For independent dental practices in Dallas–Fort Worth, Houston, Phoenix & Las Vegas
Chairback's callers phone your overdue hygiene patients, unscheduled treatment plans and cancellation list, and book them into openings you release. You approve the list and the script. We make the calls.
The problem
If your office sends recall reminders, the patients still on your overdue list are the ones who didn't respond to them.
Most vendors sell more automation: AI receptionists, text blasts, new-patient ads. None of that reaches a patient who has tuned out your reminders. A person who calls, answers a question and offers a time usually does. Your front desk knows this. They just don't have the hours.
of a practice's patients may be overdue for hygiene, by a Levin Group estimate (2012). Your own recall report is the number that matters.
Dr. Roger Levin, DrBicuspid, 2012Average case acceptance compared with the top 10% of practices in Henry Schein One's 2024 benchmark.
Henry Schein One, Aug 2024What we do
How it works
We sign a service agreement and a HIPAA business associate agreement before any patient information is shared.
A 20-minute setup call. You choose which patients we call and which openings we can fill.
Patients hear your practice's name and your policies, word for word. Start small if you'd like.
Your caller works the list during your office's business hours. You get a weekly report and can count every booking yourself.
Results you can verify
Every number we report, you can check against your own schedule. Chairback is measured the same way at every practice, using reports you already run. A booking is an appointment our caller places in an opening your office released, marked "CB" in the appointment note.
Overdue hygiene patients and unscheduled treatment, from your own reports on day one.
Patients called and reached, and anyone removed from future calls at their request.
Appointments placed by Chairback and tagged "CB" in your schedule.
Appointments kept and the production attached to them, when your practice shares those figures.
These are made-up practices, not client results. They use the same cautious rates as our free audit so you can see how we measure. Your real numbers will differ.
Illustrative example · not a client result
A two-dentist practice with 2,500 active patients, 20% overdue for hygiene, at $250 a visit.
| Overdue patients called | 500 |
| Reached (assumed 40%) | 200 |
| Booked, tagged CB (15% of the list) | 75 |
| Kept, if 80% attend | 60 |
Scheduled: 75 × $250 = $18,750
From kept visits: 60 × $250 = $15,000
To verify: your recall report on day one, the CB-tagged appointments, and attendance and fees from your schedule.
Illustrative example · not a client result
A one-dentist practice with 75 treatment plans presented in the last year and never scheduled, averaging $1,200.
| Open plans called | 75 |
| Reached (assumed 40%) | 30 |
| Booked, tagged CB (about 10%) | 8 |
| Kept, if 80% attend | 6 |
Scheduled: 8 × $1,200 = $9,600
From kept visits: 6 × $1,200 = $7,200
To verify: your unscheduled treatment report, the plan fees, and which booked appointments were completed.
Illustrative example · not a client result
A practice that releases about 4 hygiene openings a week that would otherwise go unfilled, at $250 a visit.
| Openings released per month | 17 |
| Refilled, tagged CB (about 1 in 3) | 6 |
| Kept, if 80% attend | 5 |
Scheduled: 6 × $250 = $1,500 a month
From kept visits: 5 × $250 = $1,250 a month
To verify: which released openings were refilled with a CB tag, and attendance from your schedule. Patients who fill openings may come from the overdue list, so we count each booking once.
All dollar figures are production at the practice's fees, before insurance adjustments. They are not collections, profit or a promise of results.
| This week | Overdue hygiene | Unscheduled treatment |
|---|---|---|
| Patients called | 120 | 30 |
| Patients reached | 48 | 14 |
| Appointments booked (tagged CB) | 11 | 3 |
| Declined or not ready | 22 | 8 |
| Do-not-call requests (removed) | 2 | 0 |
| Questions passed to your team | 4 | 3 |
| Appointments kept (from your schedule, once attendance is in) | Next report | Next report |
Booked is not the same as attended. Kept appointments come from your schedule, not our call notes, and production is reported only when your practice shares it.
Our first practices
Chairback's first practices get the most hands-on version of the service, and their numbers become the benchmark.
What we ask in return
Free · 2 minutes · Results on screen
Six questions, no patient information and no email needed to see your results.
Pricing and terms
Part of what you pay is tied directly to bookings. You get exact numbers for your practice on the discovery call, and everything is in writing before you sign.
Patient information
Who's behind Chairback
Before spending more to win new patients, a practice should have a dependable way to reconnect with the ones who already know it. Chairback is built on that idea.
We work three lists: overdue hygiene, unscheduled treatment, and the openings you approve for short-notice bookings. Every campaign follows your practice's rules, script and scheduling limits, and every booking is tagged so you can see exactly what happened.
As founder, I set up each practice personally, review the weekly report with your team, and keep refining the process based on what the calls show.
Archie Colina, Founder · Chairback is a service of Noctua Growth
The discovery call
Roughly how many patients are overdue, how much treatment is open, and how much time you have to fill.
What a small share of that list is worth at your fees, worked out together.
Whether Chairback makes sense for you. If it does, exact pricing and terms in writing. If not, we'll say so.
We won't ask for patient names or records on the call. Ballpark numbers are enough.
Questions owners ask
Keep them. They reach the patients who respond to reminders. Your overdue list is the people who already ignored those messages. A live caller who can answer a question and offer a time is what moves them.
You approve the script, so patients hear a courteous call from your practice about care they're due for. Anyone who asks not to be called again is removed right away and reported to you.
We sign a HIPAA business associate agreement with your practice before any patient information is shared, and we ask only for what's needed to call and book. Your compliance contact can review the agreements before we start.
Dedicated Chairback coordinators who call during your office's business hours. Each one is trained on your approved script before calling any of your patients.
Then ask one question: is the overdue list getting shorter each month? If it is, you don't need us. If it isn't, we take the calls your team can't get to.
Then hygiene recall isn't the place to start. We can work unscheduled treatment or refill cancellations instead. If you're booked solid for weeks, we're not a fit yet, and we'll say so.
Ask what it was: texts, emails or live calls into your own openings? We make live calls only, you approve every word, and every booking is tagged so you can count it yourself.
A monthly fee plus a fee per booking. You get exact pricing on the discovery call and in writing before you sign. After the first month it's month to month.
15 minutes with Archie. We'll look at your overdue list, open treatment and available time, and tell you honestly whether Chairback can help.