Your practice management software was designed to document, not to sell. Understand the crucial difference between a "Dead Archive" and a "Revenue Engine".
Imagine two libraries.
The first is a traditional library. Books perfectly organized, cataloged by author, genre, and year. You can find any book, but you need to know exactly what you're looking for. The librarian notes who borrowed what, when they returned it, and keeps everything in order. It's a perfect archive.
The second is a bookstore. The books aren't just organized — they're strategically positioned to make you buy more. There's a salesperson who notices you liked a book and suggests another. There's a system that emails you when your favorite author releases something new. There's a loyalty program that incentivizes you to return.
The library stores.
The bookstore sells.
Dentrix. Eaglesoft. Open Dental. Curve Dental. Denticon.
All these systems are digital libraries. They were designed to:
They're excellent at what they do. But what they do is document the past.
When a patient hasn't returned in 6 months, the PMS records that information. It doesn't do anything about it.
When a $5,000 treatment plan isn't accepted, the PMS stores it. It doesn't pursue the conversion.
When a patient messages at 10pm wanting to schedule, the PMS doesn't respond. It waits for someone to open the system the next morning.
A "Revenue Engine" is fundamentally different. It doesn't exist to document — it exists to generate money.
| Function | PMS (Dead Archive) | Revenue Engine (Living Engine) |
|---|---|---|
| Patient hasn't returned in 6 months | Records inactivity | Triggers automatic reactivation campaign |
| Pending treatment plan | Stores in history | Sends strategic follow-up until conversion |
| After-hours message | Doesn't process | Responds instantly and schedules |
| Empty slot tomorrow | Shows on calendar | Sends fill-in offer to waitlist |
| Patient's birthday | Field in database | Sends personalized message + offer |
The difference is action vs. archive.
PMSs were created in the 90s and 2000s, when the main problem was getting off paper.
Practices had paper charts, physical appointment books, and zero traceability. PMSs solved this brilliantly.
But the world changed.
Today, the problem is no longer "organizing information." The problem is converting opportunities into revenue in an increasingly competitive market.
PMSs haven't evolved to solve this new problem. They remain excellent archivists — but archivists don't generate revenue.
Maria has a practice in Belo Horizonte. She's used Simples Dental for 5 years. The system works well.
But when we analyzed her data, we discovered:
Simples Dental had all this data. But it did nothing with it.
When we implemented Krooa as a "Revenue Engine" on top of her system:
Additional revenue in the first month: $34,000
The PMS didn't change. The practice gained an engine.
The solution isn't to abandon your PMS. It remains essential for clinical documentation and compliance.
The solution is to add a Revenue Engine layer that transforms passive data into sales actions.
Ideal architecture:
The Revenue Engine reads data from the PMS and acts on it.
Patient completed treatment? The Revenue Engine schedules maintenance.
Treatment plan was generated? The Revenue Engine starts conversion sequence.
Patient disappeared? The Revenue Engine triggers reactivation.
In 5 years, practices operating only with a PMS will be like stores with inventory but no salespeople.
The market is converging on a model where:
Practices that understand this first will have a brutal competitive advantage.
Your PMS is an archive. Excellent for storing, terrible for selling.
If you just want to document your practice, your current software is sufficient.
If you want to grow, you need an engine.
Krooa integrates with your existing PMS and adds the missing Revenue Engine layer.
Without switching systems. Without losing history. Just adding sales intelligence.
We conduct a mystery shopper test on your practice. We contact you pretending to be a patient and then send you a complete report analyzing your service performance.