Monday.com CRM for Dental Practice: Complete Patient Journey

Victoria

June 30, 2025

Build a powerful dental CRM with Monday.com. Track patients from lead to follow-up with ease. Smart, simple, and made for growing practices.

Running a dental practice isn’t just about cleanings and cavities. It’s about people. And managing patient relationships from the first phone call to post-treatment check-ins is pretty important. Missed follow-ups, scattered notes, forgotten reminders, it adds up fast if you don’t have a CRM in place. Most CRMs are too clunky, too generic, or worse, made for industries that don’t deal with root canals or nervous patients.

That’s where a custom Monday.com CRM comes in handy. It’s not a dental CRM by default. But you can build your own powerful, visual CRM on top of Monday.com, and it works like magic. Lead tracking? Check. Automated reminders? Done. Full patient journey, all in one place? You bet.

If you’re tired of patching together systems that don’t talk to each other, this guide will show you how to build the best dental CRM customized to fit your workflow from start to finish.

Challenges in Dental Practice

Running a dental practice means wearing a dozen hats at once. You’re not just providing care, you’re managing a constant flow of patients, paperwork, and schedules. And without a clear system in place, it can get overwhelming fast.

First, there’s lead management. New patient inquiries come in through phone calls, emails, or your website. Without a central place to track them, it’s easy to lose a potential patient before they even book an appointment.

Then scheduling. Scheduling is where things often fall apart. Getting patients on the calendar is only half the job. The real challenge is keeping them there. Manual scheduling leaves room for mistakes. Missed confirmation calls. No-shows that waste valuable chair time. Overlaps that frustrate your team. And when schedules change, because they always do, it’s hard to keep everyone in sync. Without an automated system, you end up chasing patients or sending reminders by hand. That’s not sustainable. Missed reminders or last-minute no-shows cost your practice time and money.

Once treatment starts, tracking progress gets tricky. Where’s the patient in their plan? Are X-rays uploaded? Has the crown been ordered? Without a clear workflow, it may be difficult to track what stage your patients are at.

Aftercare is just as important. Patients who feel forgotten after a visit are less likely to return. Sending a quick follow-up message or asking for feedback builds loyalty.

These aren’t just small annoyances. They directly affect patient experience and practice growth. That’s why building a smarter, more visual CRM matters.

Why Choose an Unconventional CRM Like Monday.com

Most dental CRM software is built with fixed templates and rigid workflows. It’s designed to do things a certain way, usually the developer’s way, not yours. That might sound efficient, but in reality, it often creates bottlenecks. You’re stuck adapting your team’s flow to fit their system.

Monday.com flips that script. It’s not a dental CRM out of the box; it’s a flexible, visual platform that you can shape around your exact process. And that makes all the difference.

Instead of working inside someone else’s mold, you can build your own CRM that fits your practice, your staff, and your patients.

Here’s what sets Monday.com apart:

Visual boards to track patients, appointments, and progress in real time
Custom automations to handle reminders, status updates, and follow-ups
Dynamic forms for patient intake, lead capture, and post-visit feedback
Multiple views like calendar, Kanban, timeline, table, so each team member sees what they need
Drag-and-drop setup that requires zero coding or IT help
Scalable structure that grows with your practice

Let’s compare:

Feature	Standard Dental CRM	Monday.com
Workflow Flexibility	Low	High
Ease of Customization	Limited	Unlimited
Visual Boards	Rare	Built-in
Automation	Basic	Advanced
Forms & Data Capture	Fixed	Fully Custom
Cost Efficiency	Varies	Scalable Plans

Bottom line:
With traditional dental CRM software, you’re boxed in. With Monday.com, you’re in control. You get to design a system that works for your front desk, your hygienists, and your patients without extra complexity.

Mapping the Full Patient Journey in Monday.com

Patients don’t just walk in, get a filling, and disappear. They move through a journey—from first inquiry to post-treatment follow-up, sometimes over years. Most dental software only handles pieces of this process. With Monday.com, you can build a full end-to-end system that tracks everything in one place.

Here are some things I set it up for a dental practice and what is possible:

Lead Intake & Inquiry Handling

It all starts with a new lead. Maybe someone fills out your website form. Maybe they call after a referral. Either way, Monday.com makes sure that lead doesn’t get lost.

Lead Capture Forms: Create custom intake forms that plug directly into Monday.com boards. Add fields like name, phone number, treatment interest, and insurance provider.
Automated Lead Routing: Once the form is submitted, automations assign the lead to the right team member based on availability, role, or even location.

Appointment Scheduling & Reminders

Once the lead is qualified, it’s time to get them on the calendar. Monday.com can integrate with scheduling tools or act as a standalone booking board.

Calendar Integration: Set up a visual calendar view so staff can see availability at a glance and can easily schedule or reschedule.
Booking Boards: Create a board specifically for appointments with columns like Date, Time, Provider, Procedure, and Status.
Automated Reminders: Set up workflows that trigger email or SMS reminders 24 hours before the appointment.

Treatment Plans & Progress Tracking

Monday.com Patient Journey Tracker Sample

This is where things often get messy in other systems. But in Monday.com, you can set up clean, visual boards to track each patient’s treatment plan from start to finish.

Progress Indicators: Use status columns and groups to track where the patient is in their treatment plan.
Custom Fields: Add fields for Procedure Type, Assigned Provider, Start Date, Completion Date, and Notes.

Everyone on your team can see what’s been done, what’s coming next, and who’s responsible.

Billing, Insurance & Admin

Let’s face it, paperwork slows everything down. Insurance claims, invoices, and payment records. It’s easy for these to pile up. Monday.com keeps them organized and connected to each patient.

Invoice Tracking: Create a board to track all invoices by patient name, amount, payment status, and due date.
Insurance Claims: Add a separate board for claims with fields for provider, claim ID, status, and submission dates.
Automated Alerts: Set up triggers to notify billing staff when a payment is overdue or a claim is denied.

Post-Treatment Follow-Up & Feedback

This is where many practices lose momentum. The patient leaves and that’s it. But following up after a visit builds trust and brings them back.

Automated Follow-Up Messages: Set up a trigger that sends a thank-you email 1–2 days after an appointment. Include care tips or a direct link to leave a review.
Feedback Forms: Include a link to a short, custom form to gather honest feedback.
Internal Alerts: If a patient leaves a negative review, Monday.com can flag it automatically for a staff member to follow up.

Patient Reactivation Campaigns

Some patients vanish. Life gets busy. But that doesn’t mean they’re gone for good.

Filter Inactive Patients: Use custom filters to find patients who haven’t visited in 6+ months.
Automated Campaigns: Trigger personalized emails or SMS messages offering checkups, specials, or reminders to book their next visit.

This simple re-engagement system keeps your patient pipeline full without constant manual outreach.

Key Benefits of This Setup

This system connects every piece of the patient journey, making it easier to deliver great care while running a more efficient business. Let’s break down the four biggest benefits.

1. Complete Visibility

When everything is tracked in one place, nothing gets lost. With Monday.com, you can instantly see where each patient is in their journey, whether they’re a new lead, mid-treatment, or overdue for a cleaning.

Use visual boards and timelines to monitor appointments, treatment progress, and follow-ups. Need to know how many patients are waiting on crowns? Or who hasn’t rescheduled after a no-show? It’s all there, easy to filter and review.

Complete visibility means fewer surprises and faster decisions. Your front desk, billing team, and clinical staff all stay aligned without constant back-and-forth.

2. Powerful Automation

Manual tasks slow your team down and leave room for human error. Forgetting to send a reminder. Overlooking an unpaid invoice. Skipping a follow-up. These small slips can hurt your patient experience and your revenue.

With Monday.com, automations do the heavy lifting:

Automatically assign leads to team members
Trigger SMS/email reminders before appointments
Flag incomplete treatment plans
Send follow-up messages after visits

3. Team Accountability

Who followed up with Mrs. Sanchez about her crown? Did someone call back the new patient who asked about Invisalign?

Monday.com makes accountability clear. Each task, lead, or patient is assigned to a team member with clear due dates and status updates. Everyone can see what’s been done and what still needs attention.

No more finger-pointing or confusion. If something’s overdue, the system flags it automatically. This creates a culture of responsibility where each team member knows their role and nothing gets missed.

4. Better Patient Retention

Most dental practices don’t lose patients because of poor care. They lose them because of poor communication. People forget to book their next visit. They feel like a number, not a person. Or they just fall out of touch.

This CRM setup solves that with consistent follow-ups, personalized feedback requests, and smart reactivation campaigns.

Thank-you messages after appointments
Quick feedback forms that make patients feel heard
Automated re-engagement emails for patients you haven’t seen in 6 to 12 months

When patients feel cared for after the visit, they’re more likely to come back and more likely to recommend you to others.

How to Get Started Today

Ready to build a CRM for your dental practice on Monday.com? Getting started is easier than you think and you don’t need to be tech-savvy to do it.

Here’s a quick step-by-step:

Create an account.
Start with a blank workspace. Create a new board called “Patient Journey.”
Add key stages: New Lead, Scheduled, In Treatment, Follow-Up, Inactive.
Use custom columns for patient name, phone number, procedure, assigned staff, and status.
Set up automations to assign leads and send reminders.
Create additional boards for treatment plans, billing, and feedback if needed.

If you’d rather not build from scratch, explore Monday.com’s templates; they’re quite easy to customize.

Next, train your team. Walk through the boards together and show them how to update status, write comments and mention other members.

Don’t aim for perfect, just get started. The beauty of Monday.com is that you can iterate anytime. Need to tweak a column? Add a new stage? It takes seconds.

Build it once, improve it as you grow, and make your CRM work the way you do.