SGA Dental Partners

Technology Stack Overview

Operations, Clinical, and Marketing Systems

Prepared: April 17, 2026 • Owner: SGA Growth Team • Status: Confidential

Executive Summary

SGA runs two interlocking tech stacks. The Operations & Clinical stack powers day-to-day practice performance: patient management, imaging, analytics, and front-desk productivity. The Marketing & Growth stack ties demand generation back to revenue through call attribution, CRM, website infrastructure, and unified reporting.

Adoption is strong across operations (most systems above 78%). The marketing stack is consolidating around GoHighLevel as the single CRM across our 260+ practice portfolio, with call attribution, HIPAA-safe eventing, and phone analytics as the near-term activation layer. TrueLark is being phased out; Neurality is in pilot for phone analytics. The intelligence layer funnels into SGA3P, our Perfect Practice Platform, which activates BI insights into practice-level action.

Practices
260+
Active SGA locations
Ops Systems
10
Clinical + back-office
Marketing Systems
8
Demand to revenue
Avg Ops Adoption
84%
Weighted across portfolio

Operations & Clinical Stack

10 systems

Adoption Key

Strong   80%+
Needs Work   50-79%
Critical   <50%
Business Function Value Add Solution Adopted Monthly Notes

Marketing & Growth Stack

8 capabilities
Capability Value Add Solution Monthly Notes

Visual Dashboard

At a glance

Scannable view of adoption, spend, and gaps across the portfolio.

Ops Monthly / Practice
-
Sum of reported costs
Marketing Monthly / Practice
-
Midpoint of ranges
Portfolio Run-Rate
-
Est. across 260 practices
Biggest Gap
TrueLark
61% adoption

Adoption by System

Operations stack, sorted high to low. Color reflects the Strong / Needs Work / Critical tier.

Monthly Cost Per Practice

Bars scaled to the highest per-system cost. Marketing ranges use their midpoint.

Tool Catalog

-

Every system in one place. Search by name or filter by stack/status.

Data Flow: How the Stack Connects

Two flows run the business. The Operational Data Flow shows how demand moves from the front door into the practice, up into intelligence, and out through the SGA3P Perfect Practice Platform to activate insights at every location. The Marketing Flow shows demand generation end-to-end, from consumer search through website, capture, engagement, and attribution.

Color Key

Marketing
Operations (Practice)
Clinical
Phased out / not aligned
Pilot / In testing

Operational Data Flow

Front door → capture → practice → intelligence → activation
1 · Demand & Front Door 2 · Capture & Engage 3 · Practice Operations 4 · Intelligence 5 · Activation Website & Landing Pages WordPress · Webflow · AI builder TrueLark · AI Chat Phasing out. Replaced by GHL Peer Logic · Phone VOIP + call center infra Paid Media & SEO Google · Meta · organic · GBP Patient Prism AI call scoring & coaching Neurality · Pilot Phone analytics. In testing CallRail DNI · recordings · AI scoring Priority: roll to 100% GoHighLevel CRM · automation · pipelines Standardized across portfolio Freshpaint HIPAA-safe events. Not yet aligned Modento Confirmations · intake · reviews Pearly Patient balance collection Patient Management System Dentrix · Eaglesoft · Open Dental TeamCare connector · 96% adoption Dexis · Imaging Clinical imaging & diagnostics Dental Intel Practice-level analytics · 95% Method · Procurement 100% adoption · supplier cost savings LTV Attribution Loop Source → patient → production Microsoft Power BI Corporate analytics 96% adoption Custom, iterative Primary BI layer Data Warehouse Postgres Azure Optional layer BI is primary Marketing Dashboards CPL · CPBC · ROI By practice, service line Attribution rollups AI Intelligence LLMs · predictive models Anomaly + recall scoring SGA Platform SGA3P Perfect Practice Platform The activation layer sitting on top of BI, the warehouse, marketing dashboards, and AI intelligence. What it does • Surfaces the next right move • Pushes tasks to practice managers • Closes the attribution loop • Benchmarks practice vs portfolio • AI-driven recommendations • Feeds back to GHL & DPMS SGA3P → tasks & recommendations push back to GHL and practice ops

Marketing Flow: Demand Generation

Consumer search → website → capture → engage → measure

A dedicated view of how demand is created, captured, and attributed. This is the layer GHL plugs into for every practice, whether general dentistry, specialty, or advanced care.

1 · Consumer Search 2 · Website & Landing 3 · Capture & Track 4 · Engage & Convert 5 · Measure & Optimize Paid Search Google Ads · Bing High-intent procedure terms Paid Social Meta · TikTok · YouTube Awareness + retargeting Organic SEO Local search · blog content Service-line landing pages Google Business Profile Hours · services · posts The #1 local discovery surface PromoRepublic Reputation · review gen Multi-location social scheduling Directories & Referrals Yelp · Healthgrades · Nextdoor Community & Events Sponsorships · local activation Website Platforms WordPress + Elementor Webflow · custom AI builder Service-Line Landing Pages Conversion-optimized per offer Implants · Invisalign · FARCH Hosting & Infrastructure Cloud hosting · CDN · DNS SSL · uptime · speed DAM / Asset Library Before/afters · practice photo Brand assets per location Creative Development Figma · Adobe CC · Canva AI: Claude · Midjourney · Runway Video: CapCut · Descript On-Page Chat & Forms GHL widgets · booking flows SEO Technical Layer Schema · sitemaps · Core Web Vitals CallRail Dynamic number insertion Recordings · AI call scoring GoHighLevel Forms Web forms · chat widgets Booking calendars per provider Freshpaint HIPAA-safe event streaming Not yet aligned Ad Platform Pixels Google Ads · Meta Pixel Server-side events (CAPI) UTM & Source Tracking Campaign · medium · content Persisted to GHL contact Session Analytics GA4 · heatmaps Funnel drop-off analysis GoHighLevel (CRM) Single CRM across 260 practices Pipelines · workflows · SMS Email · voice drops · reviews Speed-to-Lead Engine <5 min SMS + outbound call Automated if no human answer Nurture Sequences Drip by service line + stage Reactivation for overdue pts Booking & Pipelines Practice-specific pipelines Stage automation & routing DPMS Read/Write TeamCare · Dentrix API Open Dental · Eaglesoft Appt booked → DPMS; visit → GHL Modento Handoff Confirmations · intake Post-visit reviews Marketing Dashboards Power BI surfaces CPL · CPBC · ROI By practice, service, channel LTV Attribution Loop Source → patient → production PMS revenue ties back to channel AI Intelligence Predictive CPL / recall Copy & creative testing Optimization Feedback Ad spend reallocation Audience + keyword tuning SGA3P Activates insights into tasks Recommendations to practice managers & marketing ops Optimization feedback: budget, audience, creative reallocated upstream

Customer Journeys · GoHighLevel Playbook

Three patient-acquisition models, three GHL implementations. This is the playbook our GoHighLevel consultants build against: stages, triggers, automations, integration points, and how GHL reads and writes to the DPMS layer (TeamCare / Dentrix / Eaglesoft / Open Dental) at every step.

General DentistryHigh volume, low ticket. Speed-to-lead wins. 10 stages.
Specialty (B2B)Customer is the referring GP. Loyalty through communication. 8 stages.
Advanced CareHigh AOV, long cycle. Dual pipeline. 11-stage long-cycle close.

General Dentistry: DTC, Low Ticket, High Volume

The workhorse journey. Hygiene, restorative, and family dentistry fueled by local demand. GHL's job: speed, consistency, recall. Never let a lead wait. Never let a patient lapse. Always fill the chair.

AOV
$400 to $900
Cycle
Same day to 2 weeks
Primary KPIs
Speed-to-lead, booking rate, no-show rate, 6-mo recall rate

Tri-Rail Flow · Customer experience, data flow, GHL pipeline stage

Customer Data Flow GHL Stage Start here → 1 Awareness 2 Interest 3 Capture 4 Contact 5 Booking 6 Pre-Visit 7 Visit 8 Post-Visit 9 Recall 10 Loyalty Searches onlineGBP, ads, referral Reads reviewsWebsite, insurance Calls or formsRequests info Answers SMSInsurance checked Picks time slotConfirms Fills intakeGets reminders In-chair visitTreatment Leaves reviewPays balance Gets recall pingRebooks Adds familyAccepts upsells UTMs taggedPaid, SEO, GBP GA4, pixels fireAudiences synced CallRail, GHL formContact created GHL workflowReads DPMS eligibility GHL writes apptTeamCare to DPMS Modento, GHLIntake to chart DPMS, DexisProduction to GHL GHL, PearlyReview request SMS GHL recall cadenceDPMS overdue read GHL lifecycleFamily group read Pre-leadNo contact yet Pre-leadAnonymous visit New LeadUTM attached ContactedSLA under 5 min BookedAppt confirmed Pre-VisitNo-show risk tag CompletedProduction logged Post-VisitReview, balance RecallActive or overdue LoyaltyFamily, upsell Every stage aligns vertically across the three rails: read a column top-to-bottom to see what the patient experiences, what data fires, and what GHL state the contact sits in.
Customer Journey Data Flow GHL Pipeline Stage

Funnel KPIs: General Dentistry Patient Funnel

Volume-driven funnel. Contact speed, insurance verification, and 6-month recall execution are the biggest lift points.

1. Leadsform, call, chat
2. Contactedwithin SLA
3. Qualifiedins. verified
4. Bookedscheduled
5. Showedkept appt
6. Treatedproduction
7. Recalled6-mo rebook

KPI Ratios · Instrumentation Required

Contact Rate
Contacts / Leads
Healthy range65 to 75%
Qualification Rate
Qualified / Contacted
Healthy range70 to 85%
Booking Rate
Booked / Qualified
Healthy range80 to 90%
Show Rate
Showed / Booked
Healthy range85 to 92%
Treatment Completion
Treated / Showed
Healthy range92 to 98%
6-Mo Recall Rate
Recalled / Treated
Healthy range55 to 70%
AOV
Average Order Value
Target$400 to $900
RPL
Revenue Per Lead
Target$200 to $500

GHL must expose these eight ratios per practice per month. Feeds the General Dentistry dashboard and benchmarking in SGA3P.

Stage Detail · Trigger, channel, GHL action, tech, DPMS read/write

Stage detail:
1 AwarenessToothache, new to area, insurance change, family referral. PaidSEOGBP

Toothache, new to area, insurance change, family referral.

ChannelGoogle search, GBP, Meta, TikTok, organic social, Yelp
GHL Action

Source-aware landing page UTMs set per campaign. No contact yet: anonymous attribution starts here.

Tech
PaidSEOGBPPromoRepublic
DPMS

No read or write yet.

2 InterestVisits website, checks reviews, scans insurance page. WebsiteGA4Meta Pixel

Visits website, checks reviews, scans insurance page.

ChannelWebsite, landing page, on-page chat
GHL Action

Behavioral tags on visit. Retargeting audiences synced to ad platforms. Chat widget primed.

Tech
WebsiteGA4Meta Pixel
DPMS

No read or write yet.

3 Lead CaptureFills form, calls office, starts chat. GHLCallRail

Fills form, calls office, starts chat.

ChannelCallRail DNI, GHL web form, GHL chat widget
GHL Action

Contact created with UTM, source, call recording. Pipeline stage set to "New Lead".

Tech
GHLCallRail
DPMS

Read existing patient match on phone or email.

4 Contact & QualifyWaits for a response. Does not wait long. GHL SMSPeer LogicTeamCare

Waits for a response. Does not wait long.

ChannelGHL workflow, SMS, outbound call
GHL Action

Under 2 min SMS ack plus outbound call task. Escalate to practice manager if no human answer in 5 min.

Tech
GHL SMSPeer LogicPatient Prism
DPMS

Read insurance eligibility via TeamCare.

5 BookingSchedules an appointment. GHLTeamCare

Schedules an appointment.

ChannelGHL booking calendar or office-assisted
GHL Action

Appointment written to DPMS. Pipeline moves to "Booked". Confirmation SMS and email fire.

Tech
GHLTeamCare
DPMS

Write appointment to DPMS via TeamCare.

6 Pre-VisitGets intake forms and reminders. ModentoGHL

Gets intake forms and reminders.

ChannelModento plus GHL
GHL Action

No-show risk tag if intake not completed 24h prior. Fires callback task to front desk.

Tech
ModentoGHL
DPMS

Write intake data into chart.

7 VisitShows up, gets treated. DentrixEaglesoftDexis

Shows up, gets treated.

ChannelIn-office clinical
GHL Action

Visit status syncs back from DPMS. Pipeline moves to "Completed". Treatment plan noted in contact custom fields.

Tech
DentrixEaglesoftDexis
DPMS

Read visit and production amount back into GHL.

8 Post-VisitLeaves office, gets follow-up. GHLPearlyModento

Leaves office, gets follow-up.

ChannelGHL automation
GHL Action

Review request fires 1hr post-visit via SMS. Balance handoff to Pearly. Recall pre-scheduled 6 months out.

Tech
GHLPearlyModento
DPMS

Write next appointment to DPMS.

9 Recall & ReactivationApproaches 6-month mark or overdue. GHLPeer Logic

Approaches 6-month mark or overdue.

ChannelGHL recall workflow
GHL Action

Multi-channel recall cadence: SMS, email, voice drop. Tiered reactivation for 9mo+ overdue. Personal outreach for 18mo+ lapsed.

Tech
GHLPeer Logic
DPMS

Read last visit and overdue status daily.

10 Loyalty & Family GrowthTrusts the practice, has family and friends. GHL

Trusts the practice, has family and friends.

ChannelGHL lifecycle campaigns
GHL Action

Birthday and anniversary touches. Family-member add campaign. Targeted upsells: whitening, Invisalign, night guards.

Tech
GHL
DPMS

Read family group and treatment gaps.

GHL Configuration Essentials

ConfigurationDetail
Pipeline name"General: New Patient" · stages: New Lead → Contacted → Qualified → Booked → Completed → Recall
Speed-to-lead SLAUnder 2 min SMS auto-fire, 5 min human callback, 15 min escalation ping to practice manager
Custom fields (required)Insurance carrier, referral source, preferred provider, family group ID, last visit date, next recall due
Tagssource:*, service:*, insurance:*, lifecycle:new|active|overdue|lapsed
Automation triggersForm submit, inbound call, DPMS appt created, DPMS visit completed, recall due, review received
DPMS sync cadenceReal-time for appts and visits via TeamCare API. Nightly full sync for treatment plans and family groups.

Specialty: B2B Referral (Endo, Perio, OMS, Pedo, Ortho)

The customer in GHL is the referring general dentist, not the patient. GHL's job: win GP mindshare, route referrals instantly, close the loop with progress reports. A GP who gets a fast, communicative experience refers again.

Case Value
$1,200 to $6,000
Cycle
24 hours to 2 weeks to book, 1 to 6 months clinical
Primary KPIs
Active referring GPs, referrals per month per GP, response time, GP retention rate

Tri-Rail Flow · GP experience, data flow, GHL pipeline stage

GP Experience Data Flow GHL Stage Start here → 1 Prospect 2 Outreach 3 Activation 4 Referral Intake 5 Progress Report 6 Retention 7 Expansion 8 Advocacy GP unawareRefers elsewhere Meets the repLunch, email, visit Sends first caseTrial referral Expects fast pickupSpeed signals care Reads consult notesSees outcome Gets quarterly recapCE, events Adds service linesNew providers refer Intros peersTestimonial GHL firmographicsTerritory segment GHL email, SMSRep tasks assigned Referral loggedThank-you fires Patient linked to GPUnder 2hr SLA GHL PDF, DAM linkDPMS notes read Production rollupDPMS by-GP read Tier upsell trackGap analysis Advocacy workflowReward event ProspectNot yet contacted OutreachMulti-touch cadence ActivatedFirst referral in Case Booked48hr target Report SentLoyalty engine RetainedSilver to Gold tier ExpandedMulti-service GP AdvocatePlatinum tier Patient case pipeline runs in parallel beneath the GP pipeline, linked by the referred_by_gp_id custom field.
GP Experience Data Flow GHL Pipeline Stage

Funnel KPIs: Specialty GP Partner Funnel

Relationship-driven funnel. Speed of response to referrals and quality of GP progress reporting drive retention and expansion.

1. GP ProspectsTAM
2. GPs Engagedrep-touched
3. GPs Activatedfirst referral
4. Active Referring1+ in 90 days
5. Consistent2+ / month
6. Top-Tier5+ / month

KPI Ratios · Instrumentation Required

Engagement Rate
Engaged / Prospects
Healthy range40 to 60%
Activation Rate
Activated / Engaged
Healthy range20 to 35%
Consistency Rate
Consistent / Activated
Healthy range50 to 70%
Top-Tier Rate
Top-Tier / Consistent
Healthy range20 to 35%
Referrals / Mo / Active GP
Monthly throughput
Healthy range1.5 to 4.0
GP 12-Month Retention
Retained / Activated yr-prior
Healthy range75 to 90%
Avg Case Value
Revenue / Completed Case
Target$1.2K to $6K
Revenue per Active GP
Annual revenue / Active GP
Target$30K to $120K

GHL must expose these eight ratios per practice per month. Feeds the Specialty dashboard and GP scorecards in SGA3P.

Stage Detail · The GP is the contact. Patient data feeds the loop.

Stage detail:
1 GP ProspectingLocal GP who does not refer yet or under-refers. ZoomInfoGBP

Local GP who does not refer yet or under-refers.

ChannelRep territory list, ADA database, GBP research, competitor analysis
GHL Action

GP contacts created with firmographics. Segmented by zip, specialty mix, practice size.

Tech
ZoomInfoGBP
DPMS

No read or write yet.

2 GP OutreachIntro email, rep lunch, in-office visit request. GHLPromoRepublic

Intro email, rep lunch, in-office visit request.

ChannelGHL email and SMS, rep visit, lunch and learn
GHL Action

Multi-touch outreach sequence (email, SMS, mail). Rep visit tasks auto-assigned by territory. RSVP tracking for events.

Tech
GHLPromoRepublic
DPMS

No read or write yet.

3 GP ActivationSends first referral. GHLDPMS Write

Sends first referral.

ChannelReferral form, phone, fax, email
GHL Action

GP moves to "Activated" pipeline stage. Welcome kit triggered. Rep notified for thank-you touch within 24h.

Tech
GHL
DPMS

Write GP as referral source on patient chart.

4 Referral Intake & Patient BookingPatient needs to be seen fast. Speed is a retention signal. GHLCallRail

Patient needs to be seen fast. Speed is a retention signal.

ChannelGHL intake form from GP plus inbound call
GHL Action

Patient contact created and linked to GP. Under 2hr response SLA. Auto-notify GP "we received [patient]". Book within 48h target.

Tech
GHLCallRail
DPMS

Write patient and referral source. Read appointment confirmation.

5 Progress Reporting to GPTreatment delivered. This is the loyalty engine. GHLDAM

Treatment delivered. This is the loyalty engine.

ChannelAutomated GHL workflows tied to DPMS events
GHL Action

GP receives consult summary, treatment plan, completion report, imaging link via DAM. GPs refer again because we communicate.

Tech
GHLDAM
DPMS

Read treatment progress and clinical notes for GP-facing report.

6 GP RetentionQuarterly touchpoints, CE, events. GHLPromoRepublic

Quarterly touchpoints, CE, events.

ChannelGHL cadence plus in-person
GHL Action

Scheduled rep visits. Quarterly production report ("you referred X cases, we completed Y, avg value Z"). CE invites. Holiday gifting workflow.

Tech
GHLPromoRepublic
DPMS

Read production rollup by referring GP.

7 GP ExpansionAdding service lines or providers in the GP's office. GHLDPMS Read

Adding service lines or providers in the GP's office.

ChannelRelationship-based
GHL Action

Tier system triggers upsell tracks (e.g., refers endo only, pitch perio and implant surgery). Introduce additional providers in GP office as referrers.

Tech
GHL
DPMS

Read referral patterns and gaps.

8 GP AdvocacyRefers peers, joins events, gives testimonial. GHL

Refers peers, joins events, gives testimonial.

ChannelGHL advocacy workflows
GHL Action

Top-tier GPs invited to advisory and co-marketed. Peer intro program with reward. Testimonial harvest for marketing.

Tech
GHL
DPMS

No read or write.

Patient Side · Runs in parallel, feeds the GP loop

Patient TouchpointWhat GHL doesWhy it matters to the GP
Patient intake confirmationSMS and email within 2 hours of receiving referralGP knows we picked up the ball fast
Appointment schedulingBooked within 48h target, written to DPMSPatient experience reflects back on the GP who referred them
Consult summary to GPAuto-send PDF within 24h of consultCloses the first loop. GP sees their referral was taken seriously.
Treatment completion reportFull summary plus images to GP portal or emailGP stays informed of outcome. Sets up continuity of care.
Patient return to GPGHL handoff note: "Patient ready to return for restorative"Respects the referral relationship. Builds trust for next referral.

GHL Configuration Essentials

ConfigurationDetail
Contact typesTwo: GP (referring doctor) and Patient. Related by custom field "referred_by_gp_id".
Pipelines(1) GP Relationship Pipeline. (2) Patient Case Pipeline. Linked by relationship field.
GP tiersPlatinum (5+ per month), Gold (2-4 per month), Silver (1 per month), Cold (0). Automated tagging based on rolling 90-day referrals.
Critical SLAsReferral acknowledgment under 2hr, consult scheduled under 48hr, GP report sent under 24hr post-event.
GP-facing commsConsult summary, treatment plan, progress update, completion report. All automated but branded as from the treating specialist.
DPMS syncReferral source field written to DPMS at booking. Production-by-GP rollup read nightly for retention reports.

Advanced Care: Full Arch, High-End Cosmetic (Super GPs)

Advanced Care practices are super-GPs: they deliver general dentistry and restorative, but their growth engine is high-ticket services (full arch, cosmetic, sedation, complex implantology). They run two parallel GHL pipelines: General Dentistry for volume, Advanced Care for the long-cycle, high-AOV closes.

Advanced AOV
$15,000 to $60,000+
Cycle
2 weeks to 6 months to close, 3 to 18 months to deliver
Primary KPIs
Consult-to-close rate, financing approval rate, case AOV, time-to-close, LTV per lead
Pipeline A

General Dentistry Arm

Same 10-stage structure as the General Dentistry journey

The General Dentistry arm runs the same playbook: GBP, speed-to-lead, DPMS booking, recall. Key difference in this context is cross-pollination hooks. General patients who exhibit advanced-care signals (terminal dentition, failing bridgework, cosmetic interest, anxiety or sedation need) get automatically flagged into the Advanced Care nurture track.

Cross-Pollination SignalHow GHL detectsAction
Multiple failing restorationsDPMS chart tag or treatment plan keywordTag contact "adv:prospect". Add to Advanced Care education drip. Alert treatment coordinator.
Implant interest on intakeModento intake form answerRoute to implant consult pipeline. Send pricing guide and financing info.
High-value cosmetic inquiryService-line form, keyword in chatMove to Advanced Care pipeline stage 1.
Financing pre-approvalCareCredit or Cherry integration eventPriority-route to treatment coordinator. Schedule longer consult.
High production potentialTreatment plan over $5,000 in DPMSAdvanced Care nurture track. Trigger financing pre-qual workflow.
Pipeline B

Advanced Care Long-Cycle

11 stages, consultative sales motion

Tri-Rail Flow · Patient experience, data flow, GHL pipeline stage

Patient Data Flow GHL Stage Start here → 1 Awareness 2 Research 3 Lead 4 Triage 5 Consult Book 6 Consult 7 Plan Present 8 Close 9 Deliver 10 Reveal 11 Advocate Sees ad, videoEvent trigger Researches weeksPricing, cases Requests consultNot yet ready to buy Qualifying callWith coordinator Books consultDeposit possible In-office consultCBCT, records Plan presentedPrice, financing Signs, depositsSchedule built Multi-month careSurgery to final Final smileReveal moment Refers, maintainsAnnual touch-ups UTM, audiencesPaid, YouTube, Meta GHL nurture dripResearching tag Priority SMS, TC alertCallRail routing Financing pre-qualPrism scoring GHL writes consult3-touch reminder DPMS, CBCT, DexisPlan draft read GHL proposalCareCredit, Cherry Stripe depositDPMS multi-stage write Phase milestonesDPMS read fires next DAM, review requestTestimonial consent GHL lifecycleLTV attribution loop AnonymousAudience only ResearchingNurture drip New Consult ReqTC assigned TriagedQualified Consult BookedPre-consult packet Plan Building24-48h SLA Plan PresentedFinancing Pending Closed-WonDeposit paid In TreatmentPhase automations DeliveredReview captured AdvocateLTV expansion Long-cycle, consultative, high-consideration. Every data-flow column maps to an AOV-relevant DPMS read or write.
Patient Experience Data Flow GHL Pipeline Stage

Stage Detail · Long-cycle, consultative, high-consideration

Note: the General Dentistry arm of this practice runs the same 7-stage patient funnel structure documented in the General Dentistry journey above. The Advanced Care pipeline below is the high-AOV complement.

Stage detail:
1 AwarenessYears of dental problems, dentures failing, social driver, before-and-after seen online. Paid SearchYouTubeMeta

Years of dental problems, dentures failing, social driver (wedding, reunion), before-and-after seen online.

ChannelHigh-intent Google Ads, YouTube pre-roll, Meta video, influencer
GHL Action

UTM-tagged landing pages by service line. Custom audiences built for retargeting.

Tech
Paid SearchYouTubeMeta
DPMS

No read or write yet.

2 ResearchMultiple visits across days or weeks. Consumes pricing, cases, FAQs. WebsiteDAMGHL

Multiple visits across days or weeks. Consumes pricing, cases, FAQs.

ChannelService-line landing page, case gallery, pricing guide download
GHL Action

Pricing guide download creates contact with "researching" tag. Content nurture drip over email and SMS. Retargeting intensifies.

Tech
WebsiteDAMGHL
DPMS

No read or write yet.

3 Lead / Consult RequestFills consult form or calls. Ready to talk, not yet ready to buy. GHLCallRail

Fills consult form or calls. Ready to talk, not yet ready to buy.

ChannelConsult form, CallRail, chat
GHL Action

High-priority tag. Immediate SMS ack. Treatment coordinator notified within 5 min. Pipeline moves to "New Consult Request".

Tech
GHLCallRail
DPMS

Read prior visit history if existing patient.

4 Triage CallPhone consult with treatment coordinator. GHLPeer LogicPatient Prism

Phone consult with treatment coordinator.

ChannelTrained TC call, 30 to 60 min
GHL Action

Qualifying call covers timeline, budget, health, decision-making process. Pre-qualify financing. Send CBCT-needed instructions.

Tech
GHLPeer LogicPatient Prism
DPMS

No DPMS write yet.

5 Consult BookedAgrees to come in for diagnostic consult. Deposit may be held. GHLModento

Agrees to come in for diagnostic consult. Deposit may be held.

ChannelGHL booking and confirmation
GHL Action

Consult appointment created. Pre-consult packet sent (forms, what-to-expect, financing options). 3-touch reminder cadence to minimize no-show.

Tech
GHLModento
DPMS

Write consult appointment to DPMS.

6 Consult & DiagnosticsIn-office: records, CBCT, photos, clinical exam. CBCTDexisDPMS

In-office: records, CBCT, photos, clinical exam.

ChannelIn-office clinical
GHL Action

Consult outcome status syncs back. Pipeline moves to "Plan Building". 24 to 48h SLA to present plan.

Tech
CBCTDexisDPMS
DPMS

Read consult outcome and treatment plan draft.

7 Plan PresentationReceives treatment plan, price, financing options. GHLCareCreditCherry

Receives treatment plan, price, financing options.

ChannelIn-office or virtual plan presentation, digital proposal
GHL Action

Proposal sent via GHL with digital signature. Financing apps (CareCredit, Cherry, Sunbit) pre-filled. Pipeline moves to "Plan Presented".

Tech
GHLCareCreditCherryDAM
DPMS

Read plan codes for insurance maximization.

8 Close & DepositSays yes, financing approved, deposit paid. GHLStripeDPMS Write

Says yes, financing approved, deposit paid.

ChannelGHL contract plus Stripe or payment processor
GHL Action

Contract signed. Deposit collected. Pipeline moves to "Closed-Won". Multi-stage treatment schedule built across months.

Tech
GHLStripe
DPMS

Write case to DPMS. Multi-stage appointments booked.

9 Treatment DeliveryMulti-month treatment: surgery, healing, provisional, final. DPMSDexisGHL

Multi-month treatment: surgery, healing, provisional, final.

ChannelIn-office, clinical team
GHL Action

Milestone-based automations. Each phase completion triggers educational content, care instructions, next-step confirmations. Manages patient anxiety with touch points.

Tech
DPMSDexisGHL
DPMS

Read each phase completion. Triggers next GHL workflow.

10 Reveal & ReviewFinal smile, emotional moment. DAMGHLPromoRepublic

Final smile, emotional moment.

ChannelIn-office plus post-op
GHL Action

Professional before-and-after photos to DAM. Review request with specific prompts. Testimonial consent form. Social media feature request.

Tech
DAMGHLPromoRepublic
DPMS

Read final treatment records.

11 Advocacy & LTV ExpansionHigh satisfaction. Wants to refer. May need touch-ups. GHLPromoRepublic

High satisfaction. Wants to refer. May need touch-ups.

ChannelGHL lifecycle plus personal outreach
GHL Action

Referral incentive program. Annual maintenance recall. Family and friends outreach campaign. Testimonial amplification via PromoRepublic. Touch-up pipeline for yearly maintenance.

Tech
GHLPromoRepublic
DPMS

Read annual maintenance due dates.

Funnel KPIs: Dental Implant / Full Arch Example

Instrumentation spec that GHL must produce for every Advanced Care practice. This is the framework. Benchmarks and numeric values are populated per practice during configuration.

1. Gross LeadsBenchmark
2. Qualified LeadsBenchmark
3. ContactsBenchmark
4. Consults ScheduledBenchmark
5. Consults HeldBenchmark
6. SalesBenchmark
7. Revenue$

KPI Ratios · Instrumentation Required

Contact Rate
Contacts / Gross Leads
Healthy range55 to 70%
Qualification Rate
Qualified / Gross
Healthy range30 to 45%
Appointment Rate
Consults Scheduled / Qualified
Healthy range55 to 75%
Show Rate
Held / Scheduled
Healthy range65 to 80%
Close Rate
Sales / Held
Healthy range25 to 40%
Lead to Sale
Sales / Gross Leads
Healthy range3 to 8%
AOV
Average Order Value
Target$18K to $40K
RPL
Revenue Per Lead
Target$600 to $1.8K

GHL must expose these eight ratios per practice per month. Feeds the Advanced Care dashboard and benchmarking in SGA3P.

GHL Configuration Essentials · Advanced Care specifics

ConfigurationDetail
Pipeline structureTwo linked pipelines per practice: (A) General Dentistry, (B) Advanced Care. Contacts move between via signal triggers.
Advanced Care stagesNew Consult Request → Triaged → Consult Booked → Consulted → Plan Presented → Financing Pending → Closed-Won → In Treatment → Delivered → Advocate
Treatment coordinator roleDedicated TC owns all Advanced Care leads post-triage. Daily task list driven by GHL. Call recordings scored via Patient Prism or Neurality.
Financing integrationsCareCredit, Cherry, Sunbit. Pre-qual webhooks feed approval status into GHL for priority routing.
Custom fields (Advanced)Service line, AOV estimate, financing status, anxiety or sedation needs, decision-maker role, timeline urgency, case complexity tier, TC assigned.
Long-cycle nurtureSegment-specific drips over 30, 60, 90, 180 days for non-closers. Re-engagement at financial calendar events (tax refund, bonus season).
DPMS write-backMulti-stage treatment schedule written to DPMS at close. Each phase completion read back into GHL to fire next automation. Production rollup per case for ROI attribution.
LTV attributionCase closed plus production delivered attributes back to originating channel in marketing dashboards. AI recommends budget shifts via SGA3P.

Financial Model: Tech Stack Cost and Revenue Lift

The business case for the full tech stack. Monthly and annual costs at per-practice and portfolio scale (260 practices), paired with a conservative revenue-lift framework tied directly to the KPIs each capability moves. The spend is measured in thousands per practice per month. The lift is measured in millions across the portfolio annually.

Portfolio Cost Summary

Per-practice and at scale
Ops / Practice / Mo
-
Operations stack
Marketing / Practice / Mo
-
Marketing stack
Combined / Practice / Mo
-
All-in per location
Portfolio Monthly Run-Rate
-
Across 260 practices
Portfolio Annual Run-Rate
-
12-month projection

Marketing Tech Stack Costs

Portfolio scaled to 260 practices
Tool Per-Practice Monthly Per-Practice Annual Portfolio Monthly Portfolio Annual Status

Operations Tech Stack Costs

Portfolio scaled to 260 practices
Tool Per-Practice Monthly Per-Practice Annual Portfolio Monthly Portfolio Annual Status

Revenue Lift Framework

Conservative, defensible estimates

The capabilities below each map to a specific KPI and a production mechanism. Per-practice lift is conservative and expressed annually. Portfolio lift multiplies by 260. All figures are directional and should be validated against practice-level baselines before budgeting.

Capability KPIs Impacted Mechanism Per-Practice Annual Lift Portfolio Annual Lift
CallRail attribution at 100% CPL, ROI, Cost per Booked Call Redirect 20% of ad spend from poor sources to winners. $24,000 $6.2M
GHL speed-to-lead under 5 min Contact Rate, Lead-to-Sale % Lift contact rate from 35% to 65%. Lift booking rate from 40% to 55%. $60,000 $15.6M
Recall & Reactivation via GHL Recall Rate, Production Re-engage 12% of lapsed patients annually at $600 average production. $36,000 $9.4M
TrueLark retirement Ops Cost Save $300 per practice per month post-migration. $3,600 $936K
Advanced Care pipeline (FARCH) AOV, Close Rate, RPL Lift close rate from 20% to 32% on $20K cases across 50 consults per year. $120,000 $31.2M
PromoRepublic review generation GBP stars, Local SEO, Lead Volume 0.4-star GBP lift drives 15% more organic leads. $18,000 $4.7M
DPMS write-back via TeamCare No-Show Rate, Production per Hour Reduce no-shows from 18% to 10%. Fill open chair time. $48,000 $12.5M
LTV attribution loop CAC / LTV ratio, Marketing ROI Reallocate budget to high-LTV sources. 15% ROI lift on spend. $30,000 $7.8M
SGA3P activation recommendations Overall Portfolio KPIs Task-based execution lift across all KPIs. 5% compounding. $60,000 $15.6M
Total addressable lift Composite Not additive across every practice. Represents the opportunity envelope. $399,600 $103.9M

Figures are directional and to be validated against practice-level baselines. Not all capabilities stack linearly at every practice. Use as a prioritization framework, not a forecast.

Cost vs Lift Snapshot

Monthly portfolio view

Portfolio Tech Spend vs Projected Lift

Monthly portfolio tech investment compared to the monthly share of the annual lift framework. The multiple is the argument for the spend.

Lift-to-Spend Ratio 1 : - Every $1 of tech spend targets the lift shown. The spend bar reads thin by design; the gap is the story.
Tech SpendMonthly portfolio
$
-
Projected LiftMonthly portfolio
$
$8.7M

Directional estimates. Ratio assumes the full lift framework is captured over 12 months. Early quarters will underperform this ratio. By quarter four of a practice rollout, close-to-full lift is realistic when GHL, CallRail, DPMS write-back, and SGA3P are all live.

Priority Investment Recommendations

Fund GHL speed-to-lead rollout firstLargest lift-to-cost ratio in the framework. The $15.6M portfolio lift comes from contact-rate gains already engineered into the CRM; the spend is staff ramp and playbook adoption, not new software.
Deploy Advanced Care pipeline to the top 40 super-GP practicesThe $31.2M portfolio lift over-indexes in high-AOV locations. Start where the AOV already exists rather than spreading the deploy across 260 locations at once.
Budget SGA3P feature developmentSGA3P is the activation layer turning insight into tasks. Without it, dashboards produce reports but not action. The 5% compounding lift assumes SGA3P is operational at every location.
Retire TrueLark on schedule$936K in annual portfolio savings with no revenue risk once GHL AI chat is at 100%. Smallest lift on the list but pure margin.

90-Day Priority Roadmap

The five moves that unlock the most value with the least drag. Sequenced so each one makes the next one easier.

Days 0-30

Foundation: close the attribution gap.

1Roll CallRail to 100% of practices
Without attribution, every marketing dollar is spent blind. This unlocks CPL, CPBC, and ROI reporting.
High · Low effort
5Deploy Freshpaint for HIPAA-safe events
Compliant conversion tracking in Google and Meta without PHI leakage. Required for scalable paid media.
Medium · Low effort

Days 30-60

Capture: stop leaking leads at the front door.

2Retire TrueLark, roll GHL AI chat + booking to 100%
GoHighLevel is our chosen CRM. Its AI chat and booking flows replace TrueLark with a single pane of glass for every contact touch.
High · Medium effort
3Deploy GHL playbook by practice type (General / Specialty / Advanced Care)
Three journey patterns, three GHL configurations. Roll in waves using the Customer Journeys playbook so each practice type gets the pipeline, automations, and DPMS integrations tuned to its economics.
High · High effort

Days 60-90

Intelligence: close the loop and compound.

4Wire PMS to BI to Marketing attribution loop
Patient lifetime value by source is the ceiling on smart ad spend. PMS data has to flow back to the marketing layer.
Very High · High effort
Lead scoring & specialty routing (stretch)
Once CRM is unified, prioritize implants / Invisalign inquiries automatically for higher production per lead.
Medium · Low effort

Gantt · 90-Day Schedule

Weekly detail

Sequenced initiatives across 13 weeks. Bars are color-coded by quadrant (quick wins, big bets, fill-in). Gold milestones mark the dates a deliverable has to land.

Initiative
Days 0-30 · Foundation
Days 30-60 · Capture
Days 60-90 · Intelligence
Day 0
10
20
30
40
50
60
70
80
90
CallRail to 100% of practicesDynamic number insertion live across portfolio.Quick Win
CallRail rolloutDays 0-30
Neurality pilotEvaluate vs Patient Prism in 10 practices.Quick Win
Neurality pilotDays 5-40
TrueLark retirementMigrate AI chat and booking to GoHighLevel.Big Bet
TrueLark retire + GHL chat onDays 20-60
GHL playbook: General DentistryWave 1 of 3. Deploy to 120 GP practices.Big Bet
General wave rolloutDays 20-55
GHL playbook: SpecialtyWave 2. GP-relationship CRM for 55 specialty locations.Big Bet
Specialty waveDays 40-75
GHL playbook: Advanced CareWave 3. Dual pipelines for 40 super-GP practices.Big Bet
Advanced Care waveDays 55-90
DPMS read/write via TeamCareDentrix, Eaglesoft, Open Dental live sync.Big Bet
TeamCare integrationDays 30-75
PMS to BI to Marketing loopClose the attribution loop at the portfolio level.Big Bet
Attribution loop liveDays 45-90
SGA3P activation pilotTask-based recommendations surfacing in practice managers' inbox.Big Bet
SGA3P pilotDays 60-90
Lead scoring & specialty routingPrioritize implant, Invisalign, full-arch inquiries automatically.Fill-In
Scoring workflowsDays 65-90
Freshpaint eventing (evaluation)HIPAA-safe event streaming feasibility for 2026 budget.Fill-In
Freshpaint evalDays 50-70
MilestonesDates that have to hit, regardless of what else slips.Checkpoints
Day 30: CallRail 100%
Day 60: TrueLark off
Day 90: Loop closed
Quick Win (high impact, low effort)
Big Bet (high impact, high effort)
Fill-In (medium impact)
Deadline milestone

Impact vs Effort

Low Effort
High Effort
High Impact
Quick Wins
CallRail rollout Freshpaint
Big Bets
GHL rollout by practice type PMS to BI to Marketing loop SGA3P activation layer DPMS read/write via TeamCare
Low Impact
Fill-In
Lead scoring workflows Website template consolidation