🦷

SmileCare Dental

A 3-location dental practice in Tampa, FL

Losing $25K+/month to missed calls, no-shows, and a chatbot that couldn't book appointments.

60%
Fewer missed calls
35%
Less no-shows
3x
More Google reviews
12hrs
Staff time saved/week

The Problem

SmileCare Dental had a Tidio chatbot that could answer FAQs — but couldn't book appointments, handle phone calls, or follow up on no-shows. Their front desk was drowning during business hours, missing 27% of inbound calls. After hours, everything went to voicemail. Each missed call was a potential $10K-$22K patient walking to a competitor.

27%
Calls unanswered
$22K
Patient lifetime value lost
23%
No-show rate

What We Built

We replaced the basic chatbot with a complete AI operations system — an integrated ecosystem where every piece talks to every other piece.

📞

AI Voice Agent

Retell AI-powered phone agent answering calls 24/7 with a natural voice. Qualifies patients, answers insurance questions, books directly into the calendar.

Retell AI
💬

Smart Website Chatbot

Custom chatbot trained on services, pricing, and FAQs. Captures lead info, qualifies urgency, books appointments — all in natural conversation.

Voiceflow + RAG
📅

Intelligent Booking

AI scheduling that checks availability across 3 locations, matches patients to the right dentist, sends instant SMS/email confirmations.

Cal.com + N8N
🔔

No-Show Recovery

Automated reminders at 48hrs, 24hrs, and 2hrs. If missed, AI calls within 30 minutes to reschedule — recovering 60% of no-shows.

Twilio + N8N
⭐

Review Automation

Personalized SMS after every appointment. Happy patients get a direct Google review link. Unhappy ones get routed to private feedback.

N8N + Google Business
📊

CRM & Pipeline Sync

Every interaction — call, chat, booking, review — syncs to CRM in real-time. Staff see the full patient journey at a glance.

GoHighLevel + N8N

The Results

Within 60 days, SmileCare saw measurable improvements across every metric.

60%
Fewer missed calls
AI answers every call 24/7 — no more voicemail.
35%
Reduction in no-shows
Automated reminders + instant rebooking.
3x
More Google reviews
From 2-3 to 8-10 reviews/month.
12hrs
Staff time saved/week
Front desk handles complex cases. AI handles the rest.
$8K
Revenue recovered/month
Rebooking no-shows + capturing after-hours calls.
24/7
Booking availability
Patients book at 11pm Sunday. No human needed.
"
We went from losing patients every night to booking them in our sleep. The AI handles 60% of our calls better than our old receptionist.
— Practice Manager, SmileCare Dental

Tech Stack

Retell AI
Voice Agent
Voiceflow
Chatbot
N8N
Automation
Cal.com
Scheduling
Twilio
SMS & Calls
GoHighLevel
CRM
Google Business
Reviews
OpenAI
AI Engine

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