Created an AI call-back and SMS follow-up system for dental practices so every missed enquiry gets handled within seconds.
Challenge
A dental group received a high volume of calls after hours and during chairside peaks. Many callers were new patients asking about emergency appointments, whitening, implants, or hygiene availability. The team used manual voicemail callbacks, but speed-to-lead was inconsistent and patients often booked with competitors before the office reopened.
Workflow approach
We deployed a missed-call recovery flow that triggers when the phone is unanswered. The system sends a branded SMS, offers an instant AI call-back, answers service questions, captures patient needs, and books available slots. Emergency and pain-related conversations are prioritized, while pricing or insurance questions are routed to the right office team with a complete transcript.
Observed outcome
New-patient bookings rose 38% after the practice started responding to missed callers in under 20 seconds. The agent resolved 64% of routine conversations without staff involvement and helped the team focus on in-chair patients without losing new demand.
Outcome metrics
- More new-patient bookings
- 38%
- Average follow-up time
- 18s
- Calls resolved by AI
- 64%
- Campaign ROI
- 2.8x
Systems involved
- Retell AI
- GPT-4o
- Twilio
- Calendly
- GoHighLevel
- Webhook Automation