Apex Dental Studio
A two-chair Mississauga practice cut no-shows by 30% and stopped losing evenings to the phone — in 60 days.
- Industry
- Dental
- Location
- Mississauga, ON
- Systems built
- AI Intake · Automation · CRM
- Timeline
- 5 weeks
- Model
- AI Partner · Monthly
The Problem
“The phone rings while I'm chairside. By the time we call back, they've booked somewhere else.”
Dr. Sandhu's front desk handled scheduling, billing, and walk-ins — and still missed roughly a third of inbound calls. After-hours callers got voicemail. No-shows ran at 14% because reminders were manual, and follow-up on treatment plans lived in a notebook.
What We Found
We pulled 90 days of phone and booking records before touching anything. The numbers before:
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 triggers the reminder sequence. Nothing is copied by hand anywhere in the chain.
The Intake Layer
The agent answers on the practice's real number and website, knows the fee guide, insurance basics, and Dr. Sandhu's hours, and books directly into open slots. Emergencies get flagged and texted to the on-call line. Anything it can't answer becomes a logged callback with the caller's details — never a voicemail.
The Automation
Every booking fires a sequence: instant confirmation text, a reminder at 48 hours and 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 they were happy at checkout.
Unfinished treatment plans get a gentle nudge at 30 and 90 days. That one automation recovered 11 dormant patients in the first quarter.
The Handover
Every account — phone, SMS, AI, CRM, calendar — was opened in the practice's name from day one. The front desk got a 90-minute training session and a one-page runbook. Dr. Sandhu keeps a monthly review with us on the AI Partner plan, but nothing breaks if she cancels.
“The 8am slot used to sit empty because nobody booked it overnight. Now I walk in and the day is already full.”
What we did
This system was a full-stack build — scoped in week one, live in five weeks, owned by the clinic.
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