Categories / Scheduling & Appointments
Solo dental office: no-shows 18%→7% and 7.5 hours/week back
A 3-person dental office cut no-shows from 18% to 7% in a month and got 7.5 hours a week back, using a chat assistant for the routine questions and a scheduler that protects admin time.
- Task
- cut no-shows and reclaim evenings spent chasing reminders and billing
- Result
- no-shows 18%→7% in the first month; 7.5 hours/week recovered (1.5 h/day); $39/month tools; 11 days from problem to live; first 5pm leave in two years
- Tools
- Tidio (intake forms, automated reminders, 24/7 FAQ)
- Motion (AI calendar buffers and auto-reschedule)
- Setup
- Tidio handles "did my appointment change?" / "what do I bring?" FAQs and reminders
- Motion protects admin blocks and reschedules cancellations
- keep PHI out of general AI
Step-by-step setup guide + copy-paste prompt
Step-by-step setup (paths from Tidio Help and Motion Help Center)
Step 1. Answer the routine questions in chat. In Tidio, go to Lyro AI Agent → Data sources and add Q&As like "Did my appointment change?" (tell them to call or check their confirmation), "What do I bring?", parking and payment. Test in the Playground, then activate in Configure.
Step 2. Keep patient details out. In Lyro Guidance, say: never ask for or repeat health details or dates of birth; send anything clinical to the front desk.
Step 3. Give Motion your hours. In Motion, go to Settings (gear) → Schedules → + New schedule and draw your office hours.
Step 4. Lock your admin time. Drag across the calendar to create a fixed-time task (for example "Confirm tomorrow's patients" at 3:30pm daily). Fixed tasks show a lock icon and Motion schedules everything else around them.
Step 5. Let it reshuffle. Leave billing follow-ups as auto-scheduled tasks with priority and deadline set. When a slot opens up, Motion moves them automatically.
Step 6. Track it. Compare no-show rate and leave time after 30 days.
Copy-paste prompt
Write 12 short chat answers for a small dental office: rescheduling, what to bring to a first visit, insurance we accept ({{list}}), parking, payment options, late policy. Under 40 words each. Never ask for health details.Sources
- The Promptory: Dental office no-show AI stack. Credit: The Promptory newsletter.
- Setup paths: Tidio Help ("Lyro – a quick setup"); Motion Help Center ("Auto-scheduling How-to Guide", "Tasks How-to Guide").
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