Ascension Digital Marketing: Done-for-you AI setup for your business, so you don't have to. Categories / Lead Follow-up & Sales
Missed-call analytics and text-back
Dental implant practice · missed calls cut from 35% to 4%
- Task
- find out why marketing leads weren't booking and stop losing callers to unanswered phones
- Result
- monthly missed-call rate measured at 35%; a few months after changes it dropped to 4% (owner quote: "We missed only 6% of calls" once systems were in place); 70% decrease in missed calls after turning on missed-call texts; dropped the paid after-hours phone service; a remote phones-only scheduler answered 1000 more calls than an average front-desk employee
- Tools
- Weave (phone call analytics/reports, missed-call auto-text, two-way texting)
- Setup
- turn on Weave call reports → find missed-call peaks (before 8 am commute, lunch, after 5 pm) → open phones 30 minutes before opening and stagger staff lunches → hire one remote team member for phones and scheduling only → auto-text every missed caller ("Sorry we missed your call. How can we help?") → review metrics with the team at regular check-ins
- target under 10% missed
Send this to your AI
A ready-to-send prompt built from this card. Your AI will ask a few questions about your business, then give you a beginner setup plan.
Copy prompt
Help me set this up for my business: "Missed-call analytics and text-back".
Example business: dental implant and periodontics practice in the Pittsburgh area whose ad spend (movie…. Task: find out why marketing leads weren't booking and stop losing callers to unanswered phones.
Reported result: monthly missed-call rate measured at 35%; a few months after changes it dropped to 4% (owner quote: "We missed only 6% of calls" once systems were in place); 70%…
Tools: Weave (phone call analytics/reports, missed-call auto-text, two-way texting)
Setup outline:
1. turn on Weave call reports → find missed-call peaks (before 8 am commute, lunch, after 5 pm) → open phones…
2. target under 10% missed
Starter prompt from the guide (use it as a base):
Write two short missed-call text messages for a dental implant office, each under 300 characters: one for when the office is open (tell them we are on another line and will call back within the hour, and give our scheduling link [LINK]) and one for when it is closed (give office hours [HOURS] and say we will call back first thing). Friendly, no medical advice, no promises about prices.
First, ask me up to 5 questions about my business and tools. Then give me a beginner step-by-step setup plan, plus copy-paste prompts/templates I can use. Plain English, and tell me if any step needs a tech helper.
via autopilotbusiness.ai/use-case/greater-pittsburgh-dental-implants-weave-call-analytics-missed-call-te/Step-by-step setup guide
> Cost: Paid. Weave starts at $199 a month (Base). Reminders, forms and recall sit in the Coordinate bundle ($149) and reviews in the Attract bundle ($149); some items are quoted separately. There is no free trial of the full platform.
Honest note: Rules, not AI. The story's own numbers do not line up: the missed rate went from 35% to 4%, the owner quotes "only 6%", and a separate line says missed calls fell 70% after turning on missed-call texts. A missed-call text follows up on a missed call; it does not stop the call being missed. The drop also came with staffing changes (phones opened earlier, staggered lunches, a remote phones-only scheduler), so the texts are only part of the result.
Prerequisites
- A Weave account with your phone number and practice software connected (Weave onboards you).
- Weave admin access (some pages need Super Admin, Phones Manager or Payment Admin).
- Call reports available on your plan (Analytics → Phone).
Step-by-step setup
Step 1. Measure first. In the Weave app click Analytics → Phone, then the Call Analytics tab. It shows Call Volume, Answer Rate (answered, missed and abandoned) and Hourly Heatmaps. Pick your locations and a date range with the toolbar, switch Charts View and Table View, and filter All Hours or Open Hours. Weave counts a call as missed when it goes to voicemail during office hours and as abandoned when the caller hangs up before anyone or voicemail answers. Write down the missed percentage.
Step 2. Find the peaks and cover them. Look at the heatmap for the hours with the most missed calls. The story found peaks before 8 am, at lunch and after 5 pm. Its fixes were opening the phones 30 minutes before the office opens, staggering lunches, and giving one remote person phones and scheduling only. Do the same with your own peaks; these are staffing changes, not Weave settings.
Step 3. Text every missed caller. Settings (gear, top right) → Messaging → Manage Auto-Messages → Create Auto-Message. Enter a Title, pick Location Access, choose Missed Call as the message type, set Filters (Call Type: Abandoned, Missed (No Voicemail), Missed (With Voicemail); Office Status: open or closed), choose Text Message, write the message with Dynamic Fields, then click Save Template and Create Auto-Message. Weave sends at most one auto-reply per caller per day and skips it if the caller is just confirming an appointment. Make one message for open hours and one for closed hours, and remove duplicates so no caller gets two texts. The story's text said: "Sorry we missed your call. How can we help?" Add your scheduling link if you have one.
Step 4. Track weekly. Add the Missed Call Text Conversion Widget to your Weave dashboard to see appointments generated from those texts, and review the call report with your team at a regular check-in. The story's goal was missed calls under 10%.
What success looks like
Your Call Analytics page shows a missed-call percentage you wrote down, and calling your office from a mobile phone while nobody answers produces a text a few seconds later. After a few weeks the missed percentage should fall; do not expect exactly the story's numbers.
Common issues & fixes
- No text arrives: check the message is switched on and the Call Type filter includes the way the call ended.
- Two texts: two messages have the same Office Status filter; delete one.
- Missed rate stays high: the cause is usually staffing at peak hours, which the text does not fix.
Optional: Maintenance
- Weekly: review the heatmap and the conversion widget.
- Quarterly: adjust staffing for any new peak.
Copy-paste prompt
Use this prompt to write the text. Paste your own office name and link.
Write two short missed-call text messages for a dental implant office, each under 300 characters: one for when the office is open (tell them we are on another line and will call back within the hour, and give our scheduling link [LINK]) and one for when it is closed (give office hours [HOURS] and say we will call back first thing). Friendly, no medical advice, no promises about prices.Sources
- Case: Weave customer story (vendor PDF). Credit: the owner of a Pittsburgh-area dental implant and periodontics practice (vendor-supplied).
- Weave Help: Using Phone Analytics
- Weave Help: Create and Manage Missed Call Texts
- Weave Help: Best Practices for Missed Call Text Auto-Messages
- Weave plans
Industries: AI automation for Dentists & Dental Practices · AI automation for Clinics & Healthcare Practices
Results as reported by the source; not independently verified. Community-sourced from public sites and attributed to the source platform. Original author? Ask us to correct or remove it. Read the disclaimer.