Calls ring out while the desk is busy
One call-tracking vendor found 38% of inbound patient calls went unanswered across a 26-practice dental group it analysed. A caller who gets voicemail often just rings the next practice on the list.
FOR CLINICS & PRACTICES
Fewer no-shows and missed calls for your practice
Your front desk shouldn’t have to choose between the patient in front of them and the phone that’s ringing.
I set up the follow-up your practice already means to do: reminders that patients can answer, a text back when a call is missed, a review request after every visit, and a friendly note to patients you haven’t seen in a while. It runs alongside the booking system you already use, sends only the minimum information, and anything that needs a person still goes to your team.
Book the $150 audit$150 audit, credited against any build · builds from $1,500 · full pricing
SOUND FAMILIAR?
Where the money leaks
No-shows leave holes in the day
In a published clinic study, one text reminder 48 hours before the appointment cut no-shows from 38.6% to 25.5%. Many practices still remind by phone, or send texts patients can’t usefully reply to.
Happy patients rarely leave reviews unprompted
Only 4% of consumers say they never read online reviews (BrightLocal, 2025). If you aren’t asking every patient, the few unhappy ones end up writing most of your reviews.
Lapsed patients quietly drift away
Most practices have a long list of patients who haven’t booked in a year. Reaching them by hand is the job that always gets pushed to next week.
WHAT I BUILD
Automations that fix it
Reminders patients can answer
Texts each patient the day before. Reply C confirms, R flags the booking for a call back, STOP opts out. Confirmations are marked on your list automatically.
What changes: Your team only calls the patients who need a new time, not everyone on tomorrow’s schedule.
Missed-call text back
When a call isn’t answered, the caller gets a text within a minute with your booking link, or can reply with a good time to call back.
What changes: Callers you missed hear from you before they try another practice.
After-hours booking requests
Website and text enquiries that arrive outside opening hours are collected in one list, acknowledged straight away and waiting for the desk at opening time.
What changes: Evening and weekend enquiries no longer sit unanswered until someone checks the inbox.
Review request after every visit
A couple of hours after checkout, every patient gets the same short thank-you text with your Google review link, plus a way to reply privately to the practice manager.
What changes: A steady flow of reviews, and complaints reach you directly, without filtering who is asked (Google prohibits that).
Lapsed-patient reactivation
Once a week, sends a friendly “we haven’t seen you in a while” text to patients who agreed to texts and have nothing booked. Messages go out a few at a time so replies stay manageable.
What changes: Your recall list gets worked every week without anyone remembering to do it.
Weekly front-desk summary
One email each Monday covering confirmations, reschedule requests, missed calls followed up, reviews requested and recall texts sent.
What changes: You can see the follow-up happening without logging into another tool.
Works with what
you already use
- Dentrix
- Open Dental
- Eaglesoft
- Cliniko
- Jane App
- Nookal
- Mindbody
- Vagaro
- Boulevard
- Google Business Profile
- Google Sheets
- Twilio
- Gmail / Microsoft 365
- RingCentral
No new software to learn. If one of your tools cannot be connected reliably, the audit tells you before you spend anything on a build.
PRICING
Fixed prices, published
01 / AUTOMATION AUDIT
Find where your business leaks leads and hours.
$150one-time
- A 45-minute call where you walk me through how the work happens today
- A written map of the manual steps, missed handoffs and tools involved
- A prioritised fix list with a fixed price for each fix
- The $150 is credited in full if you go ahead with a build
02 / AUTOMATION BUILD
The fixes, built and running — usually in about two weeks.
from $1,500from, fixed price
- Fixed scope and fixed price, agreed in writing before work starts
- Typically one to three connected automations around the tools you already use
- Tested on your real cases before it goes live
- A handover: how it works, what to do when something looks wrong, and full ownership
03 / CARE PLAN
Someone watching it, fixing it and adding to it.
$500/moper month
- Monitoring, with alerts when an automation fails
- Fixes and small changes, without a new quote each time
- One new automation every month
- Cancel anytime — you keep everything that was built
EVIDENCE / HONEST VERSION
What I can show you
I don’t have a clinic client yet, so I won’t pretend otherwise. What I can show is the same kind of work for other businesses: GrowthOS, an onboarding system where web, chat and phone intake feed one record so nobody is asked the same question twice, and GrowthOS Voice, a phone intake agent that always says it’s an AI and keeps transcripts only, with no call recordings. Across these systems there are 267 recorded workflow runs and 14 workflows tested end to end. The clinic templates above are published so you can read exactly what they send before we talk.
Data pipelines
One Canonical Intake, Three Channels — GrowthOS
A client-operations platform where web form, AI chat and AI phone call merge into one canonical intake record driving a 6-stage onboarding pipeline.
Static HTML/CSS/JS (framework-free) · nginx · n8n · NocoDB · Keycloak
AI orchestration
GrowthOS Voice Relay — AI Phone Intake
A compliant AI phone-intake agent on Twilio ConversationRelay: a code-locked honesty floor, ~1s per-turn latency, live EN/ES switching, no recording.
Node.js · ws (WebSocket) · Twilio ConversationRelay · Google Gemini 2.5 Flash · Google TTS (Journey)
BEFORE YOU BOOK
Common questions
What does it cost?
Start with the $150 Automation Audit: a 45-minute call and a written map of where your practice loses time and patients, with a prioritised fix list. The $150 is credited in full against a build. Builds are fixed scope and fixed price from $1,500. An optional $500/month care plan covers monitoring, fixes, small changes and one new automation a month, and you can cancel anytime.
How long does it take?
Most first builds are live in about two weeks once we’ve agreed the scope. The schedule depends mostly on how quickly we can get access to your booking system and phone provider.
What about patient data and privacy?
Messages carry only what’s needed: first name, appointment time and practice name, never treatment or clinical details. I don’t copy clinical records out of your system, and patients’ free-text replies go to your team rather than into a database. Where your rules require it (for example HIPAA in the US), we use vendors that will sign a Business Associate Agreement and your own accounts. I don’t claim HIPAA certification. Who is responsible for which part of compliance is written into the scope before work starts.
Do I have to change my software?
No. The automations work around the booking or practice-management system, phone line and email you already use. If your system can’t share data directly, a daily export works as a starting point.
You’re overseas. How does that work?
I’m based in the Philippines and work remotely with clients in the US, Australia and the UK. We meet over video at a time that suits your practice, all accounts stay in your name, and every build ends with written handover notes, so you’re never dependent on me to keep it running.
Sources
START WITH A $150 AUDIT
Where is your business losing
leads or hours?
Tell me what happens today and what keeps going wrong. I reply with times for a 45-minute audit call; you get a written fix list with fixed prices, and the $150 is credited against any build.