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Pilotiko for dental clinics
An empty chair at 9 a.m. is an hour of hygienist time and sterilized instruments that help nobody.
Pilotiko runs a dental clinic's schedule around chairs and clinicians: online booking into genuinely open times, each chair treated as a resource, sterilization time counted between patients, and proposed assignment between hygienists and dentists. It does not replace your practice management software and stores no clinical notes.
In short
- The Ordre des dentistes du Québec exists first and foremost to protect the public [1].
- Under the Canadian Dental Care Plan, provider participation is voluntary and claims are billed directly to Sun Life [2].
- Pilotiko handles scheduling, not charts: notes, X-rays and treatment plans stay in your clinical software.
- SMS reminders are being commissioned: nothing is sent to patients yet.
Why is a dental schedule so easy to break?
A dental clinic doesn't book people, it books combinations: a chair, a hygienist or dentist, sometimes an assistant, plus turnover time between patients. One 60-minute cleaning cancelled the night before can unravel the whole morning.
Then there's the mix of payers. Some patients have group insurance, some pay out of pocket, and some are covered by the Canadian Dental Care Plan (CDCP). For the CDCP, the federal government states that provider participation is voluntary, that providers bill Sun Life directly, that some services need preauthorization, and that CDCP fees are set independently from provincial fee guides [2]. Your front desk needs to know which plan applies before the patient sits down.
What rules frame a dental clinic in Quebec?
The Ordre des dentistes du Québec describes its mission as protecting the public by ensuring quality dentistry and promoting access to oral care [1]. Dentists, like every member of a professional order, are bound by professional secrecy under section 60.4 of the Professional Code [3].
As a business, the clinic is also covered by Quebec's private-sector privacy act: whoever carries on an enterprise is responsible for protecting the personal information it holds, and serious-risk confidentiality incidents must be reported to the Commission d'accès à l'information [4]. We don't claim Pilotiko makes any clinic compliant with health-sector rules. It simply keeps less information outside your clinical record.
| Information | In Pilotiko? | Why |
|---|---|---|
| Patient name, phone, email | Yes | Needed to book and reach the person |
| Visit type (exam, cleaning, emergency) | Yes | Sets the right length and chair |
| Declared payer (insurance, CDCP, private) | Optional | Helps the front desk prepare |
| Clinical notes, X-rays, treatment plan | No | Pilotiko is not a clinical record |
| Medical history and medications | No | Stay in your practice management software |
What does one lost hygiene hour add up to?
How does Pilotiko help the front desk?
The virtual office lays the clinic out as rooms: reception, hygiene, operatory, billing. A cancellation shows up in the hygiene room, and the freed time is immediately bookable online again.
Each service carries its own length and buffer, for instance a 60-minute cleaning followed by 15 minutes of sterilization, or a 30-minute exam. Declaring each chair as a resource stops two patients from landing in it at once. Patients book themselves into truly open times; you choose which services are open online, and emergencies can stay phone-only.
For a new patient, Pilotiko suggests the hygienist or dentist with room and a suitable load that week. The coordinator has the final say.
- An AI agent drafts the list of patients due for their hygiene recall and a message template. Nothing is sent without approval.
- Internal reports show kept, cancelled and missed visits by chair and by clinician.
- Your clinic website, hosted by Pilotiko, shows hours, services and accepted plans, with structured data.
What doesn't Pilotiko do for a clinic yet?
How can you cut empty chair time without overpromising?
Measure first. A no-show report broken down by weekday and visit type often shows that misses cluster on a few specific slots, say Monday mornings or late afternoons. That's where the front desk focuses its confirmation calls until automatic reminders go live.
Then make rescheduling painless. When a patient calls to cancel, the front desk moves them to an open time in a few clicks and the old slot reappears online for someone else. Physiotherapy clinics face the same puzzle with closely spaced follow-ups, and an esthetics studio with its long treatments.
For front-desk computers and backups, see our IT support page; for an incorporated clinic's year-end, see accounting firms.
Frequently asked questions
Can Pilotiko replace our dental practice management software?
No. Pilotiko keeps no patient chart, odontogram or X-rays. It handles scheduling, chairs, assignment and reports alongside your clinical software.
Does Pilotiko make our clinic compliant with Quebec privacy law?
No tool makes a business compliant on its own. Pilotiko limits what it collects to what scheduling needs, and your clinic keeps its own policies and privacy officer.
Can patients book an emergency online?
You decide which visit types are open online. You can keep emergencies phone-only and open just exams and cleanings.
Are automatic patient reminders live?
No. They are being commissioned: the 24-hour and 1-hour reminder code exists, but the sending provider isn't connected. No automatic message goes out today.
How do we handle CDCP patients?
You can record the payer the patient declares when booking so the front desk can prepare. Billing the plan follows federal rules, outside Pilotiko.
Can an AI agent change the schedule by itself?
It can propose a move or an assignment. Any change that affects a patient waits for someone at the clinic to approve it.
Sources
- Ordre des dentistes du Québec, Ordre des dentistes du Québec : mission et protection du public (accessed on October 15, 2026).
- Government of Canada, Canadian Dental Care Plan: oral health providers (accessed on October 15, 2026).
- LégisQuébec, Professional Code (CQLR, c. C-26), section 60.4 (accessed on October 15, 2026).
- LégisQuébec, Act respecting the protection of personal information in the private sector (CQLR, c. P-39.1) (accessed on October 15, 2026).
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