AI, CRM and Systems for Dental Practice Owners
By the end of the weekend, your practice will have its own AI Practice Brain. It is built from three documents about your business, and it already produces real work for your team: patient FAQs, reception replies, SOPs and marketing. You will also leave with one enquiry follow-up workflow designed and tested, and a clear 30-day plan to put it all into use.
$3,500 + GST per practice · Pre-work due 23 November · Registrations close 30 November
If you're a bit like most practice owners, you're probably thinking...
“We just need more new patients.”
“My team knows they should follow up. They’re just too busy.”
“AI sounds great, but I don’t have time to work it out.”
“Everything still depends on me remembering every step.”
- Enquiries and missed calls wait hours for a reply, then book with the practice that answered first.
- Important processes live in one person's head, so they're done differently every time.
- AI writes generic content that doesn't sound like your practice, so nobody trusts it or uses it.
- Your best people lose hours to admin and follow-up that a system could do for them.
Not more ideas. Fewer systems, actually finished.
Most AI events leave you with a notebook full of prompts and nothing working on Monday. This one is different. Before the event, you answer 24 questions about your practice. We turn your answers into three draft documents. Then we build with you, in the room, until it works.
An AI workspace that knows your practice
Your Company Dossier, Growth and Marketing Dossier and Brand Voice Guide, reviewed and approved by you. Your Practice Brain works only from what you approve, so everything it writes sounds like you and states only what your practice actually offers.
Real work from day one
Patient FAQs, reception replies, one SOP and training resource, and a review of your last three months of numbers. All drafted by your Practice Brain and checked by your team.
One follow-up workflow, built and tested
New enquiry and missed-call follow-up, built in a Tekmatix sandbox on Day 2.
The fortune is in the follow-up. Your practice should work for you, not the other way around.
Day 1: 9:00am to 4:30pm
Day 2: 9:00am to 5:00pm
Build your AI Practice Brain
The AI opportunity. Where AI genuinely helps a dental practice, and where it should never be used
AI foundations and prompting. How to brief AI clearly, check its work and spot when it is guessing
Build your Practice Brain. Review and correct your three dossiers, then set up your own Practice Brain in Claude
Make it work. Patient FAQs, reception replies, one SOP and team support, all in your practice’s voice
Marketing, reputation and growth. Review your three-month dashboard, choose your priorities and draft compliant marketing content
Your first 30 days. Who owns the Practice Brain, what it is used for first, and who approves its work
One follow-up workflow, designed and tested
Recap and build goal. What “working” means, and who owns it
Journey design and safety rules. Triggers, messages, hand-offs, consent and stop rules
The shared build: new enquiry and missed-call follow-up in a Tekmatix sandbox
Test and handover. Replies, bookings, opt-outs and when a person steps in, tested in the sandbox
Worked examples: treatment follow-through and recare templates to take home
Your 30-day rollout plan and first commitment
Bring your practice manager. Leave with it built.
You don’t need to be technical. Each practice attends as a pair, with clear roles.
Sets priorities and approves
Answers the strategic pre-work questions, approves the three dossiers, the messages and the plan. About 10 minutes a week after the event.
Operates and maintains
Supplies the practice facts and numbers, builds the Practice Brain and workflow with our team beside them, then runs it day to day.
This isn’t for you if you’re looking for a theory seminar, or you’re not ready to put one system into use in the next 30 days.
What you'll need to be ready on the day
Don’t worry if some of this is new. After you register, we’ll book a short setup call and help you get everything ready before the event.
Tools and accounts
- A Claude Pro plan (minimum), with the Claude desktop app installed. We'll help you set it up.
- A laptop each for the owner and practice manager (Mac or Windows, not an iPad), with charger
- Both of you attend both days.
- A 30-minute setup call with our team in the week before the event.
Pre-work (about 1.5 hours, due 23 November)
- The Practice Brain pre-work: 24 questions about your practice, patients, growth and voice. The owner and practice manager complete it together, in about 45 to 60 minutes. "Not sure" is a perfectly good answer.
- A three-month dashboard: monthly totals for August, September and October 2026, such as new patients, enquiries, bookings and treatment accepted. We provide the template. Leave anything you don't track blank. Please don't estimate.
- Optional examples: your website link, a few patient message templates, one SOP or training document, a few recent social posts.
- De-identified or sample examples only. No identifiable patient information
We use your pre-work to prepare your three draft dossiers before the event, so please return it by 23 November. You don’t need a Tekmatix account or any connected accounts. Your Practice Brain works only from the documents you approve, and Day 2 uses a sandbox. Claude, CRM and SMS subscriptions are separate from the event fee.
Dr Kinnar Shah
Dentist, dental business coach and founder of Destiny Design Coaching. Dr K has helped 200+ dental practices across Australia grow with proven systems for case acceptance, patient experience, telephone conversion and recare.
new patients a month at Smile Concepts
growth in three years
Amazon rated author
Case Acceptance, 7-Star Service and Million Dollar Chair frameworks
"Destiny by design, not by default. Systems are how you get there."
Everything you need to put it into use
- Your own AI Practice Brain in Claude, set up as its own project for your practice.
- One SOP, checklist and training resource
- A set of ready-made Practice Brain skills for patient communication, marketing, team resources, compliance checks and dashboard reviews.
- Patient FAQs and reception replies in your practice's voice.
- One SOP, checklist and training resource.
- A review of your three-month dashboard, with your one or two growth priorities.
- One enquiry and missed-call follow-up workflow, tested in a Tekmatix sandbox.
- Take-home templates for treatment follow-through and recare.
- A 30-day rollout plan, plus a place in the 30-day implementation clinic.
- The Privacy and Data Safety Pack.
- Pre-event setup call, so you arrive ready to build.
- Lunch and refreshments on both days.
Venue: Swissotel Sydney, 68 Market Street, Sydney NSW.
Registration note: When you register, we’ll ask for the practice owner’s name, the practice name, the practice management software you use and who will attend with you. Within 2 business days we’ll send your pre-work questions and dashboard template.
Owner plus one team member, both days, your three personalised dossiers, Practice Brain skills and templates, resources and the 30-day implementation clinic.
Five simple questions
Does your Practice Brain answer in your practice’s voice, without inventing facts?
How long does the chosen process take your team now?
What does the workflow do, and when must a person step in?
Who owns it after the workshop?
What one number will you review each week?
Registrations close 30 November. Pre-work is due 23 November.
Just imagine Monday morning: a Practice Brain that drafts patient replies and content in your voice, every enquiry and missed call followed up promptly, one process your whole team does the same way, and a clear plan for the next 30 days.
Only 10 more practices can join, so every team gets hands-on support.
Questions, answered
Yes. Owners focus on priorities and approvals. Your practice manager builds, starting from ready-made templates, with our floor helpers beside them. Faster teams get optional stretch work, so nobody is held back or left behind.
A Claude Pro plan at minimum, with the Claude desktop app installed. Your Practice Brain is set up as its own Claude Project for your practice. If you don't have a plan yet, we'll help you set it up on your pre-event setup call.
No. Your Practice Brain works only from the three dossiers you approve. It doesn't connect to your email, calendar, practice software or CRM. On Day 2, everyone builds in a Tekmatix sandbox using the same sample data. After the event, we'll help you connect your own accounts once permissions and privacy have been explained.
We demonstrate and build in Tekmatix. If you use another CRM, you'll leave with a complete workflow map and a setup plan for your own system.
All exercises use de-identified or sample data. No identifiable patient information goes into AI tools, including your pre-work answers and dashboard. Your pre-work is processed using Claude, an AI service provided by Anthropic, which may process data outside Australia. You'll receive a Privacy and Data Safety Pack with clear rules for using AI and a CRM safely.
Yes. Additional team members are $400 + GST each, subject to availability.
You can cancel your registration up to 7 days before the event. However, if you're unable to attend in person, you'll still have access to the recordings and all course materials so you can work through them at your own pace after the event. We can also arrange a 30-minute support call if required.
Complete the 24-question pre-work and the three-month dashboard by 23 November. We use your answers to prepare your three draft dossiers, so you arrive with your Practice Brain ready to review and build on.
No. Your Practice Brain is set up never to diagnose or recommend treatment for an individual patient. Everything it produces is a draft that your team checks and approves, and its marketing content is checked against Australian health advertising rules. It supports your team. It doesn't replace clinical judgement.
That's fine and expected. Your dossiers clearly mark anything missing or unconfirmed, and the Practice Brain is set up never to fill gaps with guesses. You can add the details later.
This program provides general education on AI and CRM tools. It is not legal, privacy or compliance advice. Each practice remains responsible for how it collects, stores and uses patient information. We recommend practices review their data handling with their own adviser or indemnity insurer.