40% fewer missed appointments across a 6-location dental group.
An AI voice agent that confirms appointments, reschedules cancellations, and books waitlist patients into open slots — overnight, with zero human intervention.
- 40%reduction in missed appointments
- 84 hrsweekly staff time recovered (across 6 sites)
- $11.4kmonthly revenue from filled cancellations
- 9.2 / 10patient sentiment on post-call survey
The starting point.
Front-desk staff at six locations were spending an average of 14 hours per week per location on appointment confirmation calls — and still missing a 22% no-show rate. After-hours cancellations stayed unfilled until morning, leaving open chairs.
How we got there.
- 01Workflow audit: shadowed front-desk for two days per location, mapped the actual call patterns vs the ideal.
- 02Designed conversation flows for confirmation, cancellation handling, and waitlist outreach — including the awkward edge cases (insurance changes, family appointments, language preferences).
- 03Built on Vapi with Eleven Labs voices tuned per location to match local accent.
- 04Integrated with Dentrix to read the schedule and write back updates in real time.
- 05Shipped to one pilot location for two weeks, then rolled out to the remaining five.
What we shipped.
An outbound AI voice agent that runs three call windows per day (morning, lunch, evening). Confirms appointments 48 hours out, calls cancellations to reschedule, and reaches out to the waitlist when slots open. Every call is recorded, transcribed, and visible in a simple dashboard the office manager checks weekly.
- Vapi
- Eleven Labs
- Twilio
- Custom Node
- Dentrix API
“[QUOTE PLACEHOLDER — Get a real testimonial from the office manager about how the front-desk team feels about it now.]”
Send us your most expensive operation.
We'll have an audit on your desk in five days.
One PDF. No deck. No obligation. We'll tell you whether AI is the right answer for it — and if it is, we'll quote the build the same week.