How a multi-location dental practice reduced no-shows by 45%, saved 65% of staff time, and improved patient satisfaction using AI voice automation.
A dental clinic with 3 locations was struggling with high no-show rates and overwhelmed front desk staff. Their receptionist team spent 6-8 hours daily managing appointment bookings, sending reminders, and handling rescheduling requests across multiple locations.
No-show rates averaged 25%, costing the clinic thousands in lost revenue monthly. Patients calling after hours couldn't book appointments, and manual reminder calls were inconsistent. The front desk was so busy with phone calls that in-person patient service suffered.
Key Pain Points: 25% no-show rate causing revenue loss, Staff overwhelmed with 6-8 hours of daily booking calls, After-hours calls going to voicemail (30% of total calls), Inconsistent appointment reminders
We implemented an AI Voice Agent that handled appointment bookings 24/7, sent automated reminders via phone calls and SMS, managed rescheduling requests, and confirmed appointments—freeing staff to focus on in-person patient care.
Real-time calendar integration across all 3 locations, finding available slots based on dentist, procedure type, and patient preference.
Voice calls and SMS reminders sent 48 hours and 24 hours before appointments, confirming attendance automatically.
Patients could reschedule via phone or text, with the AI finding new slots and updating the calendar instantly.
New patients received intake form links via SMS, pre-filling information before their first visit to save check-in time.
Shadowed front desk staff, documented booking workflows, and identified all appointment types, insurance requirements, and scheduling rules.
Integrated AI agent with their practice management software (Dentrix), connected to calendars across all 3 locations, and set up SMS capabilities.
Started with one location for testing, trained staff on the new system, gathered patient feedback, and refined conversation scripts.
Deployed across all 3 locations with full reminder automation, ongoing monitoring, and weekly performance reviews for optimization.
in no-show rates (from 25% to 14%)
front desk staff freed up for patient care
recovered revenue from reduced no-shows
patient satisfaction with booking process