Dental clinics
For dental clinics: fewer phone calls before appointments
Automate appointment reminders, review requests and patient communication, so more time is left for treatment.
From €450Up and running in 1–2 weeksIn your own accounts
Health, beauty and fitness
4 workflows
- Appointment reminders
- Review requests
- Waiting list
- Registration
Before and after
Where the manual work goes
On the left, how these tasks are often done today; on the right, what could take them over. Not everything is worth automating, so we start with what takes the most time.
- Manual work
Calling or messaging every patient by hand before their appointment
DoneAppointment reminders
Automatic SMS or email reminders 24–48 hours before the appointment.
- Manual work
Reviews are requested at random or not at all
DoneReview requests
An automatic request to leave a review after every visit.
- Manual work
Managing the waiting list when a slot opens up
DoneWaiting list
Patients on the waiting list are notified automatically when a slot opens up.
- Manual work
New patient registration forms and copying their data
DoneRegistration
The new patient form moves the data into your system automatically.
In practice
Example: how appointment reminders work at a dental clinic
A clinic has a few dentists and one receptionist who calls tomorrow’s patients every afternoon. Some don’t pick up, and when a patient doesn’t show, the chair sits empty.
- 1
Every afternoon a scenario pulls the next day’s appointments from the clinic’s booking software (through an API or an export file), or from Google Calendar if appointments are kept there.
- 2
Each patient gets a short reminder – an SMS through a sending service such as Twilio, or an email – with the time, the dentist and a request to reply “Yes” or “Cancel”. The message says nothing about the treatment.
- 3
AI reads the replies: “yes”, “see you then”, “could we do later?” or “I’m sick” are sorted into confirmed, canceled and wants to reschedule. Anything unclear goes to the receptionist.
- 4
Confirmations are marked on the appointment list. When someone cancels, the receptionist is notified right away and can offer the free slot to patients on the waiting list.
- 5
Rescheduling stays with a person: the automation never moves appointments in the calendar itself, so there are no double bookings.
Result: The receptionist no longer calls everyone in turn – she only talks to patients who replied unclearly or want a different time. Free slots show up the day before, while there’s still time to fill them.
What’s included
What the solution includes
- 01
Process review
I look at how you work today and we pick the places where automation or AI would save the most time.
- 02
Automated workflows
I build the automation in the systems you already use, and add AI where text needs to be read or written.
- 03
Testing and fine-tuning
I test with real situations and adjust until it works the way we agreed.
- 04
Support after launch
For 30 days after launch I fix bugs for free; after that, support starts at €150/month.
- 05
Documentation
You get a description of how everything works and what to do if something needs to change.
- 06
Team training
I show your team how to use the automation and keep an eye on it.
Process
How the setup works
- 1
Your message and my reply
You tell me what keeps repeating. I reply by email with where it makes sense to start and, if needed, we set up a call. The price is agreed in writing before work starts.
- 2
Build and test
I build the automation in your accounts, test it with real situations and fine-tune the details.
- 3
Launch and support
I launch it and train your team. The first working solution takes 1–2 weeks.
Do we need separate patient consent to send reminders?
A reminder about a booked appointment is usually treated as part of providing the service rather than marketing, but its content should be minimal: date, time, address, no diagnoses or procedure names. Review requests and promotions are a different case with different rules. The clinic settles the final legal basis with its data protection officer or lawyer, and I build the setup to match.
Which is better – SMS or email?
SMS usually gets noticed faster, especially by older patients, but every message costs money through the sending service. Email is free but easier to miss. A common mix: an SMS the day before, and an email with fuller details (how to prepare, where to park) right after booking.
Our booking software has no API. Is this still possible?
Often, yes. If the software can export the day’s appointment list (CSV or Excel), the automation can pick it up from a folder or an email. If it can’t, appointments could also be kept in Google Calendar, but that’s double work, so I only suggest it when it clearly pays off. I check what your system allows in our first conversation.
How much does it cost?
The first solution starts at €450. The exact price depends on how complex the process is and how many integrations it needs. Once it is clear what we are building, I give you a fixed price in writing before work starts, with no commitment.
Do we need to change our current systems?
No. The automation connects to the systems you already use: Gmail, Google Sheets, your CRM or others. Extra costs depend on the solution: you may need a platform subscription, AI model usage or other services. We discuss them before we start.
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Related solutions and tools
Service and guides
Let's discuss your situation
Tell me what keeps repeating in your company every day
We will work out where to start: maybe using your current tools differently is enough, maybe something is worth automating. If it is worth building, you get a plan and a fixed price.
- 1
You tell me what matters to you
A few sentences are enough: which task eats up your time or what you would like to change.
- 2
I read it and reply by email
Within 1 business day I write back with what I would suggest and what we still need to clarify.
- 3
A call, if it helps
If a call would help, we agree on a time. The scope and price of any paid work are agreed before we start.
Or directly: info@aigentas.lt