produce more? Did we work more days?

Analyst

Fewer. 18 working days versus 19 in June, down 5.3%. You did more with less calendar.

Host

Then where did it come from?

Analyst

Two places. Average shifts per worked day went from 2.11 to 2.44, up 16.1%. More chairs running on the days you were open. And net production per shift was $4,135, up 15.4% from $3,583.

Host

And per patient visit?

Analyst

Average net production per appointment was $496 against $397, up 24.9%. Bigger, more valuable treatment per chair. That's the healthiest way to grow.

Host

Anything in there I should watch?

Analyst

Two things. Completed appointments per shift slipped to 8.34 from 9.03, down 7.6%. Fewer bodies per shift, higher value each. And the missed appointment rate, no shows and last minute cancellations, jumped to 14.1 from 9.4%.

Host

That one I don't love.

Analyst

Nor do I. At that level, you're giving away roughly one visit in seven. Tighten confirmation calls this month. That's the single cheapest production you can buy back.

Host

Hygiene, are patients coming back on schedule?

Analyst

Recare percentage, which is the share of due patients who actually got seen for their cleaning, was 87.5, down from 92.7. Still a good number. Just softer.

Host

Worth keeping an eye on then.

Analyst

Exactly that. If it keeps drifting, next quarter's hygiene schedule gets thin. And hygiene is your most reliable recurring revenue.

Host

New patients?

Analyst

73, up from 69, a 5.8% lift. And 155 exams versus 143, up 8.4%. The front of the funnel is healthy.

Host

And deeper hygiene work?

Analyst

Scaling and root planing, deep cleaning for gum disease, was 24.2% of new hygiene patients, down from 29.2. Fine range, just diagnosing it a little less often.

Host

Case acceptance, how are we closing?

Analyst

Treatment conversion, the share of diagnosed treatment patients said yes to, was 48.1, down from 55.7 in June.

Host

So we saw more people and closed a smaller slice.

Analyst

Right, exams were up 8.4% and conversion came down, so the opportunity was there. This is a coaching conversation, not a broken system. The dollars per appointment proved the closes you did make were substantial.

Host

What would move it?

Analyst

Same visit financial conversations. With 155 exams on the board, a few points of conversion is meaningful production without adding a single new patient. Two things for August. One offense, one defense. Offense, treatment conversion at 48.1. Get it back toward June's 55.7 with same visit case presentation. Defense, the missed appointment rate at 14.1. Confirmation calls and a short notice fill list.

Host

And the story overall?

Analyst

Fewer days, more chairs, richer treatment, and every dollar collected. That's a genuinely good month with two very fixable leaks. So protect the schedule and close more of what we're already diagnosing. Everything else here is working, and you should feel good about that.

Nobody opened a dashboard to learn any of this.2.6 MB, loads on play

The Daily Overview, every morning

Production, the schedule, and the treatment and hygiene opportunity already booked today. Refreshed every night.

Book a demo
app.smiledata.com
Daily Dashboard, Daily Overview: net production, appointments, new patients, treatment opportunity, hygiene opportunity and patients with an estimated balance

Questions

What do I get on day one?

The system dashboards, already built: Daily Dashboard, Scheduling Opportunities, Claims Dashboard and Executive Dashboard, each a set of pages with filters. Tap the i next to any number to see exactly how it is calculated.

Can I build my own dashboards?

Yes. Type what you want in plain English, for example ortho starts by office and close rate by provider, and SmileData builds the cards and saves them. Save a number as a KPI once and everyone in your organization gets the same definition every time.

How do the podcasts work?

Pick any card, page or dashboard, say what you want to hear and how often. The episode lands on your phone, ready to play, download or read as a transcript.

How fresh is the data?

Refreshed every night, so the morning huddle starts from yesterday’s close.

Can I get the data out?

Yes. Any table exports to CSV, including the full result set, and every podcast episode downloads as an MP3 with its transcript.

Put your data to work.

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Connects to your practice software. $0 onboarding. No contracts. HIPAA compliant.