From complexity to clarity: how we strengthened our foundations for scalable, patient-first dentistry

As dental groups grow, so too does the complexity of maintaining consistency across sites.

For Tri-Dental, a group of 10 associate-led practices with a strong ethos of ethical, patient-first care, this challenge became a pivotal focus in their development.

Led by Operations Director Polly Bhambra (also owner of Treetops Dental), Tri-Dental operates across a blend of NHS, private and plan-based services.

While each practice is empowered by a high degree of professional trust, the leadership team recognised that their operational infrastructure needed to evolve to support long-term, sustainable growth.

“We had lots of different systems and platforms,” explains Polly.

“Our practices were managed on trust, but we needed a system that could help us scale, offer sustainability, and ensure every site was aligned on policies, audits, and compliance.”

An honest look at the growing pains

Prior to 2023, practice managers at Tri-Dental relied heavily on spreadsheets and a patchwork of tools to manage compliance, HR processes and documentation.

Though functional, this approach placed a significant burden on managers and made it difficult to maintain uniform standards across the group.

With a high volume of operational responsibilities landing at individual site level, it became clear that a more streamlined and connected way of working was needed – not only to reduce risk, but also to enable each team to focus on what they do best: delivering excellent patient care.

Implementing change for long-term gains

The leadership team sought a solution that could bring consistency and clarity without compromising the autonomy and trust they had carefully built.

Their chosen platform allowed them to centralise core processes such as compliance monitoring, policy management, HR documentation and CPD tracking.

Today, the team has real-time visibility across all 10 locations, with a central dashboard providing a clear view of compliance status, onboarding progress, and areas requiring support. For Polly, the shift has been transformational.

"The Agilio Software platform gives us peace of mind.

"We know we’re doing everything correctly, that our team is supported, and that we can focus on what really matters – delivering ethical, patient-first care."

Results beyond the dashboard

According to Polly, the change has done more than ease the administrative burden. It’s improved morale across the board.

Practice managers now spend less time on manual processes and more time with patients and teams, while new staff arrive better prepared for clinical duties thanks to a structured onboarding process.

“We’ve created a model that supports our values and helps us grow responsibly,” Polly reflects.

“It’s not just about ticking boxes. It’s about getting the foundations right, so our teams can thrive and our patients receive the care they deserve.”

A model for modern practice leadership

Tri-Dental’s experience highlights a broader trend in group dentistry: the move towards structured, scalable systems that underpin – rather than override – professional autonomy.

For associate-led organisations in particular, the balance between trust and consistency is crucial.

By investing in infrastructure that supports both, Tri-Dental and Treetops Dental is positioning itself not just for growth, but for growth with integrity.