AI & Automation Audit Scope for Dentists

1. Executive Summary

✅ Brief overview of the dental practice.

✅ Key findings and proposed areas of improvement.

✅ Expected impact of AI, automation, and compliance alignment (CQC, GDPR) on efficiency, patient care, and practice valuation.

2. Current Business Analysis

Operations

✅ Analyse patient workflows, bottlenecks, and manual tasks (e.g., recalls, booking, billing).

✅ Review how compliance processes (CQC, infection control, safeguarding logs) are being managed.

Marketing Strategies

✅ Evaluate local visibility: Google reviews, patient testimonials, and online search ranking.

✅ Assess digital marketing campaigns, recall systems, and patient engagement processes.

Sales Processes

✅ Review lead generation from enquiries and patient registrations.

✅ Assess how follow-ups, treatment plan conversions, and recall effectiveness are managed.

Team Productivity

✅ Assess staff roles in patient care, compliance, and admin.

✅ Identify where the principal dentist is still carrying the majority of responsibility.

Systems and Tools

✅ Document existing practice management software, compliance systems, and digital tools in place.

✅ Check for duplication or gaps in patient communication platforms (SMS, email, online booking).

3. AI and Automation Opportunities

Operations

✅ Streamline patient recalls, appointment scheduling, and compliance record-keeping.

✅ Automate reporting for audits (CQC, GDPR, H&S).

✅ Reduce manual data entry and clinical-to-admin handovers.

Marketing

✅ Automate patient review requests post-appointment.

✅ Implement AI-driven local SEO and patient segmentation.

✅ Optimise social media content scheduling and Google Ads retargeting.

Sales

✅ Automate new patient follow-ups and treatment plan reminders.

✅ Implement chatbots to answer FAQs, explain procedures, and support nervous patients.

✅ Reduce missed opportunities by auto-tracking unbooked consultations.

Team Collaboration

✅ AI-driven task prioritisation for compliance deadlines, recalls, and patient comms.

✅ Automating handover notes between clinical and admin teams.

System Integration

✅ Connect practice management software, communication tools, and finance systems.

✅ Ensure seamless data sharing while staying GDPR compliant.

4. Proposed Tools and Solutions

✅ Overview of recommended tools (e.g., CRM/practice management platforms, compliance trackers, AI review systems, automation software).

✅ Comparison of options (cost, functionality, ease of use).

✅ Suggested integrations with existing dental practice software.

5. Potential Impact Analysis

✅ Time savings for the team (target: 40% reduction in admin load).

✅ Cost reductions through streamlined compliance and operational efficiency.

✅ Improved patient flow, recall effectiveness, and satisfaction.

✅ Stronger valuations by proving scalability and compliance readiness.

✅ Metrics to monitor post-implementation (admin time, patient retention, compliance gaps closed).

6. Implementation Roadmap

✅ Phased approach to deploying solutions:

✅ Short-term (quick wins): Automating recalls, review requests, appointment confirmations.

✅ Mid-term: Integrating dashboards for compliance reporting, treatment plan follow-ups, and KPI tracking.

✅ Long-term: Scaling automation across all practice operations, ensuring CQC inspection-readiness and sale-preparedness.

✅ Timeline and milestones agreed with the practice.

7. Training and Change Management

✅ Recommendations for staff training in new tools and processes.

✅ CQC-focused compliance training (infection control, safeguarding, GDPR).

✅ Strategies to encourage adoption of new systems and reduce resistance to change.

✅ Support for the principal dentist to transition away from over-reliance.

8. Sale-Ready Extras (Beyond Automation)

Our audit doesn’t just identify efficiencies – it positions your practice for maximum valuation at exit. These additional checks and recommendations ensure no stone is left unturned:

Owner Dependence Risk

✅ Strategies to ensure the practice runs smoothly without the principal dentist, boosting buyer confidence.

Data Room Preparation

✅ Guidance on structuring contracts, staff training records, compliance documentation, and SOPs so you’re due-diligence and CQC inspection ready.

Customer & Supplier Contracts

✅ Review of supplier agreements (labs, materials, equipment) and patient contracts (NHS/private) to reduce single-point failures.

Recurring Revenue Mapping

✅ Identifying opportunities for predictable income: hygiene plans, patient memberships, recall systems.

KPI Dashboarding

✅ AI-driven reporting to track financial, patient, and operational metrics in real time.
✅ Include compliance KPIs (complaints, wait times, safeguarding, infection control).

Compliance & Risk Checks

✅ Spotlight potential red flags (GDPR, cybersecurity, H&S, infection control gaps) before they derail inspections or deals.

Succession & Team Continuity

✅ Cross-training staff in compliance and admin to reduce key-person risk.
✅ Documenting clinical and operational processes so the practice continues seamlessly.

Brand & Market Positioning

✅ Strengthening Google reviews, patient testimonials, and digital presence.
✅ Ensuring reputation and marketing assets are buyer-ready and patient-trust strong.

Result:

You won’t just be more efficient - you’ll be:

✅ CQC inspection ready
✅ Less dependent on the principal
✅ More trusted by patients and staff
✅ Sale-ready and future-proof, whether you plan to exit in 12 months or 10 years.