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How a Dental Practice Added £4,700/Month in Revenue

From missing 34% of calls to capturing every enquiry and reactivating lapsed patients

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Overview

£4,700/month

Additional treatment revenue by stopping missed calls, reactivating lapsed patients, and fully automating booking changes through their dental systems.

The Challenge

450

Inbound calls per month

34%

Of calls were being missed at peak times

Critical Issues:

  • Reception regularly had multiple calls coming in at the same time - they could only answer one, the rest rang out or went to voicemail
  • No one available to consistently call overdue or lapsed patients
  • The practice manager knew they were losing patients and revenue but didn't have the staff capacity to fix it

What staffmate Implemented

AI Receptionist Fully Integrated into PMS, CRM and Dental Systems

Advanced Call Management:

Answered all calls when the front desk was busy
Could handle up to 50 calls simultaneously

Live PMS/CRM Integration:

Book new appointments and consultations
Cancel and reschedule existing appointments
Allocate patients to their preferred clinician

Automated Workflow Benefits:

  • No manual re-typing or admin required
  • Reception could always see an up-to-date diary

Patient Recall Workflow:

1
Practice exported lists of overdue check-ups / hygiene visits
2
The AI called or texted patients with clear offers of convenient times

The Results

Within the first month of going live:

0%

Missed calls (down from 34%)

100%

Call answer rate achieved

Monthly Performance Boost

30

Additional appointments from captured missed calls

25

Reactivated lapsed patients from recall campaigns

£85

Average revenue per appointment

Monthly Calculation:
(30 + 25) appointments × £85 = £4,675
£4.7k extra treatment revenue every month

Client Feedback

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"We used to get three calls at once, pick up one, and lose the other two. Now every call gets answered and the diary updates automatically in our system. It feels like we've added a full-time receptionist without having to hire one."
— Dental Practice Manager

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