AI chatbot integrated on the website and WhatsApp for automated appointments, smart reminders, treatment information, and a dramatic reduction in missed calls. 4 doctors, 2 locations, 0 missed calls.
"Before AllAI, we were losing over 60 calls a day from patients wanting to book appointments. Now the chatbot handles everything: appointments, confirmations, treatment information. The no-show rate dropped by 45% thanks to automated reminders. It's like having a receptionist who never sleeps."-- Dr. Andrei Moldovan, Founding Physician, SmilePro Dental Clinic
A rapidly growing dental clinic with 4 doctors and 2 locations in Cluj-Napoca was facing serious challenges in patient management.
The front desk couldn't handle the volume of calls, especially during peak hours. Patients called 2-3 times before giving up and going to another clinic.
A quarter of scheduled patients didn't show up for their appointments without prior notice. This meant empty slots and lost revenue.
The front desk was constantly busy with appointments, rescheduling, confirmations, and treatment inquiries. No time was left for patients in the waiting room.
We implemented an AllAI chatbot on the SmilePro website and WhatsApp Business, specifically trained on dental services, doctor schedules, treatment prices, and clinic policies. Patients can book appointments, receive automatic confirmations and reminders, and get detailed information about any treatment.
Concrete automations that transform the patient experience and streamline clinic operations.
Patients book directly from chat, selecting the doctor, location, and available time. The system automatically syncs with the clinic's calendar.
Automatic WhatsApp messages sent 24 hours and 2 hours before the appointment. Includes one-tap options to confirm, reschedule, or cancel.
Provides detailed answers about treatments: what an implant involves, how long a veneer takes, pricing for teeth cleaning, how to prepare for an extraction.
Collects contact details from interested visitors, assesses the urgency of their needs, and automatically schedules a first consultation. Automated follow-up after 24h.
The AI detects keywords related to dental emergencies and activates the priority booking flow, offering the nearest available slot.
Checks real-time availability of doctors and locations, suggesting the fastest and most convenient option for the patient.
After confirmation, automatically sends appointment details and sets a WhatsApp reminder. Includes relevant preparation instructions.
After the consultation, the chatbot automatically sends a follow-up message and collects patient feedback to improve services.
From the first discussion to concrete results, in just a few weeks.
AllAI account creation, chat widget installation on smilepro.ro and WhatsApp Business connection
AI training with treatment list, prices, doctor schedules, locations, and frequently asked patient questions
Live widget launch. Configuration of appointment flows and automated WhatsApp reminders
Response optimization based on real conversations. Addition of dental emergency flow and new patient capture
First results: -40% missed calls, -30% no-shows. Fine adjustments based on doctor feedback
Full results: -65% missed calls, -45% no-shows, +40% new online patients, 92% satisfaction
Numbers that demonstrate the real impact of automating patient communication.
| Metric | Before | After | Improvement |
|---|---|---|---|
| Missed calls / day | ~60 | ~21 | -65% |
| No-show rate | 25% | 14% | -45% |
| New patients / month (online) | ~30 | ~42 | +40% |
| Patient satisfaction (NPS) | 7.2/10 | 9.2/10 | +28% |
| Average booking time | 4-5 minutes (phone) | < 90 seconds (chat) | -70% |
| Appointment availability | Mon-Fri, 8-18 | 24/7/365 | +200% |
| Cost per appointment | ~€2.8 | ~€0.4 | -86% |
AllAI completely transformed how we manage patient relationships. Automated WhatsApp reminders cut no-shows in half, and new patients appreciate being able to book even at 11 PM. The best investment we've made for the clinic.
Automate appointments, reduce no-shows, and provide treatment information to your patients - around the clock, on website and WhatsApp.