RevOps & connected follow-up
Patient data connected. Follow-up made actionable.
Connected Open Dental and HubSpot patient data across 26 U.S. practices.
Techmark implementation led by Omar Quintanilla.
Project
Risas Dental and Braces
Industry
Dental healthcare
Development
3.5 months
Stack
HubSpot, Open Dental, Twilio, ElevenLabs, Claude API
Evidence
74,313 patients identified for follow-up
Omar Quintanilla · RevOps Engineer Lead
The challenge
Patient and treatment records were disconnected from campaign follow-up.
What we built
A shared patient-data foundation linked dental records, marketing and multi-channel follow-up.
What changed
74,313 patients identified for follow-up, not appointments or recovered revenue.
Context and problem
Patient identity, responsible-adult relationships and practice assignments needed a connected foundation between Open Dental and HubSpot.
What we built
Implementation at a glance
Connect patient records and responsible-adult relationships.
Organize practice context and verify the stored records.
Identify a defined audience for follow-up.
Implementation details
Risas used Open Dental for patient and treatment information and HubSpot for marketing. Weekly manual imports made patient identity, responsible-adult relationships, practice assignments and phone activity difficult to keep organized across 26 locations. Follow-up needed a shared view before the team could activate a reliable audience.
Connect the patient foundation
Approximately 138,000 patient and guardian records were organized with dental-specific properties, patient-to-guardian relationships and records for the 26 practices.
Verify the stored result
The implementation connected Open Dental and Twilio activity to HubSpot. Automated readback checks verified stored records, assignments and relationships.
Activate the audience
The identified audience fed email/SMS campaigns and AI voice recontact. HubSpot context, a custom Claude API layer, ElevenLabs and automations connected responses to the practice team’s next action.
Results and evidence
The Phase 1 data work identified 74,313 patients with open proposed treatment above US$0. Phase 2 enrolled approximately 67,000 patients in email/SMS and selected approximately 7,000 for voice recontact. These rounded activation figures describe different stages; they are not counts of successful conversations or bookings. No appointment or recovered-revenue result was supplied.
Relevance and PDF contents
Where this pattern applies
This pattern is relevant when customer follow-up depends on disconnected records, unclear relationships or manual handoffs. A practical starting point is one defined customer group, a shared record and a clear next action owned by the team.
Inside the full PDF
Explore the patient-data model, campaign activation and AI voice workflow behind the implementation.
Patient, guardian and practice data model
Audience activation and channel responsibilities
Readback checks, handoffs and evidence boundaries
Follow-up readiness worksheet
Free PDF · 9 pages · Includes a readiness worksheet.
On this page
Explore the data model, verification checks and channel handoffs behind the implementation. Use the worksheet to assess a similar follow-up workflow.
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