Categories / Scheduling & Appointments
3-provider dental: no-shows 22%→14%, +$127K recovered
A 3-provider dental office cut no-shows from 22% to 14%, answers 98% of calls, and recovered about $127k a year with an AI receptionist that fills cancellations from a waitlist.
- Task
- answer more calls, fill cancellations and cut no-shows
- Result
- no-shows 22%→14% (35% reduction); call answer rate 64%→98%; new-patient bookings 38→61/mo (+60%); ~$127K annual recovered ($78K no-shows, $39K missed-call new patients, $10K after-hours); waitlist fill 4 hours → 12 minutes; text-confirmed patients show 96%
- Tools
- FrontDesk AI receptionist + 3-touch reminders (email 72h, SMS 24h, SMS 2h with one-tap confirm/reschedule) + smart waitlist SMS
- Setup
- Day 1 upload appointment types, schedules, insurance list, policies and voice
- Day 2 parallel overflow + after-hours
- Day 3 AI as first contact with human transfer for disputes/clinical/unhappy patients
- on cancel, text next 3 waitlist patients
Step-by-step setup guide + copy-paste prompt
Step-by-step setup (paths from FrontDesk Help Center)
Step 1. Run the onboarding wizard (about 10 minutes): Business Information → Business Hours → Appointment Types (tick services, set durations) → Voice Setup → Test the System (Call Me Now rings you) → A Few Quick Questions.
Step 2. Connect your phone. From the Home Getting Started checklist, choose Connect phone number to get a number or port yours. You can also forward your existing line.
Step 3. Teach it your practice. Go to Receptionist → AI Voice and write the greeting and tone, and add your insurance list, policies and FAQs. Set the language (English, Spanish or bilingual) there too.
Step 4. Turn on texting for confirmations: Settings → Phone & SMS → Texting → Set up texting. Carrier approval takes 3–7 business days, so start early.
Step 5. Roll out in stages, as Sunny Dental did: overflow and after-hours first, then AI as the first contact, with transfer to staff for billing disputes, clinical questions or upset patients.
Step 6. Make test calls from Receptionist → AI Voice → Call scripts → Test before each change.
Copy-paste prompt
Write the FAQ my dental AI receptionist should know: hours, insurance we accept ({{list}}), new-patient forms, cancellation policy (24h), emergency instructions, parking. Spoken style, under 30 words each.Sources
- FrontDesk: Sunny Dental. Credit: Dr. Maria Chen, Sunny Dental (vendor-published).
- Setup paths: FrontDesk Help: Quickstart; Complete onboarding.
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