Most dental practices rely on phone calls to keep their schedules booked. New patients reach out to ask questions, and existing patients call to confirm or reschedule appointments. A reliable phone system is still one of the most important tools in the office.
But without knowing where those calls are coming from, it’s hard to tell which marketing efforts are actually working. Was it a Google ad, a local search, or one of your paid ads?
That’s where dental call tracking comes in. It’s a powerful marketing tool that gives you the visibility to understand what’s bringing patients to your practice. When you use call tracking, you can track results, avoid wasted marketing dollars, and make adjustments based on what’s working.
In this post, we’ll cover the six best dental call tracking software options available in 2025.
What Is Dental Call Tracking?
Dental call tracking connects patient phone calls to the specific marketing effort that led them to contact your practice. Instead of guessing where calls are coming from, you get clear data tied to each campaign.
The software assigns unique phone numbers to different sources, such as Google ad campaigns, your website, social media, or print materials. When a patient calls, the system records where they found the number and when they reached out.
This gives dental practices a way to see which marketing strategies are actually delivering results. It also helps office staff understand what kind of inquiries to expect from each source.
Why Dentists Need Call Tracking in 2025
Dental marketing today involves more moving parts than ever. Practices invest in local SEO, print campaigns, and more, but many still don’t know which efforts are actually driving patient calls.
Call tracking solves that issue. It shows exactly where calls are coming from and which ones turn into real appointments.
Since most dental offices still rely on phone calls to book visits, this insight is essential. Without it, you risk spending on marketing campaigns that aren’t bringing in results.
Tracking calls also helps improve how your team handles patient conversations. Reviewing call recordings and outcomes allows you to train staff, reduce missed calls, and schedule more patient appointments.
6 Dental Call Tracking Software for 2025
If you’re exploring platforms that can help, start with these top-rated call-tracking options.
1. Analytic Call Tracking
If your dental office depends on phone calls to book patients, but you’re unsure where those calls come from, it’s hard to know what’s working. Analytic Call Tracking gives you that visibility. It shows which ad, search term, or campaign led to each call and whether it started from Google Ads, SEO, a postcard, or another channel.
Service model: Analytic Call Tracking is a cloud-based platform that runs entirely in your browser. It requires no on-site installation or downloads.
Hardware: There are no special system requirements. Analytic Call Tracking works on any device with a modern web browser, including Chrome, Firefox, Safari, and Edge. It’s compatible with Windows, macOS, Linux, and mobile devices.
Pricing:
Analytic Call Tracking offers usage-based pricing with flexible monthly plans:
- Starter: $29/month
- Pro: $79/month
- Agency: $199/month
Each plan includes unlimited users, with call flows, local tracking numbers, and core features like call recording, voicemail, two-way SMS, and dynamic number insertion. You can get 25% off if you opt for annual billing.
Support and onboarding: Support is available 24/7 through chat and email. Each account includes live onboarding, hands-on setup help, and personalized recommendations for using the platform. There’s also a 15-day free trial for all plans.
Response time: The platform emphasizes fast, responsive service. Clients report getting help within minutes, and each account receives direct assistance.
Notable Features:
- Dynamic number insertion
- Call recording and tagging
- Call outcome tracking (booked, voicemail, hang-up)
- Call routing and voicemail
- Spam call blocking
- Real-time notifications for missed calls
- Multi-location and multi-user support
- Google Ads and Microsoft Ads integration
- Keyword-level tracking and campaign attribution
- White-label client portals for agencies
- Zapier integration for automation
Analytic Call Tracking gives dental offices the tools they need to get more out of every phone call. Whether you want to track results from a Google ad campaign or improve how your front office staff handles calls, this platform helps you do both.
Try Analytic Call Tracking for free or book a demo and learn how the platform works.
2. Patient Prism
Many dental offices lose potential patients during the first phone call. Patient Prism focuses on helping teams improve how those calls are handled. It tracks what happens on every call, flags missed opportunities, and provides real-time coaching so your staff can convert more leads into appointments.
Service model: Patient Prism is a cloud-based platform accessed entirely through your browser. There’s no software to install and no on-site setup required.
Hardware: Patient Prism runs on any device with a modern browser, including Google Chrome and Microsoft Edge.
Pricing: Not publicly available.
Support and onboarding: Support is available via chat, email, and phone during business hours.
Response time: Patient Prism provides reliable support, often receiving replies within a few hours. Follow-up during setup is common to help teams get value from the platform quickly.
Notable Features:
- Real-time call tracking and analysis
- Call recording and transcription
- Voicemail and hang-up tracking
- Keyword detection within conversations
- Call coaching based on real patient interactions
- Gamified dashboards for staff engagement
Patient Prism helps dental teams improve what happens after the phone rings. By giving staff clear feedback on real calls, practices can recover lost leads and convert more first-time callers into booked patients.
3. CallScaler
Some dental offices don’t have time to review every recorded call. CallScaler helps by using automation to organize, classify, and summarize inbound calls. It’s especially useful for agencies or multi-location practices that want to keep call tracking accurate and manageable.
Service model: CallScaler is a cloud-based platform that runs directly in your browser. No installation or on-site setup is required.
Hardware: CallScaler works on any device with a modern browser, including Chrome and other browsers.
Pricing: CallScaler offers three monthly plans:
- Business: $59/month
- Client Pro: $99/month
- Unlimited: $499/month
Pricing varies based on the number of users, call flows, and access to features like AI summaries and client portals.
Support and onboarding: Support is available via phone, email, and online form. Clients also receive a video walkthrough and setup guidance.
Response time: Users report fast replies, often within 15 minutes during business hours. Automated confirmation is followed by a personalized response shortly after.
Notable Features:
- Call tracking with campaign-level attribution
- Call recording
- Automated call classification using AI
- Dynamic number insertion (DNI)
- SMS forwarding
- Press-1 call flows and call routing
- AI-generated call summaries
- Client portals for agencies and multi-location setups
CallScaler helps practices keep up with call volume by organizing and analyzing conversations automatically. Teams can identify trends, review performance, and improve results without needing to sort through hours of audio.
4. CallHero
Many dental offices miss patient opportunities because of unanswered calls or poor call handling. CallHero tracks every incoming call, monitors outcomes, and helps your team respond better. It focuses on performance so you can book more appointments and stop losing leads during the first interaction.
Service model: CallHero is a cloud-based platform that runs in your browser. You don’t need to install software or set up any special hardware.
Hardware: CallHero works on all major browsers, including Chrome and Microsoft Edge. It supports Windows and macOS.
Pricing: CallHero does not list pricing publicly.
Support and onboarding: Support is available through chat, phone, and email. Clients receive help during onboarding, along with access to training materials and a searchable help center.
Response time: Users report fast responses, especially through the chat function. Most inquiries receive a reply within a few minutes.
Notable Features:
- Call tracking and call recording
- Event-triggered call monitoring
- Voicemail and hang-up tracking
- Front desk training
- Performance tracking by team member
- Custom call flows and routing
CallHero helps dental teams keep a close eye on call performance. By tracking what happens during and after each patient call, dental offices can improve how staff members manage each conversation.
5. WhatConverts
Dental offices often receive leads from phone calls, web forms, and live chats. WhatConverts helps track those sources in one dashboard. It ties each lead to the exact campaign or keyword that brought the patient to your practice.
Service model: WhatConverts is a cloud-based platform that runs entirely in your browser. No downloads or on-site setups are needed.
Hardware: WhatConverts works on any device with a modern browser, including Chrome, Safari, and Edge.
Pricing: WhatConverts offers three monthly plans:
- Call Tracking: $30/month
- Plus: $60/month
- Pro: $100/month
- Elite: $160/month
Plans include access to lead tracking, reporting, and campaign attribution. The Pro plan includes HIPAA features for healthcare practices.
Support and onboarding: Support is available through chat, email, and an online contact form. Clients also have access to live onboarding, a help center, setup guides, and training materials.
Response time: Users say chat support responds quickly during business hours. Many receive answers within minutes and helpful follow-up if needed.
Notable Features:
- Call tracking and call recording
- Dynamic number insertion
- Campaign and keyword attribution
- Call outcome tagging
- Form and chat tracking
- Visual reporting and lead dashboards
- Google Ads and Google Analytics integration
- Application programming interface (API) and Zapier support
WhatConverts helps dental teams connect each patient inquiry to the source. With tracking tools across calls, forms, and chats, practices can evaluate which marketing efforts lead to actual leads and booked appointments.
6. CallRail
Dental offices often invest in multiple marketing channels, but it’s not always clear which ones lead to patient calls. CallRail helps bridge that gap by showing which sources drive phone inquiries. It provides clean, organized data so teams can adjust their efforts based on real results.
Service model: CallRail is a cloud-based platform that runs in your browser. No installation or in-office setup is required.
Hardware: CallRail works with any device with a browser.
Pricing: CallRail offers four monthly plans:
- Call Tracking + AI: $50/month
- Total Lead Tracking + AI: $100/month
- Call tracking + Premium AI: $145/month
- Complete Suite: $195/month
Each plan includes five local numbers, 250 minutes, and 100 text messages. Additional usage can be added as needed.
Support and onboarding: Support is available via live chat, phone, and email. Clients also receive access to tutorials, setup guides, podcasts, and webinars.
Response time: Users frequently mention fast replies during business hours. Most chat inquiries receive a response within minutes.
Notable Features:
- Call tracking and call recording
- Dynamic number insertion
- Keyword-level attribution
- Spam call filtering
- Conversation intelligence tools
- Form tracking and web-to-call reporting
- Central dashboard for phone, text, and chat leads
- Google Ads and Google Analytics integration
CallRail helps dental practices link phone calls to specific marketing efforts. It’s a practical option for teams that want to track leads clearly and adjust campaign spending based on actual performance.
What to Look for in Dental Call Tracking Software
Choosing the right dental call tracking software means looking beyond basic features. Below are the features you should look for in dental call tracking software:
Health Insurance Portability and Accountability Act (HIPAA) Compliance
Patient privacy matters. Any software you use has to be HIPAA-compliant to protect patient information during phone calls, text messages, and recorded calls.
Dynamic Number Insertion
Dynamic number insertion automatically changes the phone number on your website based on how a visitor found you. Whether they clicked a Google ad or came from an email, you’ll know exactly what drove the incoming call.
Call Recording and Call Coaching
Call recording lets you listen to how your staff members handle patient calls. These insights help with call coaching, improving the patient experience, and increasing booked appointments.
Text Messaging and Call Routing
Many patients prefer texting over calling. Two-way SMS allows your dental office to confirm appointments or answer simple questions without tying up the phone line. Call routing helps direct incoming calls to the right team member quickly.
Google Analytics and Practice Software Integration
The best tracking software connects with the tools you already use. Whether you’re reviewing traffic in Google Analytics or managing patient info in your PMS, integration saves time and keeps your data in one place.
What Is the Best Dental Call Tracking Software?
The best call tracking software depends on what your dental practice needs. That could include tracking multiple campaigns, reviewing call quality, or managing several locations at once. With so many platforms available, it helps to focus on features that support day-to-day operations without creating more work.
Analytic Call Tracking stands out because it offers a well-rounded feature set without adding unnecessary complexity. It includes dynamic number insertion, call outcome tracking, two-way texting, and real-time call data. These features give practices clear visibility into which campaigns lead to actual patient calls and booked appointments.
The platform also supports HIPAA compliance, offers unlimited users on all plans, and provides usage-based pricing. That flexibility allows small practices and multiple location groups to track calls without changing how they work.
While several platforms offer similar tools, Analytic Call Tracking brings together the features dental teams rely on most. It keeps reporting clear, supports fast access to data, and helps practices respond to patient leads without guessing where they came from.
Book More Patients With Analytic Call Tracking
Call tracking helps you see which marketing efforts lead to phone calls and appointments. When you know what’s working, it’s easier to focus your budget and avoid wasting money on ads that don’t bring results.
It also gives your team better insight into how calls are handled. You can spot missed opportunities, improve how staff responds, and create a smoother experience for potential patients.
Want to know which campaigns drive your calls?
Start your free 15-day trial or book a demo and get clear data on what’s bringing patients to your practice. It’s a simple way to get more value from your marketing with flexible pricing, HIPAA compliance, and no long-term contracts.
FAQs About Dental Call Tracking
What is call tracking and how does it work?
Call tracking helps dental practices identify which marketing efforts lead to patient phone calls. Each campaign is linked to a specific phone number, so when a patient calls, the system captures details like the source, time, and outcome of the call. This helps you see which ads or platforms are bringing in new leads.
What is a call list in dentistry?
A call list is a list of patients the office needs to follow up with. It may include people due for cleanings, those who missed appointments, or patients with pending treatment. Dental teams use call lists to keep the schedule full and reconnect with patients who haven’t been in for a while.
Who keeps track of dental records?
Dental records are managed by the office where the care was provided. Front desk staff and clinical team members update records with visit notes, x-rays, insurance information, and communication history. Most offices store this information in a secure digital system.
How do I get a dental report?
You can request a dental report by contacting your dental office. The staff can provide a summary of your treatment, past visits, or billing details. Reports are usually available as printed copies or sent through a secure patient portal, depending on the office’s system.
