White Glove Orthodontist
The Efficient Practice · Companion Guide

What To Do Monday

A step-by-step action plan from “How AI is Transforming Orthodontic Operations.” You do not have to do all of this. You just have to do something. Because waiting costs more every week.

How to use this guide: Four steps, sequenced by when to start them. Each step has a how-to you can hand to your team. Work top to bottom. Do not skip to step 4 because it sounds the most interesting. The order matters. Everything here is built and running today at Elate Orthodontics and Tribute Family Dentistry.
1
Start Here

Angel Aligners Free Ceph Tool

10 minutes

This one has nothing to do with AI. It is free, professional-grade cephalometric analysis available to any orthodontist regardless of aligner brand. The bar for adoption is zero. There is no barrier.

How to set it up

  1. Go to angelaligner.comFind the practitioner portal and sign up. Free account.
  2. Locate the ceph analysis toolInside the portal. No additional purchase, no upgrade tier.
  3. Upload a recent lateral cephFrom your next new patient records. Use one you have already traced manually so you can compare.
  4. Review the output formatConfirm it produces what you need: landmarks, measurements, soft tissue analysis.
  5. Add it to your new patient workflowUpdate your records protocol so your team knows it is the new standard.
Why this is step one It is free, it is fast, and it is the lowest-friction win in this entire presentation. If you do nothing else this month, do this.
2
This Week

Review Your Marketing Performance with AI

2 to 3 hours

Use Claude and ChatGPT to study your own brand strength, your competitors, and where your patients actually live. This is competitive intelligence and geographic mapping. Two workflows. Both done in an afternoon.

Workflow A: Competitive intelligence

  1. List your top 3 to 5 local competitorsBy name and Google listing.
  2. Open Claude or ChatGPT in agent or research modeAsk it to pull each competitor’s Google reviews, pricing signals, recent promotions, and patient pain points mentioned in low-star reviews.
  3. Ask for a weekly snapshot formatSo you can run the same prompt every week and compare changes over time.
  4. Run the same prompt on your own practiceCompare honestly. What are competitors doing better? What are you doing better? Where are the gaps?
  5. Pick one finding and act on it this weekOne pricing signal, one messaging gap, one review pattern. Move on it.

Workflow B: Geographic patient mapping

  1. Run a case report in your PMSAll cases started in the past 12 months, including home addresses. Export as Excel or CSV.
  2. Upload to Claude or ChatGPTAsk it to strip all patient-sensitive information: names, DOB, patient IDs. Keep only home address. Assign each row a number. Export a clean spreadsheet.
  3. Open Google My MapsCreate a new map. Import the clean spreadsheet. Google reads the addresses and places a pin on every patient’s home automatically.
  4. Read the mapLook for clusters, gaps, and unexpected density.
  5. Reallocate your marketing budgetIncrease spend where patients already come from. Pull back where you are spending with no return. Flag any area that might justify an expansion location.
Privacy note Always strip patient-identifying data before uploading anything to a third-party AI tool. Address-only is fine. Name plus address is not.
3
This Month

Set Up Your Internal Knowledge Base

4 to 6 hours over 2 to 3 weeks

This is the “all-knowing employee.” An AI trained on YOUR practice data: your fees, your protocols, your scripts, your insurance rules. Not the internet. Built inside Google Workspace if you are already on it. New front desk gets up to speed faster. Knowledge stops walking out the door when someone leaves.

How to build it

  1. Confirm your Google Workspace setupYou need Google Drive, Gmail, Google Chat, and Gemini access. If you are already on Workspace, you likely already have this.
  2. Pick ONE document to startYour office manual, your insurance fee schedule, or your treatment plan template. Do not try to load everything at once.
  3. Upload it to a dedicated Google Drive folderName the folder something obvious like “AI Knowledge Base.”
  4. Connect Gemini to that folderInside Gemini, point it at the folder so it can read your files.
  5. Ask it a question your front desk asks you every week“What is our records fee for a new patient with PPO insurance?” or “What is our policy on missed appointments?” See what comes back.
  6. Refine the source documentIf the answer is wrong, the source document is wrong or incomplete. Fix the document, ask again.
  7. Add one document per weekManuals, scripts, fee schedules, treatment plan templates, communication templates. Build it gradually.
  8. Train your team to use itThrough Google Chat is easiest. They ask the bot before they ask you.
What to expect A new front desk hire can be answering insurance questions confidently within their first week, including questions you have not even trained them on yet, because the system has.
4
This Quarter

Build Your Virtual Care System

Setup in a day. Refine over 8 to 12 weeks.

$0.39 per patient. Less than a postage stamp. The entire equipment investment is a bag of cheek retractors from Amazon. Patients use the camera already in their pocket. You review on Wednesdays in under 5 minutes per patient.

How to set it up

  1. Buy cheek retractors in bulkAmazon. Roughly $0.39 per patient at bulk pricing.
  2. Create a dedicated Google Chat channelOne channel per patient or one shared channel per provider, depending on volume. Patients text photos in.
  3. Write your photo protocol8 photos: 4 with aligners in, 4 without. Standardize the angles so every patient sends the same set.
  4. Build your automated patient instructionsText plus email. Sent before the virtual appointment date. Include the photo protocol with examples.
  5. Set a recurring review block on your calendarWednesday afternoons, for example. Block 30 to 45 minutes. Less than 5 minutes per patient.
  6. Build your AI response script templateCommon findings, next steps, scheduling logic. Use a pre-built script in your AI tool to generate the response, copy and paste, text it back.
  7. Switch new starts to virtual for one appointment type firstThe 4 to 5 week check-in is a good start. Tell the patient at delivery their next visit is virtual.
  8. Track outcomes for 90 daysRefinement rate, compliance, no-show rate, emergency rate. Compare to your pre-virtual baseline.
Real outcome to expect Refinement rates drop because tracking issues get caught at week 4 or 5 instead of months later. Aligner emergencies drop. Distant and out-of-state patients become manageable. Summer rush absorbs without adding chair capacity.

Tools Referenced in This Plan

Everything in this guide can be built with these. No exotic software, no new subscriptions if you are already in Google Workspace.

Claude or ChatGPTAgent and research modes for marketing analysis, data cleaning, competitive intelligence.
Google WorkspaceDrive, Gmail, Chat, Gemini. Your internal knowledge base lives here.
Google My MapsGeographic patient mapping. Free.
Angel Aligners PortalFree ceph analysis. Available to all orthodontists.
Your PMSStandard case report with addresses. You already have this.
Cheek retractorsBulk from Amazon. The only physical equipment needed for virtual care.

You do not need more staff.
You need better systems.

Want a person who has built all of this to walk through it with you?
That is what White Glove Orthodontist is for.

Let’s Chat
Dr. Kevin Baharvand, DMD, MS, MSOL
Elate Orthodontics · Tribute Family Dentistry · White Glove Orthodontist
Companion guide to “The Efficient Practice” · Ascend NYC, May 2026