Set it up once. It runs after every orthodontic visit. Forever.
Spokk's SMS automation sequence handles feedback collection, review requests, and referral outreach automatically after every patient check-in. Smart skip logic means no patient gets a message they already acted on. You just watch the results roll in.
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Your patients are on their phones. Meet them there.
Think about who your patients are. Teens who live on their phones. Adults who are constantly connected. Parents who check texts immediately. The one thing virtually all of them have in common: they read texts within minutes, every time.
Email? It gets buried in a promotions tab and forgotten. A request in the waiting room? Forgotten by the time they get to their car. A flyer in the goodie bag? Ends up in the bin.
SMS sent 2 hours after an appointment is different. The patient just had the experience. They're still thinking about it. The feedback request arrives when the memory is fresh and the emotional connection is strongest. That's exactly the right moment.
And because Spokk's feedback form is a single tap from the SMS, there's virtually no friction. No login, no app download, no searching for a website. Tap, rate, done. That's why completion rates are dramatically higher than email-based feedback systems.
Four automated messages. Each one does something different.
Sent to every patient after every check-in. The timing is intentional: 2 hours gives patients time to get home and settle in, but the experience is still fresh. A personalized, verified link means you always know who submitted what.
Sent only if the patient hasn't submitted feedback yet. If they already filled out the form after message 1, this step is automatically skipped. No one gets hassled for something they already did.
Sent only if the patient submitted feedback but hasn't clicked the Google review link yet. Skipped if they already clicked. Skipped if they didn't submit feedback (you don't want to ask for a review from someone who didn't engage with the feedback step).
20 days is the sweet spot. The patient has had time to talk about their experience naturally with people in their network. The referral code arrives at the moment word-of-mouth is most likely to happen. The dual reward structure gives both the referrer and the new patient an incentive.
Five ways to trigger the automation. Pick the one that fits your practice.
The most popular method. Print the QR code and place it at reception. Patient scans at each visit. Zero tech setup required. Works for every patient every time.
Any practice management software with API access can trigger Spokk when an appointment is marked complete. Dolphin, Orthotrac, OrthoFi, and custom systems all work.
Connect your HubSpot CRM to Spokk. When contact status changes or a deal stage updates, Spokk's automation fires. OAuth setup, no technical knowledge required.
No-code connectors to virtually any app. If your booking software, PMS, or scheduling tool has a Zapier integration, you can trigger Spokk from it. No developer needed.
Staff log the visit directly in the Spokk dashboard. Takes 10 seconds. Perfect for walk-ins, phone bookings, or when a patient forgets to scan the QR code.
Custom SMS steps designed for the full orthodontic treatment journey.
The default 4-step sequence is powerful on its own. But orthodontics has a longer, richer patient journey than most practices. You can add custom steps to the automation sequence at any point you want, with any message you write, at any timing you set.
Think about what would actually be useful to your patients across 18 months of treatment. A check-in at the halfway milestone. A retainer care guide a week after de-bond. A recall reminder at 6 months post-treatment. Each of these is a touchpoint that builds relationship and reduces support calls to your front desk.
And each custom step can include a link. To educational content. To your patient portal. To a retainer order page. To a whitening consultation booking link. The possibilities are specific to your practice.
Everything Spokk does for orthodontists
Frequently asked questions
What SMS messages does Spokk send automatically for orthodontic practices?
The default automation sequence sends: (1) a feedback request 2 hours after check-in with a personalized link; (2) a feedback reminder 24 hours after check-in if they haven't submitted feedback yet; (3) a Google review reminder 3 days after check-in if feedback was submitted but the review link wasn't clicked; and (4) a referral request 20 days after check-in. Every step is customizable in timing and message content.
How does Spokk know when to skip a message?
Smart skip logic is built into every step. The feedback reminder is automatically skipped if the patient already submitted feedback. The review reminder is skipped if the patient already clicked the review link. The referral step checks opt-out status. No patient gets a message they've already acted on.
How is the automation triggered for orthodontic patients?
Automation triggers on patient check-in. The most common method for orthodontic practices is QR code check-in at reception. The patient scans the QR code, confirms their visit, and the sequence starts automatically. You can also trigger via API (for practice management software integration), HubSpot, Zapier/Pabbly, or manual staff entry.
Can I customize the SMS messages?
Yes. Every message template is fully editable. You can change the wording, adjust the delay timing, and enable or disable individual steps. Templates support dynamic variables: the patient's name, your practice name, and the relevant link insert automatically.
What if a patient doesn't want to receive automated messages?
Patients opt out by replying STOP to any message. Opted-out contacts are never messaged again — all future automation steps are automatically skipped. Opt-out is recorded at the contact level in Spokk.
Does Spokk automation work for multi-location orthodontic practices?
Yes. Each location can have its own automation configuration, or they can share the same flow. Check-in at a specific location is tracked, and the feedback link routes to that location's form.
Can I add custom steps beyond the default sequence?
Yes. The Spokk flow builder lets you add custom SMS steps with your own message and timing. For orthodontics, you could add: a treatment milestone congratulations at 6 months, a retainer care reminder 1 week post-de-bond, a recall check-up reminder at 6 months post-treatment, or a seasonal promotion for whitening services.
Is the SMS number a dedicated number for my practice?
For US and Canadian practices, Spokk provisions a dedicated toll-free SMS number for your practice on paid plans. During the 14-day free trial, messages come from a shared Spokk number. International practices use their own Twilio credentials.
How does SMS automation connect to the loyalty and referral programs?
They all share the same automation backbone. The loyalty milestone SMS triggers separately when a patient hits a reward threshold you set. The referral SMS in the sequence delivers the patient's unique referral code. All messages are tracked and tied to the same contact record.
Can I see logs of what messages were sent to each patient?
Yes. Your Spokk dashboard shows automation activity per contact: which steps were sent, when, what was skipped and why, and whether the patient clicked any links. The logs are detailed and per-run.
Does Spokk automation work for parents of teen patients?
Yes. If you log the parent's phone number at check-in for a teen patient, all SMS communication goes to the parent. The parent receives the feedback request, review nudge, and referral SMS on behalf of the family.
How does the feedback cooldown work to prevent over-messaging?
You configure a feedback cooldown period in your Spokk settings (e.g. 14 days). A patient who recently completed the automation sequence won't be triggered again until the cooldown expires. For orthodontic practices with frequent monthly appointments, you might set this to 25-30 days so patients aren't receiving feedback requests at every single visit.
Starter
For solo operators & small teams
Billed $588/year
250 customers / month
Unlimited SMS included
- 250 customers / month
- 1 manager + 1 staff member
- Unlimited locations
- Dedicated toll-free SMS number (US & Canada)
- Full automation sequence
- AI review response drafts
- Loyalty & referral programs
- Feedback forms & QR codes
- HubSpot integration & API access
- Buy additional customer top-ups
Growth
For growing businesses & teams
Billed $984/year
500 customers / month
Unlimited SMS included
- 500 customers / month
- 2 managers + 2 staff members
- Unlimited locations
- Dedicated toll-free SMS number (US & Canada)
- Full automation sequence
- AI review response drafts
- Loyalty & referral programs
- Feedback forms & QR codes
- HubSpot integration & API access
- Buy additional customer top-ups
Pro
For high-volume businesses
Billed $1992/year
1,500 customers / month
Unlimited SMS included
- 1,500 customers / month
- 3 managers + 5 staff members
- Unlimited locations
- Dedicated toll-free SMS number (US & Canada)
- Full automation sequence
- AI review response drafts
- Loyalty & referral programs
- Feedback forms & QR codes
- HubSpot integration & API access
- Buy additional customer top-ups
All plans include a 14-day free trial. No charge until your trial ends. Questions?