Know which new-patient request became a case, and which dollar sent it.
A new patient chooses on a phone, on the rating, the first few reviews and whether the office looks like it will answer. TruLata puts what that moment depends on, your new-patient requests, your reviews, your ads and your search, on one screen that refreshes when you open it, and it runs the scheduled work whether anyone is at the front desk.
Is this built for my dental practice?
Yes. It is built for a practice that treats patients across a catchment, whoever runs its marketing. An implant consult, a clear-aligner case, a full-arch restoration or a treatment plan with a few crowns in it starts as a request on your own form, and a new patient who stays on hygiene recall for years started the same way; the screen counts that request where it landed. Who does your marketing shapes how you use it. In many practices the marketing belongs to the practice manager, between the schedule, the phones and the insurance queue, or to the dentist after the last patient of the day; in others a marketer runs it and wants one board to report from.
The moment a patient chooses is short. A cracked tooth, a consult a friend mentioned, a spouse who finally agreed to aligners: the search happens on a phone, the rating and the first few reviews get read, and the request goes to the office that looks like it will answer. If it goes to the practice down the road, nothing on your side records that it happened, so the marketing keeps getting judged on clicks and impressions. A request from your own website is yours alone, written to your lead sheet the moment it lands and on the screen the next time the office opens it.
TruLata is built for that office. It counts each request submitted through your website's forms where it landed, reads the reviews and rating on your Business Profile, watches your Google Ads account every morning, and puts all of it on one screen that refreshes because you opened it. The scheduled work runs whether anyone is at the front desk. The judged work, a budget, a bid, an approval, stays within the limits set for your engagement and is logged. The page for a business with no marketing team walks through that split from the owner's seat.
What does the screen show my practice?
It leads with new-patient requests. When someone submits the form on your site, the form handler appends the row to a lead sheet server-side and emails your team. The Leads view reads that sheet newest first, so an implant consult request that landed at 6am is on the screen when the office opens, whether or not a tracking tag fired. Mark each request from the screen: contacted, quoted, won or lost, or not a lead with the reason, an existing customer, spam, a wrong number or out of area. The mark is written to the lead record and stays on the row. That is what lets you set ad spend against won cases rather than against clicks, and it is your front desk's record, not our claim. The leads page covers the ledger and the daily watch behind it.
Then the reviews, because that is where the choice is made. Your rating and review count are read from your public Google listing, and your listing performance comes through a manager invitation you can revoke; the reviews card sits on the search view with your rating, your review count and a link to the listing. Search Console shows the queries you appeared for, impressions, clicks and average position, two to three days behind. For a practice those queries are the treatment and the town, and the positions are Search Console's own averages, not a rank tracker. GA4 adds sessions, sources, pages and key events, hours behind intraday, so you can see whether the implant page or the aligner page is the one being read. Google Ads shows spend, conversions and cost per conversion by campaign. The search visibility page shows the view.
Where your practice runs on a CRM or booking platform, the Jobs view reads what it records live, and it shows a coming-soon card rather than a number until the data is trustworthy. What the screen reads is scoped with care in a practice. Every source on this page is a marketing source, and your patient charts stay in your practice software. Card data is never read, and your inbox and calendar join only where a connection is set up for your instance. A phone call to the front desk counts as a new patient when your CRM or booking platform records it, or through a call-tracking platform connected for your instance during setup.
What the screen reads for a practice
- Your website's forms
- Business Profile reviews and rating
- Search Console
- GA4
- Google Ads
- Your CRM or booking platform
- New-patient requests, newest first
- The rating and the review count on the search view
- Cost per conversion by campaign
- What each request became, set by your front desk
The request goes to the office that looks like it will answer.
What runs without me, and what still needs a person?
Your Google Ads search campaigns are managed for you on all tiers, and every morning at 7:05am Eastern a watch reads your account's change history and its user list, then separates our own writes and routine noise from material changes by anyone else, including the recommendations Google applies on its own. A material change made by anyone else is raised to the team the same day, so a setting switched on under any login, or a new address given access, is known the next morning rather than at the end of the month. Where your forms feed the lead sheet, a second watch at 7:20am Eastern runs five checks across the sheet, GA4 and Ads. It checks the requests that landed against the conversions Google counted, so a dead tag, a blind ad account or a stalled form is flagged the next day instead of at the end of the quarter. The ads page covers both watches.
On Launch, Growth and Command, the content engine researches and drafts articles for your site on your cadence, the questions a patient searches before booking a consult. Each topic passes a demand gate on real search volume and what already occupies the result page, the research step cites current sources, the dedupe reads the titles already published on your site, and each piece is filed as a Google Doc in your Drive with a featured image generated for it. Auto-publish is a per-client setting, so a piece either goes out on the cadence or waits for the practice to approve it. On Growth and Command, Meta ads are managed alongside search. On Command, the outbound engine sources prospects weekly to the target profile set with you and drafts an opener into a review-first queue. A fallback snapshot is baked every night at 12:01am Central, so a failed pull leaves the previous page up rather than a blank one, and the page refreshes when you open it.
What stays within limits is anything that spends money or answers a person. A budget or bid change in your ads account is made within the limits set for your engagement and lands in your account's own change history. Prospect emails leave from the review-first queue; a person releases them, or the queue releases on the schedule set for the engagement, and every send is logged with the draft, the mailbox and the time. From the screen you can set a lead outcome, request a website change, and request a content, keyword, category or targeting change. Each request lands with the team and is logged, and a request from the screen goes to your team as a logged ticket; the engine's writes to your ad accounts and your site go through their APIs and land in each account's own change history. Nobody at your front desk has to remember any of it.
Can I see it before anyone contacts me?
Yes. Open the demo at demo.trulata.com. It opens with your name and email, and the follow-up is an email, not a call. It runs on a fictional company called Meridian, every number in it is illustrative, and it is the same engine code every client dashboard runs. Open the Leads view, the Google Ads view and the search view.
Then read it against your own practice. Do you treat patients across a catchment? Then the product is built for your practice. Where the dentist or the practice manager runs the marketing, the evening work goes away, and a group with a marketing manager makes it the one board that manager reports into. Either way, the services side is our team doing the work on top.
One thing to read carefully, because a practice lives on search too: ranking is not earning. A position on the search view is Search Console's average for that query rather than a rank tracker's guess, and a position is not a booked consult. That is why the screen leads with new-patient requests counted from your own forms, and why proving which dollar made the phone ring starts from your own records rather than a platform's report.
A position on the search view
- Search Console's average for that query
- Not a rank tracker's guess
- Not a booked consult
A new-patient request
- Counted from your own forms
- Marked contacted, quoted, won or lost by the front desk
- Set against ad spend as a won case, not a click
A position is not a booked consult.
Which tier fits a dental practice?
Starter includes the TruLata dashboard, full analytics, leads, search visibility, the AI visibility program, managed Google Ads search, the assistant and briefings and support tickets. The content engine runs on Launch, Growth and Command. Meta ads are managed on Growth and Command. The outbound engine runs on Command. Command adds the outbound engine, social media management and your full marketing team, always on, is scoped per engagement and carries no number on this site.
Seats are three on Starter, three on Launch, ten on Growth and unlimited on Command. Starter is $400 a month, Launch $650, Growth $1,200, and Command is scoped per engagement. Every tier is one flat monthly figure, month to month, and an annual commitment takes twenty percent off the monthly. The pricing page carries the same figures.
- Starterthe TruLata dashboard, full analytics, leads, search visibility, the AI visibility program, managed Google Ads search, the assistant and briefings and support tickets
- Content engineOn Launch, Growth and Command
- Meta adsOn Growth and Command
- Outbound engineOn Command
- CommandAdds the outbound engine, social media management and your full marketing team, always on, scoped per engagement
Can your team run it for my practice?
Yes. Command adds the outbound engine, social media management and your full marketing team, always on, scoped per engagement, and the managed strategy retainer sits on top of any tier with strategy, optimization and the approvals on our side, scoped with you. The managed page covers both.
TruLata is also a marketing services firm, and the software sits beside that work. If you want the work done as a service rather than run as a system, local services marketing is the hub, with search and paid search underneath it. The other trades the product is built for are on the industries page.
What the screen reads for a dental practice.
| What | Where it comes from | How fresh |
|---|---|---|
| New-patient requests | Your site's form handler, appended to a lead sheet server-side and emailed to your team | Live, the moment the form is submitted |
| Reviews, rating, listing performance | Your public Google listing for the rating and review count; the Business Profile Performance API, through a manager invitation you can revoke, for listing performance | Rating and review count refresh automatically from your public listing; listing performance runs through yesterday |
| Queries, impressions, clicks, average position | Search Console | 2 to 3 days behind |
| Sessions, sources, pages, key events | Google Analytics 4 | Hours behind intraday |
| Spend, conversions, cost per conversion | Google Ads | Hours behind; change history read daily at 7:05am ET |
| Jobs and job pipeline | Your CRM or booking platform, where the practice runs on it | Live |
| Pipeline stages and sources | GoHighLevel, your own sub-account | Live |
A phone call to the front desk counts as a new patient when your CRM or booking platform records it, or through a call-tracking platform connected for your instance. Card data is never read, patient charts stay in your practice software, and your inbox and calendar join only where a connection is set up for your instance. Positions are Search Console's own averages. Every request counted is one your forms or your CRM recorded.
Questions, answered.
Do you count phone calls to the front desk?
A phone call is counted as a new patient when your CRM or booking platform records it, or through a call-tracking platform connected for your instance during setup. The requests the screen counts are submissions from your own website forms, written to a sheet server-side as they arrive, plus what your CRM or booking platform records.
Does it read patient records?
The sources are the ones on this page: your Google accounts, your Business Profile, your website forms, and your CRM or booking platform where the practice runs on one. Patient charts stay in your practice software, card data is never read, and your inbox and calendar join only where a connection is set up for your instance.
What does my practice manager have to connect?
Manager invitations on your Google Analytics property, your Search Console site, your Google Ads account and your Business Profile listing, each one revocable in your own console. Our team connects your CRM or booking platform, Stripe, your email platform and your website forms from the inside with the access you grant during setup; you send the invitations and we do the rest, and we never ask for your account passwords.
Is the search view a rank tracker?
The positions on the search view are Search Console's own average positions, two to three days behind, and Google's AI Overviews are measured through the same view. The answer-engine program, on all tiers, scores ChatGPT, Gemini, Claude and Grok at baseline and again as the program moves.
Who changes my ad budget?
Our team where we manage the account, within the limits set for your engagement, and every change lands in your account's own change history. Google Ads search is managed on all tiers, and each change lands in your account's own change history, which the watch reads every morning at 7:05am Eastern and sorts as ours.
Can the dentist and the practice manager both sign in?
Yes. Seats are three on Starter, three on Launch, ten on Growth and unlimited on Command. The Team view shows seats used of plan seats and invites a person by email with the role Member or Admin. Sign-in is a single-use magic link from login.trulata.com, and removing a seat takes effect within 30 seconds.
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- Refreshed when you open itLive data on page load, never a monthly PDF
- Counted from your own formsLeads recorded server-side, compared daily with Ads and GA4
- Seen in AI answersHow often ChatGPT, Gemini, Claude and Grok name you, measured
- Every send loggedProspect emails leave from a review-first queue, and every send is logged.