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Dental & Med Spa

Your front desk is a
bottleneck. Not a feature.

Patients call, go to voicemail, and book somewhere else. New patient enquiries sit in an inbox overnight. No-shows happen because reminders were never sent. The problem isn't your clinical quality — it's the gap between patient interest and confirmed appointment. We close that gap.

Instant enquiry response No-show prevention Post-visit review engine Re-engagement flows New patient intake AI receptionist (after hours)
Get Free Strategy Call → See the Process
The Patient Journey Gaps

Where you're losing patients
before they ever sit in the chair.

Most dental practices lose 20–40% of enquiries before the first appointment — not to bad dentistry, but to slow follow-up, missed calls, and no reminder sequences. These are fixable, measurable problems.

Without Automation
With FunnelXperts
New patient fills web form. Sits in an inbox until someone checks it — sometimes overnight.
Instant automated SMS fires within 60 seconds: 'Hi [Name], thanks for reaching out to [Practice]. We'd love to get you booked in…'
Patient calls during busy hours. Goes to voicemail. Calls the next practice on Google.
AI Voice receptionist answers 24/7 — greets the caller, answers FAQ, collects details, and books the appointment directly into your calendar.
Appointment booked — no reminder sequence. Patient forgets, doesn't show. Slot wasted.
Automated reminder series: SMS + email at 48hrs and 2hrs before. Reschedule option included. No-show rate drops 30–50%.
Patient leaves the practice. No review is ever requested. Google reviews grow slowly.
72 hours post-visit, automated review request SMS fires. Replies to a 5-star link. Negative sentiment flagged privately before it hits Google.
Lapsed patients fall off the radar. No re-engagement. Chair time never recovered.
6-month recall and 12-month win-back sequences run automatically. Patients re-book without a staff member making a single call.
Patient Automation Flow

From first enquiry
to booked and reminded.

01
New patient submits online enquiry or calls
Instant trigger — any inbound channel
Web form, Google Business call button, Facebook ad, or referral link — every channel feeds into the same pipeline. The automation starts regardless of how they came in.
02
Immediate SMS response from your practice number
Under 60 seconds, every enquiry
A warm, personalised SMS from your business number confirms you received their enquiry and gives them a direct booking link. They hear from you before they've even thought about calling someone else.
03
New patient intake form sent automatically
Collect information before the visit
Once they book, the system automatically sends a digital intake form — medical history, insurance details, consent forms. Completed before they arrive. Your team isn't chasing paperwork at the front desk.
04
Appointment reminder sequence begins
48hr and 2hr reminders with reschedule option
Two automated reminders reduce no-shows dramatically. The 2-hour reminder includes a one-tap reschedule option — giving patients a frictionless way to reschedule rather than simply not showing up.
05
Post-visit review and recall sequence
Revenue after the appointment
72 hours post-visit: automated Google review request. 3-month and 6-month recall sequences re-engage the patient for their next appointment. No staff involvement required.
06
Reactivation flow for lapsed patients
Patients who haven't been in 12+ months
A reactivation sequence fires for any patient who hasn't booked in a defined period — friendly, personalised, and timed to your recall cycle. Recovers revenue from your existing patient base automatically.
What We Build

The full dental practice
automation stack.

AI Receptionist (After Hours)
AI voice agent answers calls outside practice hours — greets callers with your practice name, answers common questions, collects patient details, and books appointments directly. You never miss an after-hours call again.
No-Show Prevention
Multi-step reminder sequence — SMS at 48hrs and 2hrs before every appointment, with a frictionless reschedule link. Practices typically see a 30–50% reduction in no-shows within the first month of implementation.
New Patient Intake Automation
Automated digital intake form sent after booking. Medical history, insurance, consent — all collected before the visit. Reduces front-desk admin and makes the first appointment smoother for everyone.
Review Generation Engine
Post-visit review request automatically sent at the optimal time — 72 hours after the appointment. 5-star redirect to Google. Negative sentiment captured privately for internal follow-up. Google ranking improves passively over time.
Recall & Reactivation Sequences
Automated recall at 3, 6, and 12-month intervals. Lapsed patient reactivation campaigns for anyone who hasn't booked in over a year. Keeps your schedule full from your existing patient base.
CRM & Pipeline Architecture
Full patient pipeline — new enquiry, intake complete, booked, attended, reviewed, recurring. Every patient's journey tracked and visible. No lead or patient falls through a gap in the system.
Common Questions

Before you reach
out.

Does this integrate with our existing dental practice management software?

We evaluate your PMS (Dentrix, Eaglesoft, Curve, etc.) during the audit. The automation system sits alongside your PMS — it handles the communication and follow-up layer, while your PMS manages clinical records. In most cases, they coexist cleanly.

Is patient data handled securely?

Yes. The system is configured in compliance with relevant privacy regulations. We discuss your specific requirements during scoping — data residency, consent capture, and privacy compliance are all addressed in the design phase.

Can the AI receptionist actually book into our calendar?

Yes. The AI voice agent integrates with your scheduling calendar and can book directly — or route to a human for complex cases. It's configured with your services, availability, and booking rules before going live.

What if we have multiple locations?

Multi-location setups are supported. Each location gets its own pipeline, phone number, and calendar — managed from a single dashboard. Muhammad has built multi-location systems and can scope this during the audit.

How quickly can this be set up?

A standard dental practice automation build takes 2–3 weeks. If you're adding AI Voice and full intake automation, allow 3–4 weeks. The design phase ensures nothing is rushed into production.

Stop losing patients
after hours.

Start with the free strategy call. Muhammad reviews your current patient journey and tells you exactly where and how to plug the gaps.

Request Free Strategy Call →