A patient cancelled this morning
In Pro365 GO
The slot shows as open right away, and the front desk calls someone from the waiting list.
Pro365 GO · Scheduling
Online dental scheduling to organize your routine and make the most of every slot
Online dental scheduling is a clinic schedule that runs over the internet, on any device. In Pro365 GO, HartSystem's dental clinic management software, it organizes slots by provider and period, confirms appointments automatically via WhatsApp, shows the front desk who has arrived and sends every visit straight into your KPIs.
What is online dental scheduling?
Online dental scheduling is the system a clinic uses to book, confirm and track each provider's appointments over the internet, on any device. In Pro365 GO, the schedule shows open and booked slots by provider and period, sends automatic WhatsApp confirmations, alerts the front desk when the patient arrives and feeds every visit into the clinic's KPIs.
Plain calendarPro365 GO schedule
Shows who's comingShows who's coming, who confirmed and who has arrived
Empty slots go unnoticedOpen slots in plain sight, by provider and period
Confirmation by phone, one call at a timeAutomatic WhatsApp confirmation
Disconnected from records and numbersLinked to patient files, records and KPIs
Only on the front desk computerOn computer, tablet or phone
The life of a time slot
From booking to KPI, in one system
Follow Andreas Hartmann's 10:00 appointment. Click each step.
Automatic
BookedThe front desk books an open slot for the provider. The patient's name and photo show right in the slot, and the schedule can be viewed by day, several days or month.
ConfirmedThe confirmation agent sends the WhatsApp message automatically, at the time you choose. The front desk sees who confirmed and who hasn't replied yet.
At the clinicThe front desk logs the arrival time. The dentist calls the patient in, with a sound alert if you like, and starts the visit. Everyone sees who has arrived and who is being seen.
SeenThe visit becomes data. KPIs show what happened in the schedule over the period: seen, not seen and cancellations, plus minutes of care.
Calculator
What is an empty slot worth in your schedule?
Move the sliders to match your clinic and see how many slots go empty each month and what they could bring in.
198open slots per month
R$ 49.500these slots could bring in per month
R$ 19.800more per month for every 10 points of occupancy
Assumes 22 clinic days per month. Simple estimate, not counting no-shows.
How to organize your schedule
How to organize a dental schedule: 5 habits for the week
A full schedule isn't luck. It's a routine: one look a day, always in the same place.
- 1
Look at the whole week
Open each provider's period view and spot the open slots before the week starts.
In Pro365 GO: open slots in blue - 2
Fill slots with existing patients
Follow-ups and maintenance visits fill open slots before any campaign. A cancellation opens a spot for the waiting list.
In Pro365 GO: automatic follow-up reminders - 3
Confirm ahead of time
Confirmations go out on WhatsApp at the time you set. The front desk only calls those who didn't reply.
In Pro365 GO: confirmation agent - 4
Tune appointment length
Compare booked time with minutes actually seen. Visits that always run over push the whole day; ones that always end early waste time.
In Pro365 GO: minutes seen in the dashboards - 5
Close the week with numbers
Occupancy, no-shows and cancellations show whether the week was good or just busy. Ask Pro365 AI what changed.
In Pro365 GO: dashboards and Pro365 AI
On any screen
Your clinic schedule in your pocket
Pro365 GO is 100% web. The manager checks the day on a phone, the dentist sees upcoming patients on a tablet and the front desk works on the computer, all on the same schedule.
- Nothing to install
- One schedule for the whole team
- Everyone with their own login
Use cases
How the schedule handles everyday situations
The manager wants to know if the schedule is full
In Pro365 GO
The period view shows open and booked slots, and KPIs show what happened in the schedule this month.
The dentist is away from the clinic
In Pro365 GO
The schedule opens on a phone, with a login, and shows the day's upcoming patients.
The front desk handles phone and counter at once
In Pro365 GO
Confirmations go out on their own via WhatsApp, and the front desk screen shows who has arrived and who's next.
Key terms
The numbers behind your schedule
| Metric | What it shows | How to calculate |
|---|---|---|
| Schedule occupancy rate | How much of the providers' available time was filled with appointments in a period. | Occupancy = booked slots ÷ available slots × 100 |
| Idle time | Available clinical time that passed without an appointment. It's capacity the clinic already pays for and doesn't use. | Idle hours = available hours − booked hours |
| No-show rate | The share of booked appointments where the patient neither came nor cancelled. | No-shows = missed appointments ÷ booked appointments × 100 |
Inside the system
The schedule, screen by screen
From open slot to dashboard: what the front desk, the dentist and the manager see every day.
- 01Each dentist's week
Open slots show in blue and each appointment shows the time and the patient's name. View it by day, by page or by month.
- 02Today's front desk
Who arrived, who is being called and who is already being seen, with Arrived, Call and Start visit buttons.
- 03Who confirmed
The period's appointments with each confirmation status, so the front desk can follow up with anyone who hasn't replied.
- 04What happened in the schedule
In the dashboards: seen, not seen, cancellations, commitments, patient no-shows and clinic no-shows for the period.
ProDent since 1993
Pro365 GO is the new ProDent
This tool grew out of more than three decades of ProDent working alongside dental clinics. Now it's 100% web, comes with Pro365 AI and keeps the same HartSystem support team. If you use ProDent, the team helps bring your data over and trains your staff.
Our story- since 1993building software only for dentistry
- 100% webin the browser on computer, tablet and phone
- A schedule that confirmsslots, confirmations and recalls in one place
Client stories
In our clients' words.
Having ProDent in my clinic for years let me reinvent the way I work and stay organized. I've watched ProDent evolve without ever standing still, always looking ahead and bringing in new technology. The whole team works efficiently and quickly. Those who have it know this; those who don't should get it soon. It's the essential tool for our day-to-day. Everything, and I mean everything, apart from the clinical work with the patient, I do in ProDent. ProDent is fantastic!!!
Márcio Oliveira LaraDentist · MG
I've been a user since 1998, and in all that time I haven't found another system that serves me so well... I recommend it to any dental professional.
Dr. Raul PistorelloDentist
I started using this tool and it made all the difference in managing my clinic. From then until today, I haven't found any dental clinic management software as efficient, practical and easy to use as [ProDent]. Every update adds features that are not only necessary but make my day-to-day easier. The people who built this software listen to dentists' suggestions and turn them into reality. Congratulations to HartSystem, and thank you for the partnership.
Dalton José Bittencourt NercoliniDentist · SC
The software helps by getting marketing, financial and communication data quickly. I'm fully satisfied with the product, the guidance and the maintenance, always serving us quickly and kindly.
Dr. João Carlos Müller FilhoDentist
When I decided to computerize my clinic in 1995, I chose a company that was still young but, in my view, had a very promising product. I couldn't have made a better choice. Over the years ProDent has proven to be an excellent management tool, and HartSystem has always given me the best support. All of this makes me a loyal and satisfied client. I recommend it.
Dr. Odilon Lúcio de Almeida RodriguesDentist
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What you might be wondering
Frequently asked questions
What is online dental scheduling?
It's the clinic schedule running over the internet, on any device. It books, confirms and tracks each provider's appointments, and the whole team sees the same information at the same time.
Does the Pro365 GO schedule work on a phone?
Yes. Pro365 GO is 100% web: the schedule opens in the browser on a phone, tablet or computer, with nothing to install.
Can I view the schedule by provider?
Yes. Pick the provider and view the schedule by day, several days or month. The front desk screen shows every provider's appointments for the day.
How does appointment confirmation work?
The confirmation agent sends the WhatsApp message automatically at the time you schedule. You can use more than one agent and compare what works best in your KPIs.
What happens when a patient cancels?
The slot becomes open again, and the front desk can call someone from the waiting list. Cancellations also show up in the period's KPIs.
Can I bring my schedule from my current system?
It depends on the system you use today. Get in touch to find out how we can help your clinic.
How do I reduce empty slots in the schedule?
Start by measuring occupancy by provider and weekday. Then fill open slots with follow-ups and maintenance visits, call the waiting list when someone cancels, and confirm appointments ahead of time on WhatsApp.
Does the schedule work for clinics with several dentists?
Yes. Each provider has their own schedule by day, several days or month, and the front desk sees every provider's appointments for the day on one screen. Each team member signs in with their own login.
All connected
Explore the other tools in Pro365 GO
Every tool uses the same information as the others, so nothing has to be typed twice.
Appointment confirmation via WhatsAppAutomatic message with a link to confirm, get directions and fill in the health form.See the toolDental clinic financesInstallments, automatic reminders, bills and bank control.See the toolTreatment plans and quotesDiscount, installments, status and automatic follow-up.See the toolDigital odontogramProcedures per tooth, planned and done, linked to the plan.See the toolElectronic dental recordsHealth form on the phone, perio chart, forms and documents.See the toolDigital health history (Fast-in)Health questionnaire on the phone, before arriving, straight into the system.See the toolPro365 AI ConsultantAsk about your clinic and get answers from your data.See the tool
Discover a new way to run your dental clinic.
See how Pro365 GO connects scheduling, clients, treatments, finances, KPIs and artificial intelligence.
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