The practice that answers at 9pm.
We called 40 GTA dental offices as a new patient. The median callback took 6.4 hours, and nine never called back at all. This is the build that answers in seconds instead.
- Industry
- Dental
- Built for
- 1–4 chair practices, GTA
- Systems
- AI Intake · Automation · CRM
- Timeline
- 4–5 weeks
- Model
- Fixed scope · Optional monthly
The Problem
The phone rings while you are chairside. By the time anyone calls back, they have booked somewhere else.
It is rarely a staffing failure. A front desk running scheduling, billing and walk-ins cannot also answer every call, and nothing at all answers after six. Meanwhile reminders go out by hand when someone remembers, and unfinished treatment plans live in a notebook. Every one of those is a systems gap rather than an effort gap — which is why hiring another person usually does not fix it.
What We Found
In July 2026 we called 40 dental offices across the GTA as a prospective new patient, at a mix of hours, and logged what happened:
Axrategy mystery shop, 40 GTA practices, July 2026. This is our own study — the methodology is one person, one script, and a spreadsheet, and we will send you the spreadsheet.
One loop: every call, chat and form lands in the same intake agent, which qualifies, books into the practice calendar, writes to the CRM, and starts the reminder sequence. Nothing is copied by hand anywhere in the chain — which is the actual test of whether a build worked.
The Intake Layer
The agent answers on the practice's real number and website, knows the fee guide, insurance basics and the practice's hours, and books directly into open slots. Emergencies get flagged and texted to the on-call line. Anything it cannot answer becomes a logged callback with the caller's details attached — never a voicemail. It also says it is an AI, every time, because a patient discovering that later is worse than knowing it up front.
The Automation
Every booking fires a sequence: instant confirmation text, a reminder at 48 hours and at 3 hours, and a same-day rebooking link if someone cancels. A week after each visit a review request goes out — only to patients who confirmed at checkout that they were happy.
Unfinished treatment plans get a gentle nudge at 30 and 90 days, on the same rails. That one automation is usually the cheapest part of the build and the first to pay for itself, because the list it works from is patients who already said yes once.
The Handover
Every account — phone, SMS, AI, CRM, calendar — is opened in the practice's name from day one. The front desk gets a 90-minute training session and a one-page runbook. A monthly review is available and optional; nothing breaks if you cancel it, because none of it is running in our accounts.
What we did
A full-stack build: scoped in week one, live in four to five weeks, owned by the practice from the first login onward.
Build your own scope →