9 best email marketing tools for dentists in 2025

Working a profitable dental observe requires greater than fluoride, free toothbrushes, and medical experience.

Between managing affected person appointments, following up on remedy plans, and regulatory issues, dental practices face distinctive advertising and marketing challenges, and analog outreach strategies usually fall wanting tackling them.

Fortunately, email marketing affords a scalable channel to remain top-of-mind, educate sufferers, and increase retention throughout hygiene, referrals, or specialty procedures by automating appointment reminders, personalizing remedy follow-ups, and segmenting sufferers primarily based on their dental well being wants.

In reality, the typical e-mail open charge for dental practices hovers around 40%, exhibiting e-mail advertising and marketing is a extremely efficient avenue within the trade. However the place do you begin?

This text gives a complete comparability of e-mail advertising and marketing options constructed for dental practices (together with HubSpot). You may discover detailed characteristic breakdowns, verified pricing data, a side-by-side comparability, and a step-by-step information to selecting the best platform.

Desk of Contents

What’s e-mail advertising and marketing for dentists?

Advantages of E-mail Advertising and marketing Software program for Dentists

HubSpot’s superior segmentation permit dental practices to create each static and dynamic affected person lists that you should use to advertise issues like orthodontic companies to households with youngsters, beauty procedures to adults aged 35-55, or dental implant consultations to seniors. In reality, firms have lower their time creating lists and segmenting contacts by 50% using HubSpot.

Nevertheless, it’s necessary to notice that your e-mail advertising and marketing instrument have to be HIPAA-compliant (like HubSpot) to focus on and e-mail sufferers primarily based on any well being or medical historical past knowledge. (Extra on this shortly.)

Diminished No-Present Charges

Automated appointment reminders (just like the one under) considerably lower missed appointments, which price dental practices a median of $150-200 per occurrence in lost revenue and schedule disruptions.

Appointment reminder workflows with a HIPAA-compliant instrument like HubSpot can combine with observe administration techniques to routinely ship affirmation emails upon reserving, adopted by strategically timed reminders at 48 hours and 24 hours earlier than appointments.

Appointment reminders have been proven to reduce no-shows by up to 40%.

Improved Affected person Retention

Common communication retains sufferers engaged between visits, encourages constant preventive care, and builds camaraderie, straight impacting observe income and affected person well being outcomes.

Dental practices can ship care ideas, staff updates, host contests, and even ship birthday needs just like the orthodontist under:

Elevated Gross sales

Instructional e-mail campaigns that designate procedures, handle frequent issues, and showcase outcomes may help sufferers really feel extra assured about really useful remedies , notably high-cost ones like implants or beauty work.

Here is an instance of a e-newsletter from the identical orthodonist:

HubSpot Content material and Advertising and marketing hubs can assist the supply of this sort of content material by automated drip emails. Practices can share focused academic content material, affected person testimonials, and even financing data, all of which may help sufferers make extra knowledgeable buy choices.

Enhanced Observe Effectivity

Automating routine communications frees up employees time beforehand spent making telephone calls and sending handbook reminders, permitting them to deal with higher-value actions like in-office affected person care.

HubSpot’s versatile workflows, for instance, can automate constant, transactional communication (e.g., appointment confirmations, pre-appointment directions, and insurance coverage reminders) due to its HIPAA compliance with out requiring employees intervention.

This reduces administrative burden whereas bettering communication consistency and timeliness.

7 Essential Options for Dental E-mail Advertising and marketing Software program

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HubSpot affords Enterprise Affiliate Agreements for enterprise-level plans and maintains the safety infrastructure obligatory to speak affected person data safely (i.e. encryption, entry controls, and audit logging).

Observe: HIPAA compliance is pointless for sending normal advertising and marketing emails that don’t embrace particular well being data.

Automation

The flexibility to routinely ship pre-appointment reminders at strategic intervals reduces no-shows, improves schedule effectivity, and eliminates employees time spent making handbook reminder calls.

HubSpot’s automated emails combine seamlessly with observe administration techniques like Dentrix and Eaglesoft, so practices can set off affirmation emails upon reserving, adopted by reminders at 48 hours, 24 hours, and even same-day.

Your HubSpot emails may also embrace personalization, comparable to affected person names, appointment occasions, and particular pre-appointment directions for various process sorts.

Segmentation and Listing Administration

Grouping sufferers by remedy historical past, age, final go to date, process curiosity, insurance coverage standing, or engagement conduct allows focused, related communication that drives increased engagement and conversion charges (although this requires HIPAA compliance).

As an example, maybe you may ship emails about braces to preteen sufferers or sources on denture care to aged sufferers.

HubSpot’s segmentation instruments permit dental practices to create affected person lists primarily based on a number of standards. Dynamic lists may also routinely refresh segments as affected person knowledge adjustments.

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Learn: Customer Segmentation: How to Segment Users & Clients Effectively

Cellular-Responsive E-mail Templates and Design

Over 60% of emails are opened on mobile devices, making cellular optimization important for guaranteeing appointment particulars, remedy data, and observe updates show accurately and stay actionable on smartphones and tablets.

Nice e-mail advertising and marketing instruments like HubSpot present mobile-optimized templates particularly designed for healthcare communications.

HubSpot’s drag-and-drop enhancing ensures any employees member can create skilled, mobile-friendly emails with out coding abilities, whereas its preview instruments present precisely how emails seem throughout completely different units earlier than sending.

Check out HubSpot’s free email templates.

A/B Testing and Optimization Capabilities

Testing completely different topic traces, ship occasions, content material variations, and calls-to-action helps optimize e-mail efficiency and determine what resonates greatest together with your particular affected person base.

HubSpot’s built-in A/B testing permits dental practices to experiment with as much as 5 variations concurrently, routinely figuring out profitable variations primarily based on open charges, click on charges, or customized targets.

Seamless Integration with Observe Administration Software program

Bidirectional knowledge circulate between e-mail advertising and marketing and scheduling techniques prevents duplicate knowledge entry, ensures affected person data stays synchronized, and allows automation primarily based on observe administration system occasions like appointments, accomplished remedies, or excellent balances.

HubSpot connects with main dental observe administration platforms, together with Dentrix, Eaglesoft, Open Dental, and Curve, by native integrations and API connections.

This permits it to routinely synchronize affected person demographics, appointment historical past, and remedy data to allow subtle segmentation and personalization with out handbook knowledge exports.

Complete Reporting, Analytics, and ROI Attribution

Understanding which campaigns drive outcomes helps refine advertising and marketing technique and justify advertising and marketing spend to observe house owners and stakeholders.

HubSpot’s analytics dashboard can observe e-mail opens, clicks, appointment bookings, and income attribution with clear visualization, offering visibility into which campaigns generate the best ROI, which affected person segments are most responsive, and the way e-mail advertising and marketing contributes to general observe progress.

Comparability Desk of Greatest E-mail Advertising and marketing Instruments for Dentists

Greatest E-mail Advertising and marketing Software program for Dentists

HubSpot is essentially the most complete e-mail advertising and marketing answer for dental practices, combining sturdy automation with an built-in CRM and observe administration capabilities.

Not like opponents that focus solely on e-mail supply, HubSpot gives a whole affected person engagement ecosystem that tracks each interplay from preliminary inquiry by ongoing care. This makes it the best alternative for practices that need to get rid of knowledge silos and streamline operations. It’s additionally HIPAA-compliant, in contrast to many different fashionable e-mail advertising and marketing instruments.

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Greatest For: Dental practices of all sizes that need to consolidate affected person communication, appointment scheduling, and advertising and marketing automation in a single unified platform whereas sustaining full visibility into affected person engagement.

Key HubSpot Options:

• AI-Powered E-mail Creation and Personalization – HubSpot’s Breeze can generate e-mail content material for various affected person segments, from routine cleansing reminders to beauty dentistry promotions, whereas personalization tokens routinely insert patient-specific particulars like names, appointment dates, and remedy historical past. This protects hours of handbook work whereas rising relevance.
• Automation – With HubSpot workflows, practices can create subtle, automated e-mail sequences for quite a lot of occasions (i.e. appointment reminders, post-treatment follow-ups). This helps guarantee no affected person falls by the cracks with out requiring employees intervention.
• Integration and Segmentation – HubSpot seamlessly connects with main dental software program together with Dentrix, Eaglesoft, and Open Dental so it might probably synchronize affected person knowledge routinely. From there, its segmentation skills allow concentrating on primarily based on remedy historical past, final go to date, demographics, or customized standards for extremely related messaging.

HubSpot Pricing:

HubSpot affords a free CRM with primary e-mail advertising and marketing capabilities, together with e-mail creation, contact administration, and easy automation. Advertising and marketing Hub Starter begins at $15 per thirty days (billed month-to-month) with expanded e-mail options and removes HubSpot branding.

Advertising and marketing Hub Skilled prices $800 per thirty days (annual billing) and consists of superior automation, A/B testing, and complete reporting. Advertising and marketing Hub Enterprise is $3,600 per thirty days (annual billing) for bigger practices requiring subtle affected person journey mapping and multi-location administration. Learn More.

2. Mailchimp

Mailchimp has established itself as one of the crucial recognizable names in e-mail advertising and marketing, providing an accessible entry level for dental practices new to digital advertising and marketing. Its intuitive drag-and-drop interface and intensive template library make it straightforward for non-technical employees to create professional-looking emails. It’s, nonetheless, not HIPAA-compliant.

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Greatest For: Small dental practices or solo practitioners who want simple e-mail campaigns with minimal complexity. It may be helpful for newsletters and primary appointment reminders somewhat than subtle affected person journey automation.

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Key Mailchimp Options:

• Pre-Constructed Healthcare Templates – With Mailchimp, dental practices can entry a whole bunch of customizable e-mail templates particularly designed for healthcare suppliers. These embrace clear layouts optimized for appointment reminders, well being ideas, and repair bulletins.
• Fundamental Automation and Scheduling – This lets you arrange easy emails like a welcome for brand new sufferers and automatic birthday greetings, and particular affords with minimal ongoing administration effort.
• Viewers Segmentation and Tags – With this, you may group sufferers by demographics, engagement ranges, enabling extra focused and related communications.

Mailchimp Pricing:

Free plan accessible for as much as 500 contacts with 1,000 month-to-month e-mail sends and primary options. Necessities plan begins at $13 per thirty days with 5,000 contacts, eradicating Mailchimp branding and including primary automation. Learn more.

3. Fixed Contact

Constant Contact differentiates itself by sturdy occasion advertising and marketing capabilities and distinctive buyer assist. Whereas its e-mail options are strong, the platform’s actual energy lies in its occasion administration instruments and popularity for responsive customer support.

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Greatest For: Dental practices that commonly host group occasions like oral well being seminars, open homes, or affected person appreciation days and want built-in occasion registration, ticketing, and promotion alongside customary e-mail advertising and marketing. Additionally, for practices investing in multi-channel advertising and marketing.

Key Fixed Contact Options:

• Constructed-In Occasion Administration System – For practices that maintain occasions, Fixed Contact means that you can create occasion registration pages, handle attendee lists, ship automated confirmations and reminders, and observe RSVPs all inside the identical platform.
• Social Media Integration and Posting – Routinely share e-mail campaigns throughout Fb and Instagram to achieve sufferers by a number of channels, whereas additionally scheduling social posts straight from the platform. That is useful for sustaining a multi-channel presence that’s important with loop advertising and marketing.
• Contact Listing Administration and Segmentation – Simply import affected person contacts from spreadsheets or observe administration techniques, handle opt-ins and unsubscribes to keep up compliance, and create focused lists primarily based on affected person attributes for extra related communications.

Observe: Fixed Contact is just not inherently HIPAA compliant, however it may be made so. Learn more here.

Fixed Contact Pricing:

Core plan begins at $12 per thirty days for as much as 500 contacts with limitless e-mail sends, primary automation, and occasion administration. Plus plan begins at $35 per thirty days with superior automation, dynamic content material, A/B testing, and social media scheduling. Learn more.

4. ActiveCampaign

ActiveCampaign excels in subtle advertising and marketing automation and CRM performance, making it supreme for multi-location dental practices or specialty practices with advanced affected person journey necessities. ActiveCampaign is HIPAA compliant.

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Greatest For: Multi-location dental practices, specialty practices, or rising practices with advanced affected person journey necessities.

Key ActiveCampaign Options:

• Superior Automation Builder with Conditional Logic – Create subtle affected person communication workflows that adapt primarily based on remedy, appointment historical past, e-mail engagement, and web site conduct, enabling really customized affected person journeys that reply dynamically to particular person actions.
• Predictive Sending and Machine Studying – Machine studying algorithms decide the optimum time to ship emails to every particular person affected person primarily based on their historic engagement patterns, routinely scheduling messages once they’re almost definitely to be opened and browse.
• Built-in CRM with Deal Monitoring – Constructed-in CRM performance tracks affected person interactions throughout e-mail, web site visits, and appointment scheduling. Deal pipelines assist handle high-value remedies like implants or orthodontics from preliminary session by completion.

ActiveCampaign Pricing:

Starter plan begins at $15 per thirty days for as much as 1,000 contacts with e-mail advertising and marketing, advertising and marketing automation, and primary CRM. Plus plans start at $49 per thirty days, including touchdown pages, Fb audiences, and call scoring. Learn more.

5. AWeber

AWeber has constructed its popularity on reliability and glorious buyer assist, making it a snug alternative for solo dental practitioners and small practices that prioritize ease of use. The platform delivers strong e-mail advertising and marketing fundamentals with out overwhelming customers with complexity. It’s notably newsletter-friendly.

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Greatest For: Solo dental practitioners and small practices in search of user-friendly e-mail advertising and marketing with sturdy buyer assist and easy performance somewhat than advanced automation or superior options.

Key AWeber Options:

• Intuitive Drag-and-Drop E-mail Builder – Create skilled affected person emails with out technical abilities utilizing a visible editor with pre-built content material blocks. This makes it straightforward for employees members to design newsletters, appointment reminders, or promotional campaigns.
• Autoresponder Collection and Time-Primarily based Triggers – Whereas not as sturdy as different instruments. AWeber does permit customers to arrange automated welcome sequences for brand new sufferers, promotions, or academic content material. AWeber is just not HIPAA compliant, so you may’t ship appointment or health-related emails.
• E-newsletter AI: It is a characteristic distinctive to AWeber. It makes use of synthetic intelligence to be taught your voice and draft extremely partaking newsletters you could then edit and schedule.

AWeber Pricing:

Free plan for as much as 500 subscribers with primary e-mail advertising and marketing options, one listing, and AWeber branding. Professional plan begins at $12.50 per thirty days for 0-500 subscribers with limitless e-mail sends, removes branding, and provides automation. Learn more.

6. Equipment (previously ConvertKit)

Kit caters particularly to customers with content material advertising and marketing methods, making it well-suited for dental practices that publish blogs, academic newsletters, or oral well being sources to draw and nurture sufferers.

Its subscriber-centric strategy and visible automation builder attraction to practices that view e-mail advertising and marketing as a part of a broader content material technique somewhat than simply transactional communication.

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Greatest For: Dental practices that prioritize utilizing blogs, academic newsletters, and oral well being sources to draw new sufferers, set up thought management of their group, and nurture present contacts to buy.

Key Equipment Options:

• Visible Automation Builder – Simply create e-mail sequences utilizing an intuitive visible interface and logic that adapts primarily based on subscriber actions like hyperlink clicks or type submissions.
• Tagging and Dynamic Segmentation – Set up sufferers by pursuits comparable to beauty dentistry, orthodontics, or preventive care utilizing tags somewhat than inflexible lists. Then, dynamic segmentation routinely updates as affected person pursuits evolve permitting extremely focused messaging.
• Excessive Deliverability – It’s straightforward to get despatched to the spam folder today. Equipment has a powerful supply charge of 99.8% and a wholesome popularity with e-mail suppliers that helps your emails really get seen.

Observe: Equipment is just not HIPAA compliant, so you can’t embrace delicate affected person well being data.

Equipment Pricing:

Free plan accessible for as much as 1,000 subscribers with limitless touchdown pages, types, and broadcasts, although with out superior automation. Creator plan begins at $25 per thirty days for 1,000 subscribers, automated funnels, and sequences. Learn more.

7. Drip

Drip positions itself as an e-commerce CRM with subtle multi-channel capabilities, making it notably beneficial for dental practices with a number of income streams (i.e. promoting dental well being merchandise) and sophisticated affected person retention methods.

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Greatest For: Dental practices with subtle affected person retention methods, a number of income streams from each companies and merchandise, and the will to coordinate messaging throughout e-mail, SMS, and on-site channels.

Key Drip Options:

• Multi-Channel Marketing campaign Orchestration – Coordinate e-mail, SMS, and on-site messaging to information sufferers by remedy choices utilizing unified workflows, guaranteeing constant messaging throughout touchpoints and the power to achieve sufferers by their most well-liked communication channel.
• Customized Workflow Builder with Superior Logic – Design affected person journeys that reply to particular triggers with advanced conditional logic enabling extremely customized experiences primarily based on a number of behavioral and demographic elements.
• Income Monitoring and Analytics Dashboard – Monitor which campaigns drive remedy acceptance and calculate the monetary affect of e-mail advertising and marketing efforts with clear income attribution, offering visibility into advertising and marketing ROI that justifies funding and guides technique refinement.

Observe: Drip is just not HIPAA compliant, so you can’t embrace delicate affected person well being data.

Drip Pricing:

Plans begin at $39 per thirty days for as much as 2,500 contacts with limitless e-mail sends and full platform entry, together with automation workflows and income monitoring. Pricing scales with contact quantity. Learn more.

8. Marketing campaign Monitor

Marketing campaign Monitor emphasizes lovely design and model consistency, interesting to dental practices that need each affected person communication to replicate skilled polish.

Greatest For: Dental practices that prioritize model consistency and visually interesting affected person communications as a part of their premium positioning, notably upscale practices specializing in beauty dentistry.

Key Marketing campaign Monitor Options:

• Skilled Template Builder with Model Management – Design branded emails that replicate your observe’s visible identification with superior customization choices, customized fonts, and exact structure management, guaranteeing each affected person communication reinforces model recognition {and professional} picture.
• Visible Journey Designer for Affected person Workflows – Map out affected person communication flows visually and implement automated touchpoints primarily based on conduct and time, creating subtle nurture sequences for high-value remedies that information sufferers by decision-making processes.
• Dynamic Content material: Use your buyer knowledge to create dynamic content material that delivers the precise message on the proper time to your contacts.

Observe: Marketing campaign Monitor is just not HIPAA compliant, so you can’t embrace delicate affected person well being data.

Marketing campaign Monitor Pricing:

Fundamental plan begins at $11 per thirty days for 500 contacts with limitless e-mail sends, primary automation, and analytics. Limitless plan begins at $29 per thirty days for 500 contacts with time zone sending, superior segmentation, and countdown timers. Premier plan accessible with customized pricing for superior options, precedence assist, and devoted account administration. Pricing scales with contact quantity.

9. Moosend

Moosend delivers highly effective advertising and marketing automation capabilities at reasonably priced pricing. Whereas much less identified than opponents like Mailchimp or Fixed Contact, the platform punches above its weight class in options, providing automation, segmentation, and reporting instruments sometimes present in far more costly options.

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Greatest For: Price-effective possibility for rising dental practices in search of highly effective automation capabilities at an reasonably priced value level, notably practices transitioning from primary e-mail instruments to extra subtle advertising and marketing.

Key Moosend Options:

• Inexpensive Superior Automation – Entry subtle workflow automation sometimes present in premium platforms at a fraction of the price, enabling automated promotions, vacation greetings, and many others. with out the excessive month-to-month charges of opponents.
• Actual-Time Reporting and Analytics Dashboard – Monitor e-mail efficiency metrics together with opens, clicks, and appointment bookings to optimize marketing campaign effectiveness, with clear visible dashboards that make knowledge accessible even for non-technical employees members.
• A/B Testing: Experiment with completely different copy and visuals in your emails and choose the model that resonates most together with your viewers to attain one of the best outcomes.

Observe: Moosend is just not HIPAA compliant, so you can’t embrace delicate affected person well being data.

Moosend Pricing:

Free plan accessible for as much as 1,000 subscribers with primary e-mail advertising and marketing options and one listing. Professional plan begins at $9 per thirty days for limitless emails, automation workflows, touchdown pages, and reporting with no subscriber restrict. Learn more.

Select an E-mail Advertising and marketing Instrument for Dentists (Step-by-Step)

Dental practices implementing HubSpot report 25% improvement in new patient appointments inside the first six months and a 40% improve in optimistic opinions, demonstrating the platform’s effectiveness for dental-specific communication wants and affected person relationship administration.

Create E-mail Advertising and marketing Campaigns for Dentists

Often Requested Questions About E-mail Advertising and marketing for Dentists

Analysis signifies that practices utilizing automated e-mail reminders reduce no-shows by 30-50% in comparison with relying solely on telephone calls or no reminders, translating to 1000’s of {dollars} in recovered income month-to-month for typical practices.

HubSpot’s appointment reminder workflows combine with observe administration techniques to routinely ship a number of touchpoints.

Meet HubSpot, the Prime E-mail Advertising and marketing Selection for Dentists