Dental PMS Integration that tracks marketing to production
Clicks and calls are not patients. We connect your marketing to your practice management system, so every campaign is measured by the patients it booked and the production they generated, not by the leads it claimed.
ROI-drivenDental-only focusAn extension of your team
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0%
of new-patient calls actually book an appointment, so lead counts overstate results 4 to 1
0%
average case acceptance, so a booked patient is still not production
0%
of health and care conversions happen on the phone, invisible to web analytics
0%
of marketers say tracking offline conversions is their single biggest challenge
Leads are not patients. Your PMS knows the difference.
Most dental marketing reports stop at the point where the practice takes over. They count clicks, calls, and form fills, then assume the rest went well. It often did not. Peerlogic listened to 4,280 calls across 26 practices and found that only about a quarter of new-patient callers booked, and the Catalyst Index puts average case acceptance at 45%. Between the click and collected production, three quarters of the leads and half of the booked patients quietly fall out, and a lead report never sees it.
Everything a report is missing already lives in your practice management system. Dentrix, Eaglesoft, Open Dental, Curve and the rest record who was a new patient, when they were scheduled, whether they showed, what was diagnosed, what was accepted, and what was produced. Connecting marketing to that record is the only way to know what a channel is actually worth to the practice, and the only honest way to decide where next month's budget goes.
Where a lead report stops and a PMS report begins
100 new-patient calls is not 100 new patients
Take 100 new-patient calls generated by a campaign. Published dental benchmarks say about 25 of them book an appointment, and about 45% of the treatment presented to those patients gets accepted, which leaves roughly 11 who actually produce revenue. A lead report shows you the 100 and calls it a win. Only your practice management system knows about the 25 and the 11, and which channel each of them came from. That is the number a marketing decision should be made on.
New-patient calls generated100
Booked an appointment25
Accepted treatment11
Illustrative funnel from published rates: 25.2% new-patient call conversion (Peerlogic, 4,280 calls across 26 practices, 2026) and 45% average case acceptance (Henry Schein One Catalyst Index, 2026).
How the integration works
We connect to your practice management system through established, read-only healthcare data connectors such as NexHealth and Kolla, which between them cover the large majority of dental systems in use today, cloud and server-based alike. Nothing is written back to your PMS and nothing changes in how your team schedules or charts. Setup is a short authorization, not an IT project, and a Business Associate Agreement covers the data end to end.
Once connected, we match the practice record to the marketing record. Every tracked phone number, web form, online booking link, and ad campaign is tied to the appointments and patients it produced, and new patients are separated from existing patients re-booking, so a recall visit is never counted as a marketing win. The result is one report where a Google Ads campaign, a service page ranking, or a Google Business Profile shows up next to the patients it booked and the production those patients generated.
Our process
How we approach PMS Integration
01
Connect the PMS
A short, read-only authorization through a healthcare data connector links your practice management system. No server install for cloud systems, a light synchronizer for server-based ones, and a BAA in place before any data moves.
02
Map every marketing source
Tracked phone numbers, web forms, online booking, Google Ads, Google Business Profile, and organic search are each tied to the appointments and patients they create, with new patients separated from existing ones.
03
Set the baseline
Before changing anything we report the last several months as they actually happened: new patients, show rate, production, and cost per new patient by channel.
04
Report monthly, tied to production
One plain report each month connecting spend to booked, completed, and producing patients by source, per location for groups.
05
Move budget to what produces
We shift spend toward the channels booking treated patients, and flag when the leak is at the front desk or in case acceptance rather than in the marketing.
What's included
What you get with PMS Integration
New vs existing patient attribution
Marketing only gets credit for genuinely new patients. Recall visits and existing patients re-booking are excluded automatically.
Production and collections by channel
See what each source produced, not just what it generated, and the true cost per producing patient.
Scheduled, completed, and no-show tracking
Follow every marketing-sourced appointment from booked to seated, so no-shows and cancellations are visible per channel.
Patient lifetime value by source
Over time, the channels that bring patients who stay and accept treatment stand out from the ones that bring one-visit shoppers.
Multi-location reporting
Per-location results and a group roll-up for practices with more than one office, on one connection per location.
Read-only, BAA-covered connection
Established healthcare connectors such as NexHealth and Kolla, encrypted in transit and at rest, with no write access to your PMS.
What you see, and what we do with it
Each month you get new patients by source, scheduled versus completed appointments, no-shows, production and collections attributed to each channel, and cost per new patient and return by channel. Multi-location groups see it per location and rolled up. Over time the same data shows patient lifetime value by source, which is often the finding that changes a budget: the channel with the cheapest leads is rarely the one that brings the patients who stay.
We do not just hand you the report. The same team running your SEO, Google Ads, website, and front-desk coaching reads it, and shifts budget toward the channels booking treated patients rather than the ones generating the most calls. When new-patient conversion or case acceptance is the leak, the data says so, and coaching fixes it. That is what closing the loop means in practice.
Security, and what we never touch
The connection is read-only. We cannot edit a chart, move an appointment, or post to a ledger, and we do not need to. Data moves over encrypted connections, is encrypted at rest, and access on our side is limited to the people building your reports and logged. We only pull the fields needed to connect a patient to a marketing source and a production total, and clinical notes stay where they belong.
There is no long-term lock-in and no requirement to change your practice management system. If you already use one of the supported systems, the free strategy call is where we confirm the connection and show you what your first closed-loop report would contain.
Why Simple Impact
Why practices choose us for PMS Integration
A dental-only team focused on one outcome: more of the right patients on your schedule.
Measured in production
Every channel we run is reported against booked, completed, and producing patients from your own PMS, not against clicks we could make look good.
New patients only
We separate genuinely new patients from existing patients re-booking, so your marketing report never quietly takes credit for recall.
The team that acts on it
The people running your SEO, ads, website, and coaching read the same report, so the numbers change the plan instead of sitting in a PDF.
Read-only and dental-specific
Built on healthcare data connectors with a BAA, read-only access, and coverage for the practice management systems dentists actually use.
Client results
Trusted by growing practices
Simple Impact Media has been my marketing company for about 5 years, and they are the best marketing company I have used in my 43 years of dental practice ownership. Simple Impact constantly monitors all aspects of the practice marketing and makes regular recommendations for improved results. I would recommend Simple Impact to any practice looking to grow.
★★★★★Jeffrey SusmanDentist, Throgs Neck Dental
Simple Impact Media has been a game-changer for our dental practice! Their website design team created a modern, user-friendly site that perfectly represents our brand and helps attract new patients. On top of that, their SEO services have significantly improved our search rankings, making it easier for local patients to find us online. Professional, knowledgeable, and results-driven!
★★★★★Elena Meyliker DDSDentist, Azure Dental
Evan, Eddy, and Ashlea have gone above and beyond to help build and maintain my practice's SEO, local search, and marketing presence. We meet monthly to discuss the health of all facets of my organization and I feel extremely confident in their approach. The results speak for themselves. Highly recommend!
Which practice management systems do you integrate with?
Through NexHealth and Kolla we cover the large majority of dental systems, including Dentrix, Dentrix Ascend, Dentrix Enterprise, Eaglesoft, Open Dental, Curve Dental, Denticon, Carestack, Fuse, Easy Dental, SoftDent, PracticeWorks, WinOMS, Dolphin, Cloud 9, OrthoTrac, Ortho2 Edge, topsOrtho, iDentalSoft, DentiMax, MOGO, and Sensei, among others. If yours is not on that list, ask; the connector networks add systems regularly.
Is the integration secure, and is a BAA in place?
Yes. The connection is read-only, so nothing can be changed in your PMS. Data is encrypted in transit and at rest, access on our side is limited and logged, and a Business Associate Agreement covers the connector and the reporting environment. We pull only the fields needed to tie a patient to a source and a production total.
How long does setup take?
The PMS authorization itself takes minutes for cloud systems and about an hour for a server-based system that needs a synchronizer installed. Mapping your phone numbers, forms, and campaigns and building the baseline report typically takes one to two weeks, and you see the first monthly report at the end of the first full month.
How is this different from the new-patient report already in my PMS?
Your PMS knows a patient is new and may know a referral source if the front desk typed one in. It does not know which ad, search ranking, or tracked phone number brought that patient, and it cannot tell you what a channel cost. We connect the two records so you see cost, new patients, production, and return per marketing source, without relying on the front desk to ask how they heard about you.
Can you tell new patients from existing patients?
Yes, and it matters. Existing patients calling to re-book convert at roughly twice the rate of new callers, so a report that counts every call inflates results. We match to the patient record and only credit marketing with genuinely new patients.
Does this work for multiple locations or a DSO?
Yes. Each location connects separately and reports separately, with a group roll-up on top, so you can compare the same channel across offices and move budget between them.
Do I have to be a marketing client to get the integration?
The integration is part of how we run marketing for a practice rather than a standalone product, because the point is to act on the data every month. The free strategy call is where we confirm your PMS is supported and show you what your first closed-loop report would contain.
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