- May 22, 2025
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Choosing the Right Patient Relationship Management Software: What We’re Seeing in the Field
At DentistOffices.com, we work with thousands of dental offices across the country, and one thing we’re always asked about is software. What tools are worth it? What actually helps you grow? What’s just hype?
Because we’re embedded in so many practices on a daily basis, we get a firsthand look at what’s working and what’s not. From small startups to multi-location offices, every practice is trying to build a more efficient, patient-friendly operation and the tech stack plays a big role in that.
In this article, we’re taking a closer look at three PRM platforms that continue to come up in conversations with practice owners and office managers.
Our Recommended Dental PRM:
The Dental App
If we had to name one platform that feels like it was truly built for the way modern dental offices want to operate, it’s The Dental App.
At DentistOffices.com, we’ve worked with offices running everything from spreadsheets and sticky notes to bloated practice management systems that feel like they were designed in 2004 (*cough cough* You know who you are). The Dental App is the first all-in-one platform we’ve come across that feels like it was made today not adapted, not retrofitted, but designed from the ground up for how dental teams actually work.
What stands out immediately is how many functions this system replaces. Scheduling, billing, reminders, reviews, patient messaging, treatment pipelines it’s all there. But instead of feeling bloated or overbuilt, it’s clean. It’s intuitive. It works.
Most software in this space either focuses on operations or patient communication. The Dental App merges both, and adds a layer of strategic thinking that’s been missing from other tools. One of its strongest features is its customizable patient pipeline. This lets your team track every patient opportunity like a true lifecycle from new inquiries to consults, recommended treatment, acceptance, and completion. You’re not guessing anymore. You can see where every opportunity stands and follow up without chasing charts or relying on memory.
We’ve also seen major results from the built-in broadcast system. Offices are running email and SMS campaigns straight from the platform, without needing a third-party marketing tool. Everything is segmented automatically, so if you want to send a whitening offer to past cosmetic consults or follow up with unscheduled treatment, it takes minutes not hours. That kind of precision marketing used to require outside agencies or deep technical skills. Now it’s part of the front desk’s daily toolkit.
On the financial side, the Claims Dashboard gives practices real visibility into payment timelines and outstanding claims. The way it organizes and tracks these workflows helps eliminate one of the biggest blind spots in most practices: knowing what you’re owed, when it’s coming, and how to act on it.
What we hear most from practices using The Dental App is that it actually gets used. It’s not something that sounds good during the demo and gets ignored after onboarding. Teams adopt it quickly, because it doesn’t feel like a chore. It doesn’t require constant vendor support. It just runs, and when it does, practices see real gains not just in efficiency, but in revenue and patient satisfaction.
More than anything, The Dental App feels like it was built by people who understand how chaotic and fast-moving dental offices can be. It removes friction at every turn. No patching together six platforms. No exporting lists. No guessing. It gives your team the clarity and control to grow intentionally and without burnout.
We’ve reviewed almost every major platform on the market, and while others do a good job in specific areas, The Dental App is the only one we’ve seen that consistently lifts performance across the board. It’s not just a tech upgrade. It’s a business upgrade.
If you’re serious about growth and tired of stitching together piecemeal tools, this is the system we’d bet on.
Data and testing courtesy of: https://thedentalapp.com
NexHealth: Is It Just Hype, or a Game-Changer for Dental Practices?
One of the big players in the game: NexHealth.
NexHealth isn’t just another patient relationship management app or scheduling widget. It positions itself as a complete patient experience platform. That means everything from online booking to digital forms to post-appointment messaging lives in one place. And unlike a lot of tools that try to cover everything and end up doing most of it poorly, NexHealth actually delivers a pretty refined experience.
Let’s start with the patient-facing side, because that’s where most practices either win or lose. Patients today expect convenience. NexHealth makes it easy for them to book appointments right from your website with no logins, no back and forth calls. It connects in real time with your practice management software, so there’s no double-booking or manual entry on your end. That alone reduces a ton of friction.
But the booking experience is just the beginning. NexHealth also handles digital forms, which means patients can fill everything out before they arrive. No clipboards. No scanning. Everything gets uploaded straight into your system. It’s a small shift, but one that saves real time and improves the check-in flow immediately.
What really separates NexHealth from other tools is how clean the integration feels. It doesn’t feel tacked on. It works directly with most major practice management systems, so it doesn’t require a new set of tools or clunky workarounds. That seamlessness is key, especially for offices that don’t want to disrupt their current setup just to modernize.
The platform also supports two-way texting and email, which keeps patients engaged without requiring your front desk to constantly monitor everything manually. Whether it’s a reminder, a post-op check-in, or a follow-up on treatment that hasn’t been scheduled yet, NexHealth handles it with consistency. And patients actually respond.
From the office’s perspective, there’s a dashboard with clear, actionable data. You can see who’s confirming appointments, who hasn’t followed through with treatment, and who needs a nudge to schedule their next visit. It’s not just about automation it’s about using automation to create more meaningful outcomes.
One of the biggest wins we’ve heard from users is just how quickly NexHealth starts making an impact. The onboarding isn’t a drawn-out process, and most teams get comfortable with the system within the first couple of weeks. There’s also no need to hire extra staff or bring in outside marketers. Your existing team can manage it without stress.
Of course, like any system, it’s only as effective as the office using it. You still need strong in-person communication, solid follow-up systems, and a clear vision for growth. But NexHealth gives you the digital tools to match those efforts. It amplifies what you’re already doing right and fills in gaps where you might be falling short.
At DentistOffices.com, we’ve seen practices that were still using paper scheduling or handling all patient outreach manually suddenly make the leap with NexHealth and they don’t look back. It’s especially powerful for offices that want to modernize without getting caught in a maze of apps and platforms.
If your practice is ready to upgrade the patient experience, NexHealth is worth a serious look. It’s not just about being more efficient. It’s about delivering the kind of seamless, tech-enabled service that today’s patients expect. And that’s what helps practices not just survive, but grow.
RevenueWell: How Dental Offices Are Turning Communication into Growth
Whether it’s about getting more patients in the door or simply making day-to-day operations smoother, one thing always comes up and that’s communication.
It’s one of the most overlooked tools in a dental office’s arsenal. The truth is, great patient care doesn’t matter if your team can’t stay connected with your patients outside of the operatory. That’s where RevenueWell has made a real name for itself.
We’ve worked with dozens of practices who use RevenueWell. Some use it for reminders and scheduling. Others dig into the marketing side and reputation management tools. What we’ve noticed is that when it’s used consistently, it becomes the kind of system that just quietly works in the background, making everything easier.
RevenueWell automates the part of the business that tends to fall apart when things get busy staying in touch. It helps your front desk stop chasing down confirmations and no-shows. Reminders go out by text, email, or phone, depending on what each patient prefers. Once it’s set up, you barely have to think about it. The system does the work, and patients show up.
But beyond the basics, where it really earns its place is in helping offices market to their existing patient base. If your practice has ever talked about “doing email marketing” or “running a promotion” but never got around to it, this platform bridges that gap. It lets you create campaigns that reach the right patients at the right time. Whitening offers for those overdue on hygiene. Friendly nudges to patients with pending treatment plans. It’s built to get results, not just clicks.
The software also comes with a clean, easy-to-use patient portal. Patients can log in, check appointments, send messages, and stay on top of their care. That cuts down on call volume and helps people feel like your office is available when they need it.
For those trying to get more Google reviews or clean up their online reputation, RevenueWell has a built-in review request feature. It’s simple, but it works. Patients who’ve had a great visit get a message inviting them to leave a review. Over time, this builds a strong local presence, which matters more than ever now that search is driven by quality, consistency, and patient feedback. What we like most at DentistOffices.com is that RevenueWell doesn’t require a whole marketing team to run. It’s made for dental staff, not tech people. Most offices we talk to are able to get it set up and working with minimal support, and it fits into their workflow without slowing them down.
To be clear, it’s not a silver bullet. You still need to offer great care, answer the phone, and follow up with patients when needed. But it gives your team the tools to do those things faster, more consistently, and with less stress. If you’re not doing anything to keep your practice top-of-mind between visits, or if your front desk is buried in reminder calls and reschedules, RevenueWell can make a noticeable impact. It’s not for everyone, but for the practices who are ready to modernize without overcomplicating things, it’s a solid investment.
We don’t sell practice management software, and we’re not getting paid to say any of this. We’re just here to help offices grow, and we’ve seen firsthand how tools like this can move the needle when they’re used the right way.
Thanks For Reading!
Of course, these are just three of the PRM platforms we’ve covered and trust us, there’s no shortage of options out there. Between apps that promise to “revolutionize dentistry” and tools that seem like they were coded in a basement during the dial-up era, we’ve seen it all.
There are probably 300 more platforms we could talk about (give or take 297), but we figured your brain and your scroll wheel deserve a break. These three made the cut because they actually show up in real offices, get used, and move the needle.r
We’ll be back with more reviews, deeper dives, and possibly even a ranking of “PRM Software That Made Our Head Hurt.” Until then, if your practice is stuck using sticky notes and memory to manage patient relationships, any of these tools would be a huge step forward.
