How this Dental clinic Cut No-Shows by 70 % in 30 Days—& Added $42 K/Month in Chair Revenue
One tri-step reminder flow + an AI rescheduler saved three front-desk salaries and filled every operatory—before the next billing cycle closed.
1. The Hidden Cavity in Every Dental Schedule
Before Falqen intervened, SmileBright’s four-chair clinic in Orlando looked healthy on paper:
Avg. 38 appointments/day
Two hygienists, one GP, one oral surgeon
$700 average production per hour
But—
Metric | February audit | Industry benchmark |
|---|---|---|
Same-day cancellations | 14 % | 6–8 % |
Pure no-shows | 7 % | 3–4 % |
Front-desk reminder workload | 270 outbound texts + calls/day | — |
Translation:
-21 % of time blocks evaporated → $47 K/mo lost billing potential
Two receptionists spent 4.5 hrs/day chasing confirmations.
2. Where the Old Process Failed
Pain points
Texts sent from a shared cell phone → no central log.
Calls moved to voicemail 62 % of the time.
No automatic re-fill of cancelled slots; staff eye-balled gaps at 3 p.m.
3. The Falqen Prescription
Tech stack
Layer | Tool | Reason |
|---|---|---|
Trigger | Dentrix G7 webhook | Sends new/updated appt data |
Reminder engine | Falqen Sequencer | Logic + A/B timing |
AI rescheduler | GPT-4o script (Twilio SMS) | Conversational re-booking |
Gap-filler | Google Calendar API + wait-list | Auto-offers empty slot |
Alerts | Slack | Real-time ops dashboard |
Tri-step confirmation flow
Step | When | Channel | CTA |
|---|---|---|---|
1 | 48 h before | SMS | “Reply 1 to confirm, 2 to reschedule” |
2 | If no response after 4 h | Embedded confirm button | |
3 | Still unconfirmed 24 h prior | AI SMS chat | Bot suggests alt slots, books automatically |
Fail-safe: if patient ghosted all three touches, bot opened the slot to the wait-list at T-12 h.
4. First 30 Days—Numbers Your CFO Will Love
KPI | Before | After | Δ |
|---|---|---|---|
Same-day cancels | 14 % | 4 % | ▼10 pts |
No-shows | 7 % | 2 % | ▼5 pts |
Total missed chair time | 21 % | 6 % | ▼70 % |
Chair revenue regained | — | +$42 k/mo | |
Front-desk reminders | 270/day | 42/day | ▼84 % |
Op-staff added | 0 | 0 | — |
Where did the $42 K come from?
(25 hrs recovered × $168 avg production/hr) +
(Bot-filled cancellations worth $5 K/wk) = $42 000
5. Inside the AI Rescheduler—Why It Works
Natural tone keeps patients replying (82 % engagement).
GPT-4o knows the clinic’s open slots in real time—no double-booking.
Reply keywords feed back into a training set → copy improves weekly.
6. Team Reactions
“The bot rescheduled more people in one week than I could in a month.”
— Kara, Front-Desk Lead
“My idle gaps vanished; production jumped without adding days.”
— Dr. Patel, DDS
7. Implementation Timeline (it’s fast)
Day | Milestone |
|---|---|
Day 1 | Data pull from Dentrix + webhook created |
Day 2 | Sequencer template cloned, copy tweaked for tone |
Day 3 | AI rescheduler connected to Twilio; test SMS loop |
Day 4 | Go-live on 10 % patient cohort |
Day 10 | 100 % roll-out; front-desk workload drops instantly |
Day 30 | KPI review → hit 70 % no-show reduction |
8. Should a Bot Handle Your Chairs Too?
Ideal fit checklist
≥ 500 appointments per month
No-show rate > 5 %
Using Open Dental, Dentrix, Eaglesoft, or Curve Hero
Front-desk spends >2 h/day on reminders
Ticked two boxes? You’re burning profit.
9. Next Step—Get Your Free “No-Show Audit”
30-sec form → we run the numbers → you get a custom savings report.
No strings; if the math doesn’t show at least 5× ROI, you keep the playbook.
Your first automation is on us
If it doesn’t save you time and money, delete it. No hard feelings.
