Healthcare Innovation

How Dental Practices Use AI - 30 Use Cases with Prompts

August 4, 2025
How Dental Practices Use AI - 30 Use Cases with Prompts

Overwhelmed by dental office paperwork? BastionGPT’s secure, HIPAA-compliant AI streamlines operations across clinical documentation, patient communication, billing, and more. From front office staff and dental hygienists to practice managers and dentists, your team can use BastionGPT’s secure AI assistant to summarize complex patient records, draft articulate communications, and extract insights from practice data. The result is faster administrative work with fewer errors, and this is all achieved while maintaining strict dental compliance and patient privacy.

Equipped with an AI Scribe for transcription and the ability to use smart dental AI prompts for guidance, BastionGPT transforms how dentists manage documentation, billing, and patient communication. The result? More time for patient care, less burnout from admin tasks, and consistently thorough records.

While BastionGPT streamlines numerous tasks, it is crucial for dental professionals to remember that BastionGPT provides a sophisticated set of tools designed to assist, not replace, human expertise and oversight. Users remain responsible for reviewing, validating, and ensuring the accuracy and appropriateness of all AI-generated content and recommendations, maintaining full compliance with all relevant regulations.

Let’s explore generative AI in dentistry through 30+ real-world use cases, complete with sample workflows and prompts.

Clinical Documentation & Treatment Notes

Keeping clear, detailed treatment notes is vital and yet writing them can eat up hours. This section highlights how BastionGPT streamlines clinical documentation, acting like a dental charting AI that transforms conversations and exam findings into well-structured notes. Dentists can record an exam and have BastionGPT produce a formatted note or summary, significantly reducing after-hours charting. Whether it’s a routine check-up or complex procedure, the AI assists in identifying potential omissions and inconsistencies, and even suggests improvements or additions, helping clinicians to create comprehensive notes. From periodontal exams to orthodontic visits, BastionGPT helps clinicians maintain thorough documentation with minimal effort.

Key Use Cases in Clinical Documentation

Transcribe & Draft Notes

Use BastionGPT’s medical scribe capabilities to convert voice dictations or rough notes into polished clinical documentation. For example, after an exam, the AI can generate a complete SOAP note (Subjective, Objective, Assessment, Plan), capturing chief complaint, findings (e.g. “caries on #14 D”), treatment provided, and follow-up steps. This saves dentists from typing lengthy narratives and ensures consistency in format. You can simply click the SOAP note tab to summarize or use the following prompt to convert your notes or other documentation.

  • Ex. You are a dentist completing a clinical note. Review the exam findings and generate a SOAP note including the chief complaint, observed conditions, diagnosis, treatment performed, and plan for follow-up.

Perio Chart Summaries

Periodontal exams generate extensive data. BastionGPT can digest full perio chart data (probing depths, bleeding points, recession) and generate an easy-to-read perio chart summary. It highlights areas of concern – e.g. “Generalized 4-5mm pockets with bleeding on probing in posterior sextants, suggestive of moderate periodontitis – recommend SRP.” This summary can be included in the patient’s record or used to explain periodontal status to the patient, eliminating manual transcription.

  • Ex. You are a dental hygienist documenting a periodontal exam. Analyze the probing depths, bleeding, and mobility to create a concise clinical summary with treatment recommendations.

Aligner Progress Notes

For orthodontic cases, BastionGPT helps track and document progress at each aligner check-in. Simply provide details like current aligner number, any tooth movement observations, and patient compliance notes. The AI assistant drafts a clear aligner progress note e.g. “Week 12: Patient has advanced to aligner 5 of 30. Mild spacing remains between upper incisors; attachment on #7 intact. Patient reports wearing aligners ~22 hrs/day. Continue as planned; next check at aligner 8.” This helps each orthodontic visit be thoroughly documented, aiding continuity of care.

  • Ex. You are an orthodontic assistant documenting an aligner check-in. Draft a progress note detailing the current aligner number, observed tooth movement, and patient compliance, including the next check-in details.

Complete Procedure Narratives

When a procedure is finished, BastionGPT can generate the detailed narrative for the dentist to review. For example, after a complex extraction or implant placement, the dentist can provide key details via the AI Scribe or a recording (tooth, anesthesia, complications, materials used) and have the AI draft the full operative note. This can include pre-op and post-op conditions, steps taken (“#32 extracted in fragments, irrigation and suture placed…”), and post-op instructions given. These AI-drafted narratives help chart entries be comprehensive and properly formatted for future reference or audits.

  • Ex. You are a dentist finishing a complex procedure. Draft a detailed operative note including pre-op and post-op conditions, steps taken, materials used, and post-op instructions given.

Front Desk & Patient Coordination

Efficient patient coordination keeps a practice thriving. Front-desk staff handle appointment scheduling, reminders, intake forms, and more; tasks BastionGPT assists with through natural language generation. By using well-crafted dental AI prompts, even non-clinical staff can leverage the AI for polished communications and streamlined workflows. Imagine significantly reducing the time spent drafting emails or making reminder calls: BastionGPT can produce friendly, professional messages in seconds. From managing recalls to coordinating referrals, the AI supports having patients stay informed and engaged, all while helping you to maintain a consistent, courteous tone that reflects your practice’s brand.

Key Use Cases in Front Desk Workflows

Personalized Appointment Reminders

Draft reminder emails or texts for upcoming appointments. BastionGPT can integrate patient name, date/time, and any prep notes (e.g., “arrive 10 minutes early, remember to bring insurance card”), outputting clear, warm reminder messages. This prevents no-shows and enhances patient experience, saving considerable staff time over manual drafting.

  • Ex. You are a front desk coordinator preparing an appointment reminder. Use the patient’s name, appointment time, and visit type to write a courteous and informative message.

Missed Appointment Follow-Ups

When a patient cancels or no-shows, the AI assistant generates a polite follow-up offering to reschedule. For example: “We’re sorry we missed you today. Please let us know if you’d like to rebook your dental visit and we’ll be happy to accommodate a new date. Your oral health is important to us!” Such timely communications keep patients on track with care and demonstrate responsiveness.

  • Ex. You are a scheduler following up on a missed appointment. Draft a message offering to reschedule and reinforcing the importance of care continuity.

Streamlined Patient Intake Forms

Create and manage intake paperwork with AI assistance. BastionGPT can help draft comprehensive patient intake forms, or condense a completed form into a summary for the dental team. For instance, after a new patient fills out their history, staff can have the AI summarize key points (allergies, chief complaint, insurance info) in a single paragraph. This gives clinicians a quick overview at a glance, and can provide visibility for important details from lengthy forms that may be overlooked.

  • Ex. You are a receptionist reviewing a completed intake form. Extract allergies, medications, and concerns to generate a summary for clinical staff to review before the appointment.

Quick Email Responses & FAQs

Front desk teams frequently answer recurring questions (e.g., “Do you accept XYZ insurance?”, “What are your hours?”, “How to handle a dental emergency?”). The AI generates clear, adaptable responses that staff can personalize. It can also translate messages for non-English-speaking patients on the fly. By drafting these emails or website FAQ content, BastionGPT helps patients get accurate information quickly, freeing up staff for in-person interactions.

  • Ex. You are a front desk team member responding to a common patient inquiry. Draft a clear and professional email response addressing the frequently asked question, and write the message at a 3rd-grade reading level for non-native English speakers.

Referral & Specialist Coordination

When sending a patient to a specialist, the front desk can use AI to draft referral cover letters or transfer documents. Provide BastionGPT basic case information (patient name, reason for referral, pertinent history, attached x-ray reports) and it will produce a professional letter to the specialist. This letter can outline the case (e.g., “Dr. Jones, we are referring Mr. Smith for evaluation of a possible endodontic retreatment on #15…”) and include contact details for follow-up. This simplifies providing continuity of care between providers.

  • Ex. You are a front desk coordinator preparing a specialist referral. Summarize the patient's contact info, treatment needs, and attach supporting documentation in a formatted handoff note.

Billing, Claims & Insurance

Dental billing and insurance claims are notoriously detail-heavy, where small errors or missing information can lead to denied claims or delayed payments. BastionGPT acts as a dental billing automation assistant by evaluating forms and narratives for completeness and suggesting appropriate coding. Instead of staff laboring over claim narratives or cross-referencing coding manuals, the AI for dental insurance can generate CDT narratives and even suggest relevant codes based on chart notes. It can also interpret dense insurance policy documents for you, or draft appeal letters when needed. By automating these tedious steps, BastionGPT speeds up reimbursements and significantly reduces administrative overhead, all while maintaining accuracy and compliance.

Key Use Cases in Billing & Insurance

Automated Claim Narratives

Instantly generate clear, thorough narratives to accompany insurance claims. For procedures that require justification (like a crown for a cracked tooth or periodontal scaling), BastionGPT can draft the explanation including clinical findings and why the procedure was necessary. It helps CDT narratives include all relevant details such as patient symptoms, diagnostics (x-rays or findings), treatment done, and prognosis and they can be phrased in insurer-friendly language. These AI-crafted narratives align with payer requirements to help you make sure nothing vital is omitted.

  • You are a billing specialist preparing an insurance claim. Generate a clear and thorough narrative justifying the necessity of the procedure, including clinical findings, diagnostics, and prognosis, in insurer-friendly language.

Accurate Coding & Documentation

Reduce coding errors by having the AI double-check and suggest codes. For example, if a dentist writes a note about “deep distal caries on #18 treated with a composite filling,” BastionGPT might suggest CDT code D2391 (one-surface posterior composite) if not already noted. It can also help the narrative include necessary keywords for that code (like “resin restoration” and tooth surfaces). By cross-verifying documentation with coding, the AI supports preventing claim rejections due to documentation deficiencies.

  • Ex. You are a billing assistant reviewing chart notes for coding accuracy. Suggest the appropriate CDT codes based on the documented clinical findings and ensure the narrative includes necessary keywords for compliance.

Insurance Benefits Summaries

BastionGPT can parse through insurance plan details or benefits breakdowns and summarize them in plain language. If a patient provides a 10-page dental insurance policy, the AI can outline key points: deductible, annual maximum, covered percentages for preventive/basic/major, and any waiting periods or frequencies (e.g., “2 cleanings per year”). This saves your billing coordinator from deciphering fine print and provides quick answers when patients ask, “What will my insurance cover for this procedure?”

  • Ex. You are a billing coordinator explaining a patient's insurance benefits. Summarize the key points from the patient's insurance policy, including deductibles, annual maximums, and covered percentages for different service types.

Denial Appeal Letters

In cases of denied claims or preauthorization refusals, the AI can draft professional appeal letters. Provide the denial reason along with patient information, and BastionGPT will formulate a response citing relevant facts and attachments. For instance: “We are writing to appeal the denial of D4341 (periodontal scaling) for patient X. Enclosed are chart notes and x-ray evidence of bone loss indicating this treatment was medically necessary. Please reconsider coverage in light of this documentation.” Such letters, generated in seconds, help practices fight for rightful reimbursements without spending hours on writing.

  • Ex. You are a billing manager appealing a denied insurance claim. Draft a professional appeal letter citing the denial reason, patient information, relevant facts, and evidence to reconsider coverage.

Patient Billing Explanations

For patient-facing bills, BastionGPT can create easy-to-understand summaries. If a patient is confused about their invoice (insurance adjustments, co-pays, non-covered services), the AI can translate it into layman’s terms: “Your recent visit total was $200. Insurance paid $150. The remaining $50 is your co-pay for the filling on tooth #3 per your plan’s 80% coverage for basic services.” This clarity improves patient trust and reduces calls to clarify bills.

  • Ex. You are a billing coordinator explaining a patient's invoice. Create an easy-to-understand summary of the patient's bill, clarifying insurance adjustments, co-pays, and non-covered services in layman’s terms.

Diagnostic Imaging & Scan Summaries

Dental practices generate extensive clinical imagery, from routine X-rays and intraoral photos to 3D scans for implants or aligners. Interpreting and documenting these findings is time-consuming. A prime frontier for generative AI in dentistry is assisting with image-based workflows. While BastionGPT isn’t a diagnostic device, and doesn’t process images directly, it can summarize radiologists’ reports to produce descriptive summaries for notes or treatment plans. This means quicker write-ups of X-ray findings and clearer patient explanations. For instance, instead of manually noting every visible restoration or issue on a full-mouth series, a dentist could get a first draft from the AI.

Key Use Cases in Imaging & Scans

Radiograph Findings to Notes

After taking radiographs (bitewings, PA, or panoramic), use BastionGPT to generate a summary of key findings for the record. For example, feed the AI assistant a list of observations or even the radiology report, and it can output: “Bitewing exam: Caries noted on #15D, #14M; existing restorations on #2, 3, 18; no periapical radiolucencies; bone levels appear normal in posterior regions.” This provides a standardized radiographic exam note without the dentist typing it line by line. It can also serve as a patient-friendly imaging explainer, translating dental jargon into plain language when needed.

  • Ex. You are a dentist documenting radiographic findings. Summarize key observations from bitewing, PA, or panoramic X-ray reports to create a standardized note for the patient's record along with a separate patient-friendly explanation.

Patient Consultation Visual Descriptions

As an educational tool, the AI helps create explanations for imaging findings that patients often struggle to understand. If a patient’s panoramic X-ray reveals an impacted wisdom tooth, BastionGPT can craft a short explanation: “Your lower wisdom tooth is trapped under the gum (impacted) and pushing against the next tooth. This can cause pain or infection. We’ll likely need to extract it to prevent issues.” By leveraging the AI Assistant, dentists better communicate imaging findings, improving patient trust and treatment compliance.

  • Ex. You are a dentist explaining imaging findings to a patient. Draft a short, personalized, plain-language explanation targeted to a 6th-grade reading level of the finding from this imaging report and related documentation to improve patient understanding and compliance.

Lab & Prosthetic Workflow

Behind every great dental restoration is often a great dental lab. Effective communication with dental labs (or in-house milling units) is crucial to get quality crowns, dentures, aligners, and more. BastionGPT streamlines the lab & prosthetic workflow by helping draft precise lab prescriptions, case communications, and even checking for completeness. Instead of writing out every lab slip by hand, dentists can let the AI take a first pass for them and provide a second set of eyes to avoid missing things like shade, material, or due date. It can also summarize lab reports or technical jargon when labs send back case notes. The result is a smoother hand-off between clinic and lab, fewer errors or remakes, and time saved on both ends.

Key Use Cases in Lab Coordination

Detailed Lab Prescriptions

Generate complete lab orders for crowns, bridges, dentures, orthodontic appliances, etc. Dentists provide key parameters (patient info, tooth #, restoration type, shade, special instructions), and BastionGPT drafts a professional lab prescription. For example: “Please fabricate a Zirconia crown for tooth #19. Shade: A2. Margin: shoulder prep. Include interproximal contacts; ensure occlusion with opposing #14. Patient has a low smile line – prioritize lingual metal for strength if needed.” The AI’s draft covers essential points, acting as a checklist to prevent overlooking items on the lab form.

  • Ex. You are a dentist preparing a lab order for a restoration. Draft a complete lab prescription for a crown, bridge, or denture, including patient info, tooth number, restoration type, shade, and any special instructions or requirements.

Lab Case Summaries

When sending complex cases (like a full-mouth rehab or implant case) to the lab, dentists can include a cover letter summary generated by AI. It can outline the case background (“Patient had failing dentition, all teeth extracted; we’re fabricating an upper denture and lower implant overdenture…”) and what the lab needs to do for each item. Dentists can review the summary to provide lab technicians the “big picture” without sifting through lengthy clinical notes. It’s especially useful if multiple appliances or sequential steps are involved, providing the lab a clear treatment plan and expectations.

  • Ex. You are a dentist sending a complex case to a dental lab. Generate a concise cover letter summary outlining the patient's background, the overall treatment plan, and specific lab instructions for each appliance or sequential step.

Quality Assurance Checks

BastionGPT acts as a second set of eyes on your lab forms or lab communications. For instance, after drafting a lab order, you can ask the AI to verify if all critical info is included. It might flag, “No shade specified for the crown” or “Due date not indicated.” This helps catch omissions before the case is sent out. Similarly, if a lab returns a case for clarification, the AI can parse their message and highlight the questions you may need to answer (e.g. “Lab asks: confirm if bridge design is 3-unit vs 4-unit”). This reduces back-and-forth.

  • Ex. You are a dental assistant reviewing a lab form. Verify that all critical information, such as shade and due date, is included, or parse a message from the lab to highlight questions needing your answer.

Document Review, SOPs & Team Training

Running a dental practice involves more than treating patients; it encompasses protocols, policies, and continuous team training. Here, BastionGPT shines as an administrative ally. The AI assistant drafts and polishes Standard Operating Procedures (SOPs), employee handbooks, or compliance policies tailored to your clinic. Have a 30-page OSHA guideline to implement? The AI summarizes it into actionable steps for your team. Need to train staff on new software or procedures? BastionGPT generates outlines, quizzes, or even role-play scenarios. By handling the heavy lifting of document creation and review, BastionGPT frees managers to focus on implementation, supporting consistency and a professional tone across all internal documents.

Key Use Cases in Office Documentation & Training

Drafting SOPs and Policies

Create clear step-by-step SOPs for anything from sterilization protocols to front-desk phone scripts. Provide BastionGPT with a rough outline or key points, and it generates a structured document for you to review. For instance, for infection control: it can outline sections on hand hygiene, instrument sterilization (autoclave steps), surface disinfection, waste disposal, etc., complete with bullet points or numbering.

  • Ex. You are a practice manager creating a new office policy. Generate a structured Standard Operating Procedure (SOP) for a specific protocol (e.g., sterilization) with step-by-step instructions, bullet points, or numbering.

Summarizing Guidelines & Manuals

When new regulations or product manuals emerge, the AI condenses them for quick understanding. If the CDC updates its dental clinic infection guidelines, BastionGPT can summarize the update into a one-page “cheat sheet” for your staff, highlighting new or changed elements. Similarly, for a new X-ray unit, the AI extracts key operating instructions and safety warnings from a long user manual into a handy reference. This saves time and helps staff learn only what they need without wading through technical jargon.

  • Ex. You are a practice manager reviewing new regulations or equipment manuals. Condense the information into a one-page "cheat sheet" for staff, highlighting key updates, operating instructions, or safety warnings.

Document Proofreading & Consistency

Use BastionGPT to review existing documents for clarity and consistency. For example, if your practice manual has evolved over years, feeding sections through the AI helps identify duplicate or contradictory information and even corrects grammar. It might catch that one policy says “scrubs are navy blue” while another says “scrubs are black” and flag the discrepancy. By proofreading and suggesting edits, the AI acts as a virtual editor, giving your internal documents a professional polish.

  • Ex. You are an office administrator reviewing practice documents. Proofread for clarity, consistency, and grammar, identifying duplicate or contradictory information within the text.

Onboarding & Job Aids

Quickly generate onboarding packets or job aids with AI assistance for new team members. For instance, create a “Dental Assistant Quick-Start Guide” outlining daily tasks, important contact info, software login instructions, etc. BastionGPT helps the guide become more comprehensive and easy to understand, even tailoring the tone for a new hire. These standardized documents accelerate training and provide new staff with quick references for faster ramp-up.

  • Ex. You are a practice manager onboarding a new team member. Create a comprehensive "Quick-Start Guide" or job aid detailing daily tasks, important contacts, software login instructions, and other essential information for a new hire.

Compliance & Audit Readiness

Compliance is non-negotiable in healthcare, and dentistry has its share of regulations—from HIPAA to OSHA to dental board standards. Failing an audit can be costly. BastionGPT helps practices stay audit-ready by acting as a compliance assistant. Engineered as a HIPAA-compliant AI platform, BastionGPT provides a secure environment for processing patient data. The AI scans documents to spot missing elements (like unsigned consent forms or incomplete charts) and helps you fix them proactively. It also assists in anonymizing patient information when needed. Essentially, BastionGPT provides an extra layer of reassurance that your documentation and processes meet required standards, guiding you in corrections before an auditor arrives.

Key Use Cases in Compliance

PHI De-Identification

If you need to share patient records or cases outside the practice BastionGPT can help you anonymize them. By prompting the AI with a document, you can ask it to remove or replace all Protected Health Information (PHI) – names, birthdates, addresses, etc. The result is a sanitized document (e.g. “John Doe” becomes “Patient A,” dates adjusted or blanked) that you can safely use. This is invaluable for creating training materials or consulting on cases while staying within HIPAA rules. Read this article to learn more about how to anonymize patient data with BastionGPT.

  • Ex. You are a compliance officer preparing patient records for external sharing. Anonymize the document by removing or replacing all Protected Health Information (PHI) to create a sanitized version for training or consultation.

Chart Audit Preparation

Before an insurance or regulatory audit, use the AI to audit your own charts. For example, feed it a batch of 10 patient records and ask it to check for required documentation. BastionGPT might flag that 2 of them are missing a signed treatment consent, or that one hasn’t had a HIPAA acknowledgment form updated in 6 years. It can rapidly scan for the presence (or absence) of key items. By aiding you in filling these gaps, your team can correct them proactivley, vastly improving audit outcomes.

  • Ex. You are a compliance officer preparing for a chart audit. Review a batch of patient records and identify any missing required documentation, such as unsigned consent forms or un-updated HIPAA acknowledgment forms.

Billing Compliance Checks

Similar to chart audits, the AI can review billing records for potential coding or compliance issues. It can look at a day’s insurance claims and highlight anomalies, like “Procedure D1110 (adult prophy) billed twice within 3 months for the same patient, check if one should be perio maintenance (D4910).” Or if a note doesn’t justify a billed code, it could point that out too. This kind of AI-driven compliance scrub helps prevent fraud or billing errors that could trigger penalties.

  • Ex. You are a billing auditor reviewing insurance claims. Highlight any anomalies or potential coding and compliance issues, such as duplicate billing for the same patient or codes not justified by notes.

Incident Documentation & Analysis

In case of a compliance incident (e.g., an email with PHI accidentally sent unencrypted), BastionGPT assists in documenting what happened and drafting the necessary reports or patient notifications. It maintains a professional tone and helps ensure all key information is included (what occurred, when, who was affected, remedial actions taken). Well-documented incident reports are often a compliance requirement, and the AI helps avoid missing critical elements while drafting under stress.

  • Ex. You are a compliance officer documenting a security incident. Draft a professional incident report, ensuring it includes all key information about what occurred, when, who was affected, and the remedial actions taken.

Patient Communication & Education

Educating patients and fostering clear communication are essential for satisfaction and treatment acceptance. BastionGPT assists by creating polished, easy-to-understand educational content tailored to each patient. Dentistry often involves jargon and anxiety; AI for patient communication helps translate “doctor-speak” into friendly guidance. Want to provide aftercare instructions for a procedure in the patient’s preferred language? Done. Need a quick summary of what a root canal entails, written at a 6th-grade reading level? The AI has it covered. It also generates content like blog posts, newsletters, or social media tips, enabling your practice to engage and educate your community without extensive writing. By leveraging AI, dentists empower their patients to stay informed, comfortable, and confident in their care.

Key Use Cases in Patient Communication

Personalized Aftercare Instructions

Generate custom post-op or post-treatment instructions for patients. Instead of handing out a generic sheet, BastionGPT can incorporate specific details: “After your deep cleaning today, John, focus on gentle brushing in the lower right area where your gums are tender. Rinse with warm saltwater tonight. It’s normal to have mild soreness for a day or two. Call us if you experience any sharp pain or bleeding that won’t stop.” By personalizing and simplifying instructions, patients are more likely to follow them which can lead to better outcomes and fewer panicked phone calls.

  • Ex. You are a dentist providing post-treatment instructions. Generate custom aftercare instructions for a patient, incorporating specific details about their procedure and personalized advice for recovery.

Condition & Treatment Explainers

Use the AI assistant to create plain-language explanations for diagnoses or procedures. If you diagnose early-stage periodontal disease, you can prompt BastionGPT to produce a one-page explainer for the patient: what it is, how it’s treated, and how to prevent progression. These can include helpful analogies or visuals (if you choose to add images later). Similarly, for a procedure like an implant, the AI can write a step-by-step overview (“First, we place a titanium post…”) so the patient understands the journey ahead. Providing these handouts or emails reinforces what you discussed and helps patients remember and share accurate info with their family.

  • Ex. You are a dentist explaining a diagnosis or procedure to a patient. Create a plain-language explanation (e.g., a one-page explainer for periodontal disease or a step-by-step overview for an implant) to enhance patient understanding and recall.

Conclusion

Dental practices embracing BastionGPT are experiencing significant gains: saving time, reducing errors, and boosting both patient and staff satisfaction. By automating tedious documentation and enhancing every workflow from the front desk to the operatory, BastionGPT empowers your team to focus on what truly matters, delivering exceptional patient care. It’s a professional, approachable assistant working 24/7 in the background, consistently supporting your dental team.

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