About this case study: it is based on a business typical of the ones we work with, not a named client, and every number comes from the assumptions at the end of the page. Swap in your own and the sums still work.
The problem
The clinic sees about 30 patients a day. Every afternoon the front desk calls the next day's patients to confirm, and many calls go unanswered. Around six patients a day still do not turn up.
Six-month check-ups and cleaning recalls are tracked in a register. On busy days nobody calls, so returning patients drift away.
What we build
- 1
Booking that fills the diary
A booking link on the Google Business Profile and WhatsApp shows real open slots from the clinic calendar.
- 2
Reminders that ask for a reply
Patients get a WhatsApp reminder 24 hours and 2 hours before, with Confirm and Reschedule buttons. Reschedules offer the next free slots.
- 3
Recalls on time
Six months after a cleaning or treatment, the patient gets a friendly recall message with the booking link.
- 4
After the visit
A thank-you message with aftercare notes, and a review request a day later.
Before and after
| Step | Before | After |
|---|---|---|
| Confirming tomorrow's patients | 1.5 hours of calls a day | Automatic, replies land in one list |
| Six-month recalls | Often skipped | Sent on the right day |
| Finding a free slot to reschedule | Phone back-and-forth | Patient picks from open slots |
Where a person stays in control
Treatment advice is never automated. Messages only cover timings, aftercare sheets the dentist has approved, and booking. Patients who reply with a question reach the front desk.
Running cost
Roughly ₹2,500–4,000 a month for messages and the booking tool.
Tools
- WhatsApp Business API
- Google Calendar
- Cal.com or the clinic's practice software
- n8n
How the numbers work
- 30 appointments a day, 26 working days a month.
- Confirmation calls: 30 × 3 min ≈ 1.5 hours a day ≈ 39 hours a month.
- Recall calls: 10 a day × 4 min ≈ 17 hours a month.
- Front-desk time costed at ₹300 an hour: 56 × ₹300 = ₹16,800.
- If reminders halve no-shows from 6 to 3 a day (check your own numbers after a month), that is 3 more visits a day.
Estimates, not promises. Use the savings calculator with your own hours and costs.
Want this for your business?
A free 30-minute call is enough to tell whether it fits, what it would take and what it would cost.