Crown procedures are scheduling puzzles. You need two appointments spaced 1-3 weeks apart. The first visit takes 60-90 minutes for prep and impressions. The second takes 20-60 minutes for fitting and cementing. And unlike routine cleanings, crown patients often feel anxious about the process.
But here’s the thing most dental offices get wrong:
They treat crown scheduling like regular appointments. They use basic booking systems that can’t handle multi-visit treatments, don’t educate patients about the process, and miss opportunities to fill valuable lab-waiting periods.
Not by hoping patients will call back for their second appointment, but by automating the entire crown journey from first consultation to final fitting.
The best crown scheduling software helps you do exactly that:
- Link prep and fitting appointments automatically
- Send treatment-specific education and reminders
- Fill cancellations with waitlisted patients needing crown work
- Track lab turnaround times and optimize scheduling
These are the tools successful practices use to turn crown procedures from scheduling headaches into profitable, predictable revenue streams.
The best part?
These platforms work brilliantly whether you place 5 crowns per month or 50, and they handle both traditional two-visit workflows and same-day crown procedures.
My Top 3 Crown Appointment Software for Dental Practices
- Yapi: Treatment-specific workflows with seamless practice management integration
- Adit: Multi-visit appointment linking with patient education automation
- NexHealth: Waitlist management that fills crown cancellations instantly
Yapi
Best for practices wanting automated crown patient journeys with digital forms
Pricing: Growth plan at $399 per month; $299 setup fee
Yapi excels at managing the complex workflows that crown procedures require. When you schedule a crown prep, the system automatically sets up the patient’s entire treatment journey, including the follow-up fitting appointment.
This eliminates the common problem of patients not returning for their second visit.
Automate Multi-Visit Treatment Planning
Crown procedures aren’t single appointments – they’re treatment sequences. Yapi understands this and lets you create linked appointment series.
When you book a crown prep appointment, the system can automatically reserve the fitting appointment slot 2-3 weeks later. Patients see both appointments during booking, so there’s no confusion about the process.
You can also set different appointment types with specific durations. Crown preps get 90-minute slots, while fittings get 30-45 minutes, preventing scheduling conflicts.
Send Crown-Specific Patient Education
Crown patients need different information than cleaning patients. They want to know what to expect, how to care for their temporary crown, and what the timeline looks like.
Yapi lets you create custom communication sequences for crown treatments. Patients receive educational content between their prep and fitting appointments, reducing anxiety and improving compliance.
The system automatically sends care instructions for temporary crowns, reminders about avoiding sticky foods, and preparation messages for the final fitting.
Streamline Crown Documentation
Crown procedures involve extensive documentation – photos, impressions, lab work orders, and material specifications. Yapi digitizes this entire process.
Patients can complete crown-specific forms before their appointments, including medical history updates and material preferences. This information flows directly into your practice management system, saving chair time.
Pros & Cons
| Pros | Cons |
|---|---|
| Multi-visit appointment automation prevents patients from skipping follow-ups | Higher price point may not suit smaller practices |
| Crown-specific forms and education improve patient experience | Requires existing practice management software (Dentrix, Open Dental, Eaglesoft) |
| Digital workflow saves hours of administrative time per crown case | Setup complexity requires staff training |
Yapi Alternative: Dental Intelligence
Dental Intelligence offers similar multi-visit scheduling but focuses more on analytics and performance tracking rather than the automated patient journey features that make Yapi ideal for crown workflows.
Adit
Best all-in-one platform for practices managing crown procedures across multiple locations
Pricing: Custom pricing with bundled services; promotional offers available
Adit treats crown scheduling as part of a larger practice ecosystem. Their platform excels at coordinating complex treatments while maintaining patient communication throughout the multi-week crown process.
Coordinate Crown Scheduling Across Locations
If you place crowns at multiple office locations, Adit prevents the confusion that kills crown completion rates. Patients can book their prep at one location and fitting at another, with the system tracking lab work and timing automatically.
The platform shows your actual practice management schedule online, so patients see the same crown appointment availability your front desk would offer them.
Track Lab Timing and Optimize Schedules
Crown success depends on lab coordination. Adit tracks your lab partners’ turnaround times and automatically adjusts scheduling templates.
If your lab typically takes 10 business days, the system ensures fitting appointments are scheduled appropriately. When labs run late, automated notifications keep patients informed about delays.
Fill Crown Cancellations Strategically
Empty crown appointment slots hurt revenue more than routine cleaning cancellations. Adit’s analytics identify patients who need crown work and automatically notifies them when premium time slots become available.
The system can prioritize crown patients for cancellation fill-ins, ensuring your most valuable appointments stay booked.
Pros & Cons
| Pros | Cons |
|---|---|
| Multi-location crown coordination prevents patient confusion | May include features you don’t need if only using for scheduling |
| Lab timing integration optimizes appointment spacing | Learning curve for staff managing multiple system modules |
| Revenue optimization features prioritize high-value crown appointments | Custom pricing may vary significantly based on features selected |
Adit Alternative: Curve Dental
Curve Dental provides cloud-based practice management with integrated scheduling, but lacks the crown-specific workflow automation and lab coordination features that Adit offers.
NexHealth
Best for practices wanting instant crown cancellation fill-ins and insurance verification
Pricing: Starting at $350 per month; custom plans available
NexHealth shines at keeping crown appointment slots filled through intelligent waitlist management and automated patient communication. For crown procedures where cancellations can cost hundreds in lost revenue, this automation proves invaluable.
Fill Crown Cancellations Within Minutes
Crown appointment cancellations hurt more than routine cleanings because of the time investment and revenue potential. NexHealth’s waitlist system immediately notifies appropriate patients when crown slots open up.
The system considers factors like insurance status, treatment urgency, and patient availability to find the best replacement. Patients receive a text with one-click booking, filling valuable slots without staff intervention.
Verify Crown Insurance During Booking
Crown procedures involve significant insurance considerations. NexHealth automatically verifies coverage during the online booking process, preventing payment surprises on treatment day.
Patients learn their coverage percentage, deductible status, and estimated out-of-pocket costs before arriving. This transparency reduces scheduling friction and improves case acceptance.
Sync Seamlessly with Practice Management Systems
NexHealth integrates in real-time with major practice management systems like Dentrix, Open Dental, and Eaglesoft. When patients book crown appointments online, they immediately appear in your existing workflow.
This eliminates double-booking disasters that can destroy crown scheduling, where precise timing matters for lab coordination.
Pros & Cons
| Pros | Cons |
|---|---|
| Intelligent waitlist fills valuable crown cancellations automatically | Higher starting price compared to basic scheduling solutions |
| Insurance verification reduces crown case payment issues | Setup requires integration with existing practice management system |
| Real-time sync prevents double-booking of crown time slots | Advanced features may overwhelm practices with simple scheduling needs |
NexHealth Alternative: Dental Intelligence
Dental Intelligence offers insurance verification and scheduling features but lacks the sophisticated waitlist automation that makes NexHealth particularly effective for managing high-value crown appointments.
What Crown Practices Need in Scheduling Software
Crown procedures have unique scheduling requirements that basic appointment software can’t handle effectively:
Multi-visit automation ensures patients book both prep and fitting appointments, preventing incomplete treatments that waste time and money.
Treatment-specific communication educates crown patients about the process, reduces anxiety, and improves compliance with temporary crown care instructions.
Lab coordination features track turnaround times and automatically adjust scheduling to accommodate fabrication delays.
Insurance verification during booking prevents payment surprises for expensive crown procedures.
Intelligent waitlist management prioritizes crown patients for cancellation fill-ins, protecting valuable revenue opportunities.
Real-time practice management sync prevents double-booking disasters that disrupt carefully planned crown workflows.
The software you choose should handle these crown-specific challenges while fitting your practice size, location setup, and budget constraints.
Bottom Line
Crown scheduling requires more than basic appointment booking. The platforms above excel at automating multi-visit treatment workflows, educating patients throughout the crown process, and keeping valuable appointment slots filled.
Yapi leads for practices wanting automated crown patient journeys. Adit works best for multi-location crown coordination. NexHealth excels at filling crown cancellations instantly.
Start with the platform that best matches your current practice management system and crown volume. All three offer demos where you can test their crown-specific features with your actual workflow before making a commitment.
The right crown scheduling software transforms your practice from hoping patients return for their second visit to guaranteeing crown completion through automated, patient-friendly systems that work 24/7.
