02Solutions
Reminders and missed-call recovery for clinics and dentists
The front desk can answer one phone at a time, and patients forget appointments they booked weeks ago. Every missed call gets a text back with your booking link, every booking gets a WhatsApp reminder the day before, and every visit ends with your review link.
- Missed-call responder
- Appointment reminders
- Review requester
- from $149
01Where patients go
A day at the front desk.
- 08:50
The empty chair at nine
A patient who booked three weeks ago has forgotten. A reminder the evening before would have kept the slot, or freed it in time for someone else.
- 09:05
Two lines, one receptionist
A patient at the desk, another on hold, a third call ringing out. The third caller wanted a new-patient appointment, and by lunch has booked somewhere else.
- 12:40
The voicemail nobody plays back
A message left at lunchtime gets heard at five. Plenty of callers won't leave one at all; they'll just try the next practice on the map.
- 18:30
The check-up nobody booked
Recalls slip because nobody has time to work through the list. The patient isn't unhappy. They just weren't asked to come back.
02The arithmetic
Count one week of missed calls.
Your phone or your phone provider already lists the calls nobody answered. Multiply them out and a missed call stops being an inconvenience and becomes a number. The calculator counts only a first visit, so it understates what a patient who stays is worth.
For example: 10 calls missed a week, 25% of those callers would have booked, and a first visit is worth $120. That's about 11 new patients a month, or $1,300 before any of them come back.
Calculator · your numbers
What unanswered calls cost a practice
The front desk is with a patient; the phone rings out. Slide in your own numbers.
Won back each month $1,300
- New patients a month
- 11
- New patients to cover its price
- 2
The Missed-call responder is $199, once, at launch pricing (then $399).
Calls missed × 4.33 weeks × the share who'd have booked × a first visit. It leaves out everything a patient is worth after the first visit, so the real figure is usually higher. The starting numbers are an example: use your own.
03How it runs
From a missed call to a kept appointment.
A missed call on Monday, a booking a minute later, a reminder on Wednesday evening. Simulated data; switch between the patient's phone and the practice's side.
Patient's phone
- Incoming call · 09:15••• 3391Unanswered
Hi, it's Lakeside Dental. Sorry we missed your call, we're with a patient. Tap here to book a time online, or reply and we'll call you back.
Booking page · 09:16
Check-up and clean
- Day
- Thursday 30 Oct
- Time
- 10:30
Reminder: your check-up at Lakeside Dental is tomorrow, Thursday, at 10:30. If you need to change it, reply here.
Thanks, I'll be there.
Practice · Lakeside Dental
- Front deskbot
Missed call from ••• 3391. Booking link sent.
Call backMark handled - Calls
Time Caller Status Mon 09:15 ••• 3391 Booked · Thu 10:30 - Thursday 30 Oct3 booked
- 09:00Filling · ••• 1180
- 10:30Check-up and clean · ••• 3391
- 11:15Whitening · ••• 7402
- Reminder set for Wednesday, 18:00
- Reminder delivered and answered
04Privacy
What stays out of the messages.
A reminder says who it's from, the day and the time, and how to change it. Nothing about the treatment, and nothing a patient would mind someone reading over their shoulder.
None of this needs your patient records. It works from an appointment time and a phone number, and your practice software stays exactly where it is.
Tell us which privacy rules your practice works under (HIPAA in the US, for example) before anything is set up, and we'll keep identifying details out of messages and sheets accordingly.
05What we'd set up
Three services, priced in the open.
-
01
Missed-call responder
When you can't pick up, the caller gets a message back straight away.
Ready in under 5 days, once we have your details. (plus phone-line activation time)
$199
standard price $399 -
02
Appointment reminders
Customers book a slot and get reminded on WhatsApp, so fewer of them miss it.
Ready in under 3 days, once we have your details. (plus Meta's approval time)
$149
standard price $299 -
03
Review requester
After a visit, the customer receives your Google review link.
Ready in under 3 days, once we have your details. (plus Meta's approval time)
$149
standard price $299
Your price will be under$348at launch pricing
Custom pricing unlockedOne custom price for the whole set, almost always lower than adding them up. We set it together on a 15-minute call.
No website yet, or a listing on Google Maps that's out of date? A business website and Google Business Profile setup are on the same menu.
06Compared
The same front desk, with help.
| Moment | Front desk alone | With the three services |
|---|---|---|
| A busy hour on the phones | Some calls ring out, and some of those callers don't try again | Every missed call gets a text within seconds, with your booking link |
| Booking after hours | Wait for the morning, and hope they remember to call | The booking link works at any hour |
| The day before an appointment | Calls to remind patients, if there's time | A WhatsApp reminder goes out by itself |
| Who to call back | A list on a sticky note | One sheet, with the status of every missed call |
| After the visit | Asking for a review in person, sometimes | Your Google review link, sent at a time you choose |
?Questions
Questions practices ask.
- Will messages mention a patient's treatment?
- No. Reminders carry the practice's name, the day and time, and how to change it. That's all they need.
- Does this replace our practice software?
- No. It runs beside it. The booking link can be one your software already gives you, or a simple one we set up, and appointments land in a calendar you already use.
- What about patients who don't use WhatsApp?
- The reply to a missed call goes out as a text message, so it reaches any mobile phone. Reminders go out on WhatsApp; patients without it can still book online or be called.
- Can patients reply to a reminder?
- Yes. A reply arrives on your WhatsApp like any other message, so the front desk can move the appointment there and then.
- Are there running costs?
- Chats your customers start cost nothing extra. Messages your business starts on WhatsApp (reminders, follow-ups) carry small Meta fees, and phone services need a phone line. Both are billed at cost, and we tell you the numbers before anything is set up.
- How long does it take to set up?
- The missed-call responder: Ready in under 5 days, once we have your details. (plus phone-line activation time) Appointment reminders: Ready in under 3 days, once we have your details. (plus Meta's approval time)
Fewer empty chairs, fewer lost calls.
Tell us how your front desk runs today. You'll get a straight answer on what's worth setting up, and what it costs.