Connect Your Dental PMS with CRM In Minutes — not Months
SmartSync is the integration layer between your practice management software and your CRM. It continuously moves patient records, appointments, production figures, and payment data — so your marketing, operations, and reporting always reflect what's actually happening in the chair.
11
Dental & ortho PMS platforms supported3
CRM platforms: GHL, HubSpot, Salesforce2-way
Bidirectional sync between PMS and CRMReal-time
Near real-time sync — not nightly batch jobs
The Dental CRM Integration Platform Built for Real Practices
Most dental practices run two separate data worlds. Their practice management system holds the clinical and financial truth — every patient, appointment, procedure code, and payment. Their CRM holds the marketing and communication layer — leads, campaigns, automations, and pipelines. SmartSync bridges these worlds.
Without a bridge, teams manually export CSV files, copy data between platforms, and build reports from memory rather than facts. Follow-up automations fire on stale data. Attribution reports miss production figures entirely. Reactivation campaigns go out to patients who already booked — or miss patients who've gone quiet for six months.
SmartSync resolves this by continuously syncing the objects that matter most — patients, appointments, appointment status, procedures, production, and payments — between your PMS and CRM in near real time, with full support for bidirectional writes and multi-location architectures.
Why "near real-time" matters: A nightly batch sync means your CRM is 23 hours behind your PMS at worst. When a patient books, cancels, or makes a payment, SmartSync reflects that change in your CRM within minutes — not the next morning. Automations fire on current data. Reports reflect today, not yesterday.
11 Dental and Orthodontic PMS Platforms
SmartSync supports the most widely deployed practice management software in dentistry and orthodontics — from solo practices running Open Dental to enterprise DSOs on Dentrix Enterprise or Denticon.
The most widely used open-source dental PMS. Full patient, appointment, production, and payment sync with near real-time updates.
Sync patient activity, appointments, payments, and production from Dentrix 7 and 8 into your CRM for attribution and reporting.
Henry Schein's cloud PMS. SmartSync connects Ascend data into GoHighLevel, HubSpot, or Salesforce without manual exports.
Built for large dental organizations. Centralized CRM reporting and multi-location visibility across every Dentrix Enterprise site.
Sync Eaglesoft patient and appointment data into CRM to power lead-to-patient workflows and campaign attribution.
Connect Curve Dental's cloud-based data to automate patient communication, appointment workflows, and revenue reporting.
Denticon data into CRM for multi-location visibility, real-time automation, and group-level attribution reporting.
Streamline reporting and automate workflows by connecting eClinicalWorks operational data with your CRM marketing layer.
Purpose-built orthodontic workflows — consultation tracking, treatment pipeline visibility, and patient follow-up automation.
Connect OrthoTrac with CRM to support orthodontic marketing, patient lifecycle reporting, and referral tracking.
Sync PracticeWorks data to improve reporting, automate patient communication, and keep records aligned across platforms.
Works With the CRMs Dental Teams Already Use
SmartSync doesn't ask you to change your CRM. It connects to GoHighLevel, HubSpot, or Salesforce and syncs your PMS data directly into the objects and fields your team already knows — contacts, appointments, opportunities, and custom fields.
GoHighLevel
The CRM of choice for most dental marketing agencies. SmartSync syncs PMS data directly into GHL contacts, calendars, pipelines, and custom values — so your automations fire from real patient activity, not manual input.
HubSpot
HubSpot is a natural fit for DSOs and multi-location groups that need structured contact management, deal pipelines, and marketing automation. SmartSync maps PMS production into HubSpot deals for real revenue attribution.
Salesforce
For enterprise dental organizations that run Salesforce at the center of their operations. SmartSync integrates PMS data into Salesforce contacts, opportunities, and custom objects, supporting complex reporting and workflow automation at scale.
Complete Bidirectional Data Mapping
SmartSync moves the objects that drive dental marketing and operations — not just contacts. Production, payments, procedures, and appointment status all flow into CRM so your team can report on what actually happened, not just what was scheduled.
Production data in CRM opportunities is what separates SmartSync from basic contact sync tools. When production and payments flow into CRM as opportunity values, your marketing attribution moves from "leads generated" to "actual revenue produced." Agencies can prove ROI in dollars, not click metrics.
How SmartSync Works Across the Patient Lifecycle
SmartSync isn't a one-time import. It maintains a continuous live connection between PMS and CRM throughout every stage of the patient relationship — from first inquiry to long-term retention.
1
Lead arrives
New lead enters CRM from ad, referral, or web form. Contact record created.
2
Booking confirmed
Appointment booked in PMS. SmartSync syncs appointment data to CRM within minutes.
3
Visit completed
Appointment status updates to 'complete.' Production and procedures sync to CRM opportunity.
4
Payment posted
Payment recorded in PMS. Synced to CRM opportunity value for revenue attribution.
5
Reactivation
Overdue recall triggers CRM automation. Reactivation workflow fires from live PMS status.
This continuous sync means your CRM automations always reflect clinical reality. A no-show doesn't just update a field — it can trigger an immediate rebooking workflow. A completed implant procedure doesn't just close an opportunity — it can trigger a referral ask sequence, a review request, or a treatment plan follow-up. The intelligence lives in your CRM; the signal comes from SmartSync.
Built for Dental Agencies, DSOs, and Growing Practices
SmartSync serves three primary audiences — each with different goals, but all sharing the same core need: a reliable, real-time connection between practice data and their CRM.
Dental Marketing Agencies
Agencies managing multiple dental clients need more than basic lead tracking. They need to show clients that their campaigns actually produced chair time and revenue — not just website visits. SmartSync makes that possible by pulling production and payment data from the PMS directly into CRM reports.
DSOs and Group Practices
Dental service organizations running multiple locations face a coordination challenge: each site has its own PMS data, but executive leadership needs a consolidated view. SmartSync syncs all locations into a single CRM, giving both site-level visibility and group-wide roll-up reporting.
Orthodontic Practices
Orthodontic workflows differ from general dentistry — treatment spans months or years, consultations are a critical conversion point, and patient lifecycle tracking matters as much as single-visit production. SmartSync supports Dolphin and OrthoTrac with orthodontic-aware sync logic.
Multi-location Practices
Practices that have grown from one location to three, five, or ten often find their systems haven't kept pace with their scale. Data lives in siloed PMS instances, reporting is manual, and there's no single source of truth for performance. SmartSync provides the integration layer to unify that data.
How SmartSync Compares to the Alternatives
There are three common approaches teams take before finding SmartSync: native integrations, manual reporting, and spreadsheet-based workflows. Each one falls short in a specific, predictable way.
Native Integrations
- Usually limited to basic contact sync — no production or payment data
- No dental-specific field mapping or workflow logic
- Often one-directional — CRM can't write back to PMS
- Batch-based — data lags by hours or overnight
- No support for multi-location architectures
Manual Reporting
- Requires dedicated staff time every week to export and format data
- Always retrospective — reports describe last week, not right now
- Human error in data entry and transformation is unavoidable
- Impossible to trigger real-time automations from manual data
- Doesn't scale as locations are added
Spreadsheets
- Disconnected from live PMS and CRM — always stale
- Version control problems across teams and locations
- No automation capability — spreadsheets can't trigger workflows
- Attribution is impossible without granular per-record linking
SmartSync
- Near real-time sync — changes appear in CRM within minutes
- Full two-way sync — CRM can write appointments back to PMS
- Production and payment data in CRM opportunities
- Dental-specific field mapping and workflow support
- Multi-location ready from day one
- Attribution-ready data structure for agency reporting
What SmartSync Unlocks for Your Team
The downstream effects of reliable PMS-to-CRM sync touch every function in a dental marketing or operations team. Here's what becomes possible when your CRM data actually matches your PMS.
100%
Of patient records available in CRM for segmentation and automation
<5 min
Typical sync latency from PMS event to CRM update
$0
Manual data entry required once SmartSync is connected
All
Locations unified in one CRM view, regardless of PMS instance count
Revenue attribution is perhaps the biggest unlock. Dental marketing agencies spend significant budget on paid search, social ads, and SEO — but without a link between CRM lead data and PMS production data, they can only report on cost per lead. SmartSync closes that loop. When a patient who came from a Google Ads campaign books, attends, and generates $4,200 in production, that figure flows into the CRM opportunity against the original lead source. The agency can now report true cost per acquired patient and cost per production dollar.
For operations teams, the benefit shows up as automation fidelity. No-show recovery workflows that fire immediately when appointment status changes to "broken." Recall sequences that trigger based on actual last-visit dates pulled from the PMS. Reactivation campaigns that exclude patients who already rebooked — because SmartSync told the CRM they did.
Orthodontic CRM Integration — Built for Longer Treatment Cycles
General dentistry and orthodontics share some data structures, but the workflows are meaningfully different. A new dental patient might complete a case in a single visit; an orthodontic patient might span 24 months of appointments, payments, and status updates. SmartSync supports both Dolphin and OrthoTrac with this lifecycle in mind.
Consultation conversion is the critical metric in orthodontics. A prospective patient inquires, books a consultation, and then either starts treatment or goes quiet. SmartSync syncs consultation appointment data into CRM the moment it's created in the PMS, allowing orthodontic practices to build automated follow-up sequences around consultation outcomes — immediate if treatment wasn't started, celebratory if it was.
Treatment milestone updates — debanding, retainer fit, mid-treatment checks — can sync to CRM as appointment records and trigger communication at each stage. This keeps the patient-practice relationship active and supports referral generation at the moments when patients are most satisfied.
Dolphin and OrthoTrac integration via SmartSync brings consultation tracking, treatment pipeline visibility, patient lifecycle reporting, referral source attribution, and orthodontic-specific automation directly into GoHighLevel, HubSpot, or Salesforce.
Frequently Asked Questions
Connect your Dental PMS with CRM Today
Track appointments, production, payments, and patient activity inside GoHighLevel, HubSpot, or Salesforce — in near real time. Built for dental agencies, DSOs, and multi-location practices.