Background
A busy private dental clinic in Greater London was struggling with a growing number of missed appointments, especially during early morning and late afternoon slots.
The clinic had a full-time receptionist, but with over 60 calls per day — many of them peak-hour appointment confirmations or cancellations — managing the front desk and the phone simultaneously became increasingly unmanageable.
The Challenge
- High no-show rate: Averaging 8–12 missed appointments per week
- Staff overload: Receptionist juggling in-clinic patients and incoming calls
- After-hours black hole: No system to handle cancellations after 6 PM
- Voicemail bottlenecks: Over 30% of patients didn’t leave a message
The clinic knew they were losing revenue — and damaging the patient experience.
The GoZupees Solution
The clinic implemented an AI voice agent trained specifically for dental practice workflows. Within days, the voice agent began:
- Calling patients 24–48 hours before appointments to confirm
- Offering real-time rescheduling when patients were unavailable
- Handling all inbound calls after hours (6 PM – 8 AM)
- Logging cancellations instantly, opening up slots for rebooking
- Answering common patient queries (location, parking, costs)
The setup took under 3 days and integrated directly with their practice management system.
The Results
Within 6 weeks, the clinic saw:
- 52% drop in missed appointments
- 87% fewer unanswered calls
- 11+ hours per week saved in admin time
- Improved schedule utilisation, especially for high-value treatments
The receptionist, instead of being overwhelmed, now focused fully on the in-practice patient experience — while the AI handled the phone line.
“It felt like we hired a second receptionist overnight — but one who never gets tired or misses a call.”
— Practice Manager