ACE DNTL | STUDIO
Staff Training · Internal

The ACE DNTL Collective

How our patient system works — from first hello to lifelong care — and exactly what each of us does at every step.

A 10-minute walkthrough · use → or tap to advance

Why we built this

One patient. One thread. Never dropped.

A patient might find us through an ad, message us on WhatsApp, book online, then sit in your chair. The Collective ties all of that into a single record — so no one is ever forgotten, double-entered, or lost between systems.

Your job gets easier: everything about a patient lives in one place, and the boring follow-up happens automatically.

Connected care system
The Collective is four parts working together

Four tools, one patient journey

1

The iPad Intake

The form a new patient fills in the chair on their first visit. Where their record is born.

2

The Backend (CRM)

The brain. Every lead & patient, their history, reminders and stages — the single source of truth.

3

The Patient App

Their private “personal space” — booking, aftercare, reminders, rewards. No download, no password.

4

The Rewards

Credits & cashback that bring patients back and turn them into referrers.

We’ll walk through each one — and your exact role in it.

Part One

From stranger to patient

How someone becomes a real ACE DNTL patient — and the one moment that matters most.

Leads becoming a patient
The golden rule

A “lead” is not yet a “patient”.

A lead is anyone who shows interest — an ad click, an Instagram DM, a WhatsApp question. They live in the marketing pipeline.

A patient is born at one precise moment: sitting in the chair and completing the iPad intake. That’s when a real, lasting record is created.

Lead → (comes in & does intake) → Patient
Behind the scenes — you don’t do anything here

The system never makes duplicates

Same person returns

Matched by phone or email → it updates their existing record. No second copy.

Came from an ad

Their record is stamped with where they came from (e.g. “Meta, May”) so we know our marketing works.

Walk-in / referral

Brand-new record created from the intake’s “how did you hear about us?”.

All automatic. You just run the intake — the matching takes care of itself.

Part Two

The iPad Intake

Every new patient fills this in the chair. It’s where the relationship — and the record — begins.

What the iPad does

Two minutes, fully signed, straight to the clinic.

  • ✓Patient completes health history, goals & consent — guided, in their language (EN / ES).
  • ✓A signed medical PDF is emailed to reception automatically — ready for the chart.
  • ✓Their personal app space is created and their private link is sent to their WhatsApp.
iPad intake form
Your role at intake

Reception — three simple things

Before
Hand over the iPad
Make sure it shows the right clinic. Ask them to fill every required field.
→
During
Let them finish
They can’t skip the important parts — the form blocks it. Offer help if they’re unsure.
→
After
Confirm it landed
The signed PDF emails itself automatically the moment they finish — just check the reception inbox (one copy) and file it to the chart.

No button to press — it sends on its own, and the screen shows “Sent to reception ✓”. Only if it ever fails does a “Download PDF” button appear; grab it and file it by hand.

Part Three

The Patient App & the magic link

Not an app-store download. A private space that opens with one tap — no password, ever.

Magic link login
How it works

One link. Tap. They’re in.

After intake, the patient gets a WhatsApp message with a personal link. They tap it and the app opens — already signed in, welcoming them by name. No username, no password to remember.

Inside: their appointments, aftercare videos, reminders, rewards and a chat trained by ACE dentists.

Passwordless · private · GDPR-protected
The key habit we want

Add it to the home screen.

When the patient adds the link to their phone’s home screen, it becomes a real app icon — no App Store, nothing to download. That’s what keeps them connected: reminders, rebooking, aftercare, reviews.

This is the thing we encourage every patient to do — and it’s tied to the €50 (next slide).

Add app to home screen
Part Four · The most important staff check

The €50 consultation & the home-screen check

This is the one rule everyone must get right at checkout.

Verify app for €50 credit
The deal we offer the patient

Today’s consultation is on us — if they keep the app.

We tell patients: add ACE DNTL to your home screen and the €50 consultation is free. It’s their reward for staying connected with us.

So at checkout, you check the phone. App on the home screen → consultation is free. No app → the €50 consultation is charged.

After every appointment — checkout

The home-screen check, step by step

  • 1When the appointment is done, before they pay, ask: “May I see the ACE DNTL app on your phone’s home screen?”
  • ✓It’s there → the consultation is free. Thank them, and the €50 credit is applied.
  • €It’s not there → kindly offer to add it with them in 20 seconds. Still no → the €50 consultation is charged.
  • ↻Need to add it? Open their WhatsApp link → tap “Open my space” → Share → Add to Home Screen. Done.

Be warm, never pushy — it’s a gift, not a penalty. Most patients happily add it once they understand it’s free care + reminders.

Part Five

The rewards that bring them back

Three ways patients earn — and one of them puts real cash in a referrer’s pocket.

Know these so you can explain them

Three reward programs

Store credit

€50 referral credit

A patient refers a friend. When the friend attends, the referrer gets €50 credit toward their own treatment.

Store credit

€50 Google review

Leave a verified Google review → €50 credit. Builds our reputation, rewards the patient.

Real cash

5% Ambassador

An ambassador’s referred patient completes treatment → ambassador earns 5% cash of the final amount. Staff-approved payout.

Credit = money off their own treatment. Cashback = the only program that pays real money out. Launching soon — learn it now so you’re ready.

What you’ll see in the CRM — soon

How we’ll track “Referred by …”.

When the rewards programme launches, a referred patient will show a “Referred by [name]” badge and land in the Smile Assessment tab as a lead — exactly like a website assessment, but you’ll see who sent them.

That’s how we’ll follow a referred patient to the end and pay the right person. Coming soon — for now, note referrals by hand.

Referral and reward loop
Part Six

Your playbook, by stage

The whole journey on one page — what happens, and what you do.

The patient journey end-to-end

Every stage, every action

Arrives
New patient
You: hand over the iPad, pick the clinic.
→
Intake
Record born
You: confirm the PDF reached reception.
→
Treatment
In the chair
Clinician: care as normal. Add treatment notes.
Checkout
€50 check
You: see the app on their home screen → free. If not → charge €50.
→
Aftercare
Stays in the loop
Automatic: reminders, recall, aftercare via app + WhatsApp.
→
Returns
Rebooks / refers
Automatic reminders bring them back. Rewards & referral payouts — coming soon.
Quick reference

Always & never

Always
  • ✓Run the iPad intake for every first-time patient.
  • ✓Check the home-screen app at every checkout.
  • ✓Offer to add the app with them — make it effortless.
  • ✓Work the CRM Today list — those are the patients who need a human reply.
Never
  • ✕Don’t give the free consult if the app isn’t on the home screen.
  • ✕Don’t tell patients to “download an app” — there’s nothing to download.
  • ✕Don’t create patient records by hand for ad leads — intake does it.
  • ✕Don’t be pushy — it’s a gift, framed warmly.
If you remember one thing

“Show me your ACE DNTL app — your consult’s on us.”

Run the intake. Check the home screen. Keep every patient in the loop. That’s the Collective.

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