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SGA Dental Partners · GoHighLevel Consultant Brief
Stack reference, customer journeys, and the Advanced Care GHL automation flow
Excited to get started on building out our GoHighLevel instance with you. This brief is your orientation: who SGA is, what we're asking GHL to do across the portfolio, the three practice patterns you'll configure for, the systems GHL has to talk to, and how to navigate the rest of this document.
Three outcomes drive this engagement. Everything in the Customer Journeys and Advanced Care Flow tabs ladders up to one of them. If a workflow doesn't move one of these forward, it's noise.
| Pattern | Who the customer is | Cycle & cadence | GHL pipeline shape | What GHL must do |
|---|---|---|---|---|
| General Dentistry | Patient · high volume | Same day to 2 weeks | One pipeline, 10 stages | Speed-to-lead, insurance verification, booking, 6-month recall, no-show recovery |
| Specialty (B2B Referral) | Referring GP, then the patient | 1 to 4 weeks | Two pipelines, linked: GP Relationship + Patient Case | GP loyalty tiers, referral acknowledgement SLAs, consult-summary automation, treatment-completion reports back to GP |
| Advanced Care | Patient · long cycle, high consideration | 2 weeks to 6 months to close, 3 to 18 months to deliver | Two pipelines: Pipeline A (General Dentistry) + Pipeline B (11-stage Advanced) | Multi-touch consult, financing pre-qual, treatment-phase loop, reveal + advocate motion. Cross-pollination from Pipeline A. |
GHL is not standalone. Read these as integrations the consultants must configure during build. The Customer Journeys tab annotates which of these fires at each stage; the Advanced Care Flow tab shows the webhook-driven decisions.
| System | Role in the flow | How GHL connects |
|---|---|---|
| TeamCare | DPMS connector layer | Bidirectional API. Reads patient match, insurance eligibility, appointments, treatment-plan codes; writes appointments and case-completion ties. |
| Dentrix · Eaglesoft · Open Dental | System of record for clinical, scheduling, production | Always via TeamCare. Never direct from GHL. |
| CallRail | Call attribution, dynamic number insertion, recording, transcripts | Webhook posts source, UTM, recording URL, and transcript into the matching GHL contact. |
| Modento | Intake forms, confirmations, review requests, cohort messaging | Form-submission events trigger GHL workflows; intake answers update custom fields. |
| CareCredit · Cherry · Sunbit | Patient financing | Pre-qual webhooks update financing_status custom field; drive routing in Advanced Care Flow. |
| Stripe | Deposits and patient-pay | Success webhook moves the contact to Closed-Won and triggers DPMS multi-stage write. |
| Patient Prism · Neurality | Phone-call scoring (Neurality is in pilot) | Quality scores sync into a TC custom field; informs coaching and call-handling. |
| PromoRepublic | Reputation + multi-location social | Review requests and advocate-stage amplification fire from GHL workflows. |
| DAM | Before-and-after asset library | Image-upload events at reveal stage trigger testimonial and amplification workflows. |
| Power BI · SGA3P | Portfolio rollup and the activation layer that turns insight into tasks at every practice | GHL emits a nightly sync of pipeline counts and stage transitions; SGA3P returns recommendations to practice managers. |
The operating context
Your build spec, per pattern
The branched workflow map
Dakota Milner · SGA Growth Lead. Primary point of contact for scope, pipeline questions, integration access, and any clarification on the Customer Journeys or Advanced Care Flow specs. Loop in directly on anything that affects pipeline shape, custom-field schema, or DPMS connectivity before changing it.
Two flows run the business. The Operational Data Flow shows how demand moves from the front door into the practice, up into intelligence, and out through the SGA3P Perfect Practice Platform to activate insights at every location. The Marketing Flow shows demand generation end-to-end, from consumer search through website, capture, engagement, and attribution.
Color Key
A dedicated view of how demand is created, captured, and attributed. This is the layer GHL plugs into for every practice, whether general dentistry, specialty, or advanced care.
Three patient-acquisition models, three GHL implementations. This is the playbook our GoHighLevel consultants build against: stages, triggers, automations, integration points, and how GHL reads and writes to the DPMS layer (TeamCare / Dentrix / Eaglesoft / Open Dental) at every step.
The workhorse journey. Hygiene, restorative, and family dentistry fueled by local demand. GHL's job: speed, consistency, recall. Never let a lead wait. Never let a patient lapse. Always fill the chair.
Tri-Rail Flow · Customer experience, data flow, GHL pipeline stage
Volume-driven funnel. Contact speed, insurance verification, and 6-month recall execution are the biggest lift points.
Stage Detail · Trigger, channel, GHL action, tech, DPMS read/write
Toothache, new to area, insurance change, family referral.
Source-aware landing page UTMs set per campaign. No contact yet: anonymous attribution starts here.
No read or write yet.
Visits website, checks reviews, scans insurance page.
Behavioral tags on visit. Retargeting audiences synced to ad platforms. Chat widget primed.
No read or write yet.
Fills form, calls office, starts chat.
Contact created with UTM, source, call recording. Pipeline stage set to "New Lead".
Read existing patient match on phone or email.
Waits for a response. Does not wait long.
Under 2 min SMS ack plus outbound call task. Escalate to practice manager if no human answer in 5 min.
Read insurance eligibility via TeamCare.
Schedules an appointment.
Appointment written to DPMS. Pipeline moves to "Booked". Confirmation SMS and email fire.
Write appointment to DPMS via TeamCare.
Gets intake forms and reminders.
No-show risk tag if intake not completed 24h prior. Fires callback task to front desk.
Write intake data into chart.
Shows up, gets treated.
Visit status syncs back from DPMS. Pipeline moves to "Completed". Treatment plan noted in contact custom fields.
Read visit and production amount back into GHL.
Leaves office, gets follow-up.
Review request fires 1hr post-visit via SMS. Balance handoff to Pearly. Recall pre-scheduled 6 months out.
Write next appointment to DPMS.
Approaches 6-month mark or overdue.
Multi-channel recall cadence: SMS, email, voice drop. Tiered reactivation for 9mo+ overdue. Personal outreach for 18mo+ lapsed.
Read last visit and overdue status daily.
Trusts the practice, has family and friends.
Birthday and anniversary touches. Family-member add campaign. Targeted upsells: whitening, Invisalign, night guards.
Read family group and treatment gaps.
GHL Configuration Essentials
| Configuration | Detail |
|---|---|
| Pipeline name | "General: New Patient" · stages: New Lead → Contacted → Qualified → Booked → Completed → Recall |
| Speed-to-lead SLA | Under 2 min SMS auto-fire, 5 min human callback, 15 min escalation ping to practice manager |
| Custom fields (required) | Insurance carrier, referral source, preferred provider, family group ID, last visit date, next recall due |
| Tags | source:*, service:*, insurance:*, lifecycle:new|active|overdue|lapsed |
| Automation triggers | Form submit, inbound call, DPMS appt created, DPMS visit completed, recall due, review received |
| DPMS sync cadence | Real-time for appts and visits via TeamCare API. Nightly full sync for treatment plans and family groups. |
The customer in GHL is the referring general dentist, not the patient. GHL's job: win GP mindshare, route referrals instantly, close the loop with progress reports. A GP who gets a fast, communicative experience refers again.
Tri-Rail Flow · GP experience, data flow, GHL pipeline stage
Relationship-driven funnel. Speed of response to referrals and quality of GP progress reporting drive retention and expansion.
Stage Detail · The GP is the contact. Patient data feeds the loop.
Local GP who does not refer yet or under-refers.
GP contacts created with firmographics. Segmented by zip, specialty mix, practice size.
No read or write yet.
Intro email, rep lunch, in-office visit request.
Multi-touch outreach sequence (email, SMS, mail). Rep visit tasks auto-assigned by territory. RSVP tracking for events.
No read or write yet.
Sends first referral.
GP moves to "Activated" pipeline stage. Welcome kit triggered. Rep notified for thank-you touch within 24h.
Write GP as referral source on patient chart.
Patient needs to be seen fast. Speed is a retention signal.
Patient contact created and linked to GP. Under 2hr response SLA. Auto-notify GP "we received [patient]". Book within 48h target.
Write patient and referral source. Read appointment confirmation.
Treatment delivered. This is the loyalty engine.
GP receives consult summary, treatment plan, completion report, imaging link via DAM. GPs refer again because we communicate.
Read treatment progress and clinical notes for GP-facing report.
Quarterly touchpoints, CE, events.
Scheduled rep visits. Quarterly production report ("you referred X cases, we completed Y, avg value Z"). CE invites. Holiday gifting workflow.
Read production rollup by referring GP.
Adding service lines or providers in the GP's office.
Tier system triggers upsell tracks (e.g., refers endo only, pitch perio and implant surgery). Introduce additional providers in GP office as referrers.
Read referral patterns and gaps.
Refers peers, joins events, gives testimonial.
Top-tier GPs invited to advisory and co-marketed. Peer intro program with reward. Testimonial harvest for marketing.
No read or write.
Patient Side · Runs in parallel, feeds the GP loop
| Patient Touchpoint | What GHL does | Why it matters to the GP |
|---|---|---|
| Patient intake confirmation | SMS and email within 2 hours of receiving referral | GP knows we picked up the ball fast |
| Appointment scheduling | Booked within 48h target, written to DPMS | Patient experience reflects back on the GP who referred them |
| Consult summary to GP | Auto-send PDF within 24h of consult | Closes the first loop. GP sees their referral was taken seriously. |
| Treatment completion report | Full summary plus images to GP portal or email | GP stays informed of outcome. Sets up continuity of care. |
| Patient return to GP | GHL handoff note: "Patient ready to return for restorative" | Respects the referral relationship. Builds trust for next referral. |
GHL Configuration Essentials
| Configuration | Detail |
|---|---|
| Contact types | Two: GP (referring doctor) and Patient. Related by custom field "referred_by_gp_id". |
| Pipelines | (1) GP Relationship Pipeline. (2) Patient Case Pipeline. Linked by relationship field. |
| GP tiers | Platinum (5+ per month), Gold (2-4 per month), Silver (1 per month), Cold (0). Automated tagging based on rolling 90-day referrals. |
| Critical SLAs | Referral acknowledgment under 2hr, consult scheduled under 48hr, GP report sent under 24hr post-event. |
| GP-facing comms | Consult summary, treatment plan, progress update, completion report. All automated but branded as from the treating specialist. |
| DPMS sync | Referral source field written to DPMS at booking. Production-by-GP rollup read nightly for retention reports. |
Advanced Care practices are super-GPs: they deliver general dentistry and restorative, but their growth engine is high-ticket services (full arch, cosmetic, sedation, complex implantology). They run two parallel GHL pipelines: General Dentistry for volume, Advanced Care for the long-cycle, high-AOV closes.
The General Dentistry arm runs the same playbook: GBP, speed-to-lead, DPMS booking, recall. Key difference in this context is cross-pollination hooks. General patients who exhibit advanced-care signals (terminal dentition, failing bridgework, cosmetic interest, anxiety or sedation need) get automatically flagged into the Advanced Care nurture track.
| Cross-Pollination Signal | How GHL detects | Action |
|---|---|---|
| Multiple failing restorations | DPMS chart tag or treatment plan keyword | Tag contact "adv:prospect". Add to Advanced Care education drip. Alert treatment coordinator. |
| Implant interest on intake | Modento intake form answer | Route to implant consult pipeline. Send service overview and financing info. |
| High-value cosmetic inquiry | Service-line form, keyword in chat | Move to Advanced Care pipeline stage 1. |
| Financing pre-approval | CareCredit or Cherry integration event | Priority-route to treatment coordinator. Schedule longer consult. |
| High production potential | High-value treatment plan flag in DPMS | Advanced Care nurture track. Trigger financing pre-qual workflow. |
Tri-Rail Flow · Patient experience, data flow, GHL pipeline stage
Stage Detail · Long-cycle, consultative, high-consideration
Note: the General Dentistry arm of this practice runs the same 7-stage patient funnel structure documented in the General Dentistry journey above. The Advanced Care pipeline below is the high-AOV complement.
Years of dental problems, dentures failing, social driver (wedding, reunion), before-and-after seen online.
UTM-tagged landing pages by service line. Custom audiences built for retargeting.
No read or write yet.
Multiple visits across days or weeks. Consumes service info, cases, FAQs.
Service guide download creates contact with "researching" tag. Content nurture drip over email and SMS. Retargeting intensifies.
No read or write yet.
Fills consult form or calls. Ready to talk, not yet ready to buy.
High-priority tag. Immediate SMS ack. Treatment coordinator notified within 5 min. Pipeline moves to "New Consult Request".
Read prior visit history if existing patient.
Phone consult with treatment coordinator.
Qualifying call covers timeline, budget, health, decision-making process. Pre-qualify financing. Send CBCT-needed instructions.
No DPMS write yet.
Agrees to come in for diagnostic consult. Deposit may be held.
Consult appointment created. Pre-consult packet sent (forms, what-to-expect, financing options). 3-touch reminder cadence to minimize no-show.
Write consult appointment to DPMS.
In-office: records, CBCT, photos, clinical exam.
Consult outcome status syncs back. Pipeline moves to "Plan Building". 24 to 48h SLA to present plan.
Read consult outcome and treatment plan draft.
Receives treatment plan and financing options.
Proposal sent via GHL with digital signature. Financing apps (CareCredit, Cherry, Sunbit) pre-filled. Pipeline moves to "Plan Presented".
Read plan codes for insurance maximization.
Says yes, financing approved, deposit paid.
Contract signed. Deposit collected. Pipeline moves to "Closed-Won". Multi-stage treatment schedule built across months.
Write case to DPMS. Multi-stage appointments booked.
Multi-month treatment: surgery, healing, provisional, final.
Milestone-based automations. Each phase completion triggers educational content, care instructions, next-step confirmations. Manages patient anxiety with touch points.
Read each phase completion. Triggers next GHL workflow.
Final smile, emotional moment.
Professional before-and-after photos to DAM. Review request with specific prompts. Testimonial consent form. Social media feature request.
Read final treatment records.
High satisfaction. Wants to refer. May need touch-ups.
Referral incentive program. Annual maintenance recall. Family and friends outreach campaign. Testimonial amplification via PromoRepublic. Touch-up pipeline for yearly maintenance.
Read annual maintenance due dates.
Instrumentation spec that GHL must produce for every Advanced Care practice. This is the framework. Benchmarks and numeric values are populated per practice during configuration.
GHL Configuration Essentials · Advanced Care specifics
| Configuration | Detail |
|---|---|
| Pipeline structure | Two linked pipelines per practice: (A) General Dentistry, (B) Advanced Care. Contacts move between via signal triggers. |
| Advanced Care stages | New Consult Request → Triaged → Consult Booked → Consulted → Plan Presented → Financing Pending → Closed-Won → In Treatment → Delivered → Advocate |
| Treatment coordinator role | Dedicated TC owns all Advanced Care leads post-triage. Daily task list driven by GHL. Call recordings scored via Patient Prism or Neurality. |
| Financing integrations | CareCredit, Cherry, Sunbit. Pre-qual webhooks feed approval status into GHL for priority routing. |
| Custom fields (Advanced) | Service line, AOV estimate, financing status, anxiety or sedation needs, decision-maker role, timeline urgency, case complexity tier, TC assigned. |
| Long-cycle nurture | Segment-specific drips over 30, 60, 90, 180 days for non-closers. Re-engagement at financial calendar events (tax refund, bonus season). |
| DPMS write-back | Multi-stage treatment schedule written to DPMS at close. Each phase completion read back into GHL to fire next automation. Production rollup per case for ROI attribution. |
| LTV attribution | Case closed plus production delivered attributes back to originating channel in marketing dashboards. AI recommends budget shifts via SGA3P. |
This is the working blueprint for the Advanced Care GoHighLevel build. Every shape is a real action a consultant has to configure: a workflow trigger, an automation step, a pipeline stage move, a DPMS read or write, or a decision branch.
Read top-to-bottom. The center spine is the happy path; the left rail is the off-ramp (nurture, lost, exits); the right rail is parallel actions (DPMS, integrations, async work). Every diamond is a decision the workflow has to evaluate; every dashed red arrow is a "no" path that has to be wired explicitly.
Shape Key
What the consultant builds · Workflows, Pipelines, Custom Fields, Integrations
The five moves that unlock the most value with the least drag. Sequenced so each one makes the next one easier.
Foundation: close the attribution gap.
Capture: stop leaking leads at the front door.
Intelligence: close the loop and compound.
Sequenced initiatives across 13 weeks. Bars are color-coded by quadrant (quick wins, big bets, fill-in). Gold milestones mark the dates a deliverable has to land.