Dental Clinic Voice AI agent case study

Case

A private dental clinic introduced a Voice AI Agent to manage appointment scheduling and send automated reminders.

Introduction

“BrightSmiles Dental” was overwhelmed by patient inquiries, especially regarding available slots and treatment details. Up to 25% of calls went unanswered during peak hours, leading to frustrated patients and lost bookings. Additionally, about 20% of patients missed their scheduled appointments (no-shows), impacting the clinic’s revenue and workflow. Their goal was to minimize unanswered calls, reduce no-shows, and improve overall patient satisfaction, all while optimizing staff costs.

Before Implementation

25% of inbound calls were missed in busy periods.
20% no-show rate due to patients forgetting or neglecting their dental appointments.

After Implementation

Missed calls fell to 1%, thanks to the Voice AI Agent’s 24/7 availability.
No-shows dropped to 5% as patients received timely voice reminders (including specific pre-treatment instructions).
Reception staff costs decreased by 25–30%, as fewer personnel were needed for routine scheduling calls.

How It Works

The Voice AI Agent greets callers, checks appointment availability, and confirms or reschedules appointments based on patient needs.
Patients receive automated reminders 24 hours before their visit, including any important pre-appointment guidelines (e.g., fasting instructions for certain procedures).
If a patient needs to cancel or change their appointment, the AI Agent immediately frees the slot and offers alternative times—updating the clinic’s schedule in real time.

Conclusion

By automating appointment handling and sending targeted reminders, “BrightSmiles Dental” improved patient satisfaction and reduced operational burdens on front-desk staff. The clinic reports a significant return on investment and plans to expand the Voice AI Agent’s functionality to include post-visit feedback collection and follow-up reminders for preventive treatments.