# A dental clinic chain got an AI front desk, and its chairs no longer sit empty

> Dental clinic chain in Ukraine, 3 clinics and 11 chairs: an AI front desk books 24/7 by chat and phone. No-shows 6% instead of 17%, +UAH 180,000 a month.

URL: https://emilus.dev/en/cases/dental-clinic-chain/
Emilus · hello@emilus.dev · https://t.me/brrr28

1. [Emilus](https://emilus.dev/en/)
2. [Case studies](https://emilus.dev/en/cases/)
3. Dental clinic chain

emilus. Agent

emilus. Voice

Status: In production

A third of evening calls went unanswered, and one patient in six never showed up. Now booking runs 24/7 in chat and by phone, reminders and reconfirmations go out on their own, and a freed-up slot goes straight to a patient on the waitlist.

Case facts

**Client:**
Dental clinic chain in Ukraine3 clinics, 11 chairs on one schedule

**Service:**
emilus. Agent · emilus. Voice · booking, reminders, waitlist

**Status:**
In production at the client24/7 booking in chats and by phone at all three clinics

**In numbers:**
No-shows: 17% → 6%+UAH 180,000 in revenue a month

The “before” figures, the result and the payback are per client data.

## The client's situation

The chain of three dental clinics with 11 chairs booked patients only through front desk staff and only during business hours. A third of the calls after closing went unanswered, and during the day the administrators spent more time on the phone than with the patients in front of them.

One patient in six, 17%, missed the appointment without warning. The chair and the dentist sat idle, and nobody had time to fill the cancelled slot with another patient.

**17%**

of patients missed their visit without warning

*per client data*

**1 in 3**

calls after closing went unanswered

*per client data*

**11 chairs**

across three clinics on one schedule

*per client data*

The main rule AI books and reminds, a human handles the hard cases: the administrator personally confirms bookings for implants or surgery, complaints and medical questions.

## What the system does

- **Books patients 24/7 on Instagram, Viber and the website,** so a message at nine in the evening becomes an appointment.
- **Takes calls after closing and at peak hours,** and no evening call gets lost anymore.
- **Sees the schedule of all 11 chairs in the three clinics** and offers a specific time, dentist and clinic, so the patient can choose in a single message.
- **Knows the services, the dentists and how long each procedure takes,** so it books a visit of the right length with the right specialist.
- **Sends reminders a day and 3 hours before the visit** and asks the patient to confirm, so nobody forgets the appointment.
- **Follows up with patients who have not confirmed and offers to reschedule,** so the clinic learns about a cancellation in advance and gives the time to someone on the waitlist.
- **Offers a freed-up slot to patients on the waitlist right away,** and the chair does not sit idle.
- **Hands complex treatment, complaints and medical questions to the administrator** with a short summary of the conversation: the administrator confirms such bookings personally.
- **Reminds patients about follow-up visits and checkups after treatment,** so they come back without a call from the clinic.
- **Shows the manager yesterday's summary every morning:** how many reminders went out, how many cancellations were filled from the waitlist, how many calls were answered at night.

**Illustration** · How the system works

### The architecture in plain terms

Chat messages and calls reach the AI front desk, which sees the schedule of every clinic and books the visit. Reminders, reconfirmations and the waitlist run on their own, and complex bookings go to the administrator.

**Data:**
schedule of 11 chairs · dentists and services · procedure length · waitlist · visit history

**Roles:**
administrator: complex bookings · dentists: schedule · manager: morning summary

## How it works

**The daily cycle, from the first message to a patient in the chair**

1. patient · chat or call · **Inquiry** · Instagram, Viber, website, phone, 24/7
2. AI front desk · **Finding a time** · Dentist, clinic, service, free slots
3. system · **Booking** · A visit of the right length in the schedule
4. administrator · **Complex treatment** · Implants, surgery, complaints and medical questions
5. AI · **Reminders** · A day and 3 hours before, with a request to confirm
6. AI · **Rescheduling** · Anyone who has not confirmed gets another question and an offer to reschedule
7. system · **Waitlist** · A freed-up slot goes straight to the next patient
8. AI · **Follow-up visit** · A checkup after treatment

Reminders on their own cut no-shows by only a few percent. The real difference came from reconfirmation, which turns a no-show into a cancellation made in advance, and from the waitlist, which fills that slot with another patient right away.

## Result and payback

**6%**

was 17%

of patients miss their visit: 2.8 times fewer

per client data

**+180,000 UAH**

in revenue a month across the chain: chairs that used to sit empty are now taken

per client data

**24/7**

was: business hours

booking in chats and by phone, evening calls no longer get lost

per client data

**Project payback: ≈3 months *per client data*** · Patients who used to skip their visits now sit in the chair, and the waitlist fills cancellations: +UAH 180,000 in revenue a month at a margin of ≈55% pays back the system in about 3 months.

## What is running

1. running 24/7 booking on Instagram, Viber, the website and by phone, across the schedules of all three clinics
2. running Reminders a day and 3 hours before, and reconfirmation for patients who stay silent
3. running A waitlist that fills cancellations right away, and follow-up visits after treatment
4. running Complex bookings through the administrator and a morning summary for the manager

The service behind this case

## [emilus. Agent](https://emilus.dev/en/services/ai-agent/)

AI agent for customer inquiries. Diagnostic $300 → pilot $2,500–3,500 in 3 weeks → system $6,000–12,000; support $300 or $500 a month; AI usage paid by you directly. Calls: [emilus. Voice](https://emilus.dev/en/services/voice/).

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