Case study: Smart Dental Clinic - from scattered information to reporting and custom applications

Client: Smart Dental Clinic, Bratislava and Poprad - a modern dental clinic with two branches
Industry: healthcare
Solution: data warehouse with financial and incentive reporting, custom applications, phone system integration
Scope: 15 doctors across 2 branches, dozens of spreadsheets replaced
Type of engagement: long-term partnership since 2022

Starting point

A dental clinic has three groups of people with very different needs: reception, which needs to know at any moment who is coming, who is new and who called; doctors, who want to know how they are doing and not lose time to admin; and management, which needs to see the economics of the clinic as a whole.

At Smart Dental Clinic - 15 doctors across two branches in Bratislava and Poprad - information for all three groups was scattered across the booking system, the phone system and dozens of spreadsheets. There was no performance overview and no simple internal tools. When a doctor wanted to know their remuneration, they waited for accounting. When reception wanted an overview of new patients, they assembled it from several places.

What we proposed

The engagement did not start with a big “everything” project. It started with one problem, and once that was solved, it continued with the next. Two layers emerged over time:

Data warehouse and reporting

Financial reporting for management - the clinic’s economics in one place, with history and comparison.
Incentive reports for doctors - each doctor sees their own performance and remuneration without waiting for accounting. That is not just convenience; transparent remuneration changes behaviour and reduces the number of questions directed at management.

Custom applications

Where off-the-shelf software was not enough, we built dedicated tools:

Appointment and new-patient overview for reception - one application instead of piecing information together from several systems.
Automated requisitions for doctors - less manual form-filling, fewer errors.
A cloud-based booking system - accessible from anywhere, with no dependence on a single reception computer.
Integration with the Daktela phone system (PBX) - reception sees who is calling in the context of the patient, and calls can be evaluated afterwards.

What changed

Dozens of spreadsheets were replaced by one data warehouse - covering both branches at once.
15 doctors see their own performance and remuneration without waiting for accounting.
Reception has appointments and new patients in a single application.
Management has a financial overview of the clinic without joining spreadsheets by hand.
A one-off project became a long-term partnership running since 2022 - reporting, process digitalisation and custom development.

Our ongoing cooperation with RBH Technology has been a fantastic experience. They have long helped us make our work more efficient through advanced data reporting, digitalisation of internal processes and custom-built solutions that precisely match our needs. Their team stands out for its reliability, expertise and proactive approach, which makes them a valuable technology partner we can always rely on.

MDDr. Ing. Ján Tulenko, founder, Smart Dental Clinic Bratislava

Why combine reporting and applications

We are often asked whether a company needs “BI” or “custom development”. Smart Dental Clinic shows it is not either-or:

Reporting answers “how are we doing?” - it is for management and doctors.
Custom applications solve “how do we do this every day?” - they are for reception and operations.

Both stand on the same data. When the booking system, phone system and accounting converge in one data foundation, you can build both a report and an application on top of it - and they do not contradict each other.

What is transferable from this project

The same pattern repeats in surgeries, clinics, service centres, driving schools and law firms - anywhere that:

a booking or specialist system “knows its own thing” but does not cooperate with the others,
people’s performance can be measured and it is fair to show it transparently,
operations lose time to repeated manual steps that a simple application could handle.

If you are wondering where to start, see How to connect business systems or Data warehouse or Excel?.

Is your information scattered across three systems with no overview? Explore our custom software development and data warehouses or get in touch - we start with one problem, not a big project.