Dental Clinic
SmileBright Dental Achieved 18% Missed-Call Recovery
Client
SmileBright Dental
Location
Sunnybank Hills, Australia
Revenue
€1–2 million
The Challenge
SmileBright Dental faced:
- Missed 30% of inbound appointment calls (around 200 calls/month)
- Manual call-back process that consumed 25 hours/week of administrative time
- A low call-to-booking rate of just 52%
- A 20% no-show rate on scheduled appointments
Our Solution
Audit & Discovery (Week 1)
- 90-minute kickoff with the clinic manager and front-desk team
- Mapped patient journey: website form → phone inquiry → manual scheduling
- Identified key gaps: no off-hours coverage, fragmented data between phone system and scheduling software, no automated reminders
AI Receptionist Build (Week 2)
- Deployed a custom Voice AI agent that answers calls 24/7, capturing patient name, procedure interest, and insurance details
- Offers available slots based on real-time calendar data
- Hands off complex queries to live staff during business hours
System Integrations (Week 2)
- Calendly ↔ Clinic Management System (Dentrix) Sync: Automatically created patient records and booked appointments
- Zapier Workflow: Sent SMS and email reminders 48 hours and 2 hours before appointments to reduce no-shows
Automated Follow-Up (Ongoing from Week 3)
- Patients who didn't book immediately received personalized email with service details
- SMS reminder after 24 hours
- WhatsApp message offering a convenient callback slot
The Results (First 30 Days)
| Metric | Before | After | Impact |
|---|---|---|---|
| Inbound Calls Answered | 140/month | 290/month | +107% |
| Missed-Call Recovery | 0% | 18% (≈150 calls) | +18 pts |
| Call-to-Booking Rate | 52% (73 bookings) | 70% (203 bookings) | +18 pts |
| No-Show Rate | 20% (15 no-shows) | 10% (20 no-shows) | –50% |
| Admin Follow-Up Time | 25 hours/week | 5 hours/week | –80% |
| Estimated New Monthly Revenue | €1,500 | €5,500 | +367% |
150 recovered calls handled by AI
97 AI-minutes used for call qualification
90% show-rate on AI-scheduled appointments
Automis.ai's Voice AI receptionist meant we never miss a patient call again. Our front desk went from drowning in callbacks to focusing on care—and our revenue jumped by €4K/month.
Dr. Andrew Tate
Clinic Marketing Manager, SmileBright Dental
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