The clinic
This dental clinic in Pune has two dentists and two chairs. One is a general dentist who handles check-ups, scaling, fillings and extractions. The other is an endodontist who takes the root canals, crowns and implants. A receptionist runs the front desk and a dental assistant works across both chairs.
Most of the clinic's work does not finish in one visit. A root canal runs over three or four sittings, a crown needs two more, and an implant can stretch over months. Patients often pay in parts, sitting by sitting.
The challenge
Before Nabhaya, the clinic ran on an appointment diary, a receipt book and a folder of X-rays on the computer next to the second chair.
Before
- Appointments in a diary, next sittings pencilled in by hand
- Part-payments in a receipt book, balances worked out at the desk
- X-rays saved to one computer, searched by file name
- Reminders typed from the receptionist's own phone, when there was time
- No simple way to see which treatments were still open
With Nabhaya
- Every sitting booked against the patient's treatment
- Each treatment on one service bill, with every payment and the balance
- X-rays and scans uploaded to the patient's record
- Reminders before each sitting and an update after it, sent on their own
- The service tracker shows sittings done and sittings left
Why they chose Nabhaya
- Services built for treatments that take several sittings. Each procedure is a service with a price, and the service execution tracker on the Practice plan follows it sitting by sitting.
- Staged payments on one bill. Part-payments and the balance sit on the patient's service bill, and the bill goes to the patient on WhatsApp.
- Room for images. The Practice plan includes 40 GB for X-rays, scans and reports, attached to the right patient.
- Room to grow. Practice covers three doctors, so a visiting orthodontist can join without changing plans.
How they set it up
- Day 1 · Setup call. Both dentists and their slots were added, along with the receptionist and assistant logins, the clinic letterhead on prescription and invoice templates, and the clinic's own booking link.
- Day 2 · Services and prices. The clinic's list of procedures, from scaling to implants, was imported from a CSV file with prices, so every treatment could be billed from the first day.
- Week 1 · New treatments first. Every new patient and new treatment went into Nabhaya. Ongoing treatments were added as each patient came in for their next sitting.
- Week 2 · Diary retired. With open treatments and balances on screen, the diary and receipt book were put away.
What changed
At the front desk, the receptionist books the next sitting before the patient leaves, and the patient gets a confirmation and a reminder without anyone typing. Balances are on the bill, not in a notebook.
In the chair, the dentist opens the patient's record with past sittings, notes and X-rays in one place, and uses explanation diagrams to show the patient what the next step involves.
For the owner, open treatments and pending balances are visible at a glance, and analytics on the Practice plan show visits and collections by dentist.
For patients, an update after each sitting says what was done and when the next one is. At the end of the day, one message invites honest feedback on the clinic's Google Business Profile.
What's next
The clinic plans to add a visiting orthodontist as its third doctor, with aligner reviews tracked as a recurring service.