Reception cannot answer and check in
Two patients at the desk, a phone ringing and an insurance query on hold. New patient calls are the ones that get missed, and a new patient enquiry that hits voicemail almost never rings back.
A dental funnel built around chair time, not clicks
New patient exams booked around the clock, hygiene recall that runs itself, and short-notice gaps filled fast.
A complete GoHighLevel system — receptionist, chatbot, funnels, pipelines, workflows, website and campaigns, free updates for life
- Delivered within 24 business hours
- Link + install PDF
- Install us for $175
The funnel
What this snapshot builds
A dental practice does not lose money on marketing; it loses money on chair time. A hygiene cancellation at 8am leaves a gap nobody can resell, the recall list slips a month because reception is buried, and half the treatment plans presented last quarter were never followed up. This snapshot imports the booking, recall and recovery engine into a sub-account so the diary is defended automatically.
Funnel path
Website pages
- Home
- New Patient Exam
- Hygiene & Preventive Care
- Cosmetic Dentistry
- Dental Implants
- Emergency Dental Care
- Fees & Finance
How it arrives
- Delivered within 24 business hours of purchase confirmation. Our counter is open 9am to 5pm Central, Monday to Friday, so a Friday evening order goes out on Monday rather than over the weekend.
- One GoHighLevel snapshot share link
- One PDF with the full installation instructions
- Every workflow named and labelled before it ships
Everything that lands in the sub-account
What lands in the sub-account, written for Dental
The same thirteen items ship with every snapshot in this catalogue. What is different here is what each one is wired to do on this trade's day, what it is fixing, and how it earns its price back.
Where the traffic lands
The pages, the paths and the boxes people type into.
- AI Studio website
Runs as Professional Website in the flow below
A practice site with new patient, hygiene, cosmetic, implant and emergency pages, plus compliant enquiry forms and a live booking calendar.
- What is leaking now
- Nervous patients want to know about sedation, finance and the actual dentist, and the site offers a stock photograph of a smile.
- What changes
- New patient, hygiene, implant, orthodontic and cosmetic pages, each written to be read by someone who is anxious, with booking on every one.
- How it pays back
- One extra implant consultation a month, converting at one in three, is treatment value that makes the price of this funnel irrelevant.
- Funnels
- What is leaking now
- An emergency toothache and a six-month implant decision are pushed through the same new-patient form.
- What changes
- An emergency path that books today, a routine path that books hygiene, and a high-value path that books a consultation with finance information attached.
- How it pays back
- If the implant path books two extra consultations a month and one proceeds, the treatment value is not in the same order of magnitude as this cost.
- Forms and surveys
- What is leaking now
- Medical history arrives on paper in the waiting room, so the first ten minutes of every new-patient appointment are admin.
- What changes
- Medical history, insurance, anxiety level, treatment interest and preferred practitioner collected before arrival, and clinical detail kept out of SMS.
- How it pays back
- Assume ten minutes saved per new patient across thirty new patients a month: five clinical hours returned to the chair every month.
Who answers
The two things that pick up while you are working.
- 1 AI Receptionist
Runs as AI Receptionist in the flow below
Answers new patient and emergency calls out of hours and when the desk is busy, checks cover and availability, and books the exam.
- What is leaking now
- The front desk is checking a patient out with two people waiting, and the third caller of the morning goes to voicemail.
- What changes
- Calls are answered around the clock, pain is separated from routine, and the appointment is booked into the right practitioner's diary rather than promised as a callback.
- How it pays back
- Say two hundred calls a month with thirty missed: one becoming an implant case is worth more than a decade of this funnel.
- 1 AI Chatbot
Runs as AI Chatbot in the flow below
Answers cover, pricing, nervous patient and aligner questions on the website, SMS, Facebook and Instagram, then books the first visit.
- What is leaking now
- Questions about sedation, payment plans and whether you accept a particular insurance sit unanswered on the website overnight.
- What changes
- Sedation options, payment plans, insurance acceptance and parking answered instantly, in language a nervous patient can read, with booking offered at the end.
- How it pays back
- Twelve conversations a week and one becomes a new patient: a patient who stays for years is a lifetime value this price does not touch.
What chases
The follow-up that runs whether or not anyone remembered.
- Workflows
- What is leaking now
- Unscheduled treatment sits in the software as a report nobody runs, and the patient never hears about the crown they agreed to.
- What changes
- Treatment plans that were accepted but never booked are chased by name, hygiene recall runs on its own clock, and lapsed patients are picked up rather than lost.
- How it pays back
- Recover four unscheduled treatment plans a month at your average plan value and the funnel is a fraction of one of them.
- Nurture campaign
Runs as Database Reactivation in the flow below
Nine months past a due recall is the point a patient has quietly become somebody else’s patient. The AI call goes out then with the overdue item named, and unaccepted treatment plans run on their own track — a declined plan is a different conversation from a missed check-up.
- What is leaking now
- Patients who moved, got busy or had one bad experience are simply absent, and no one has spoken to them in two years.
- What changes
- Patients past their recall interval are worked on a real cadence with a genuine reason to return, rather than being left in a list nobody exports.
- How it pays back
- Contact four hundred lapsed patients and return thirty: thirty patients back on hygiene recall is annual recurring revenue, not a one-off.
What holds the booking
Keeping a booked slot booked, and keeping the board honest.
- Appointment reminders, confirmations and no-show recovery
Runs as Smart Appointment System and AI Outbound Caller in the flow below
Chair time is the expensive unit, so a failed appointment is recovered against a standby list rather than simply rebooked. Confirmation on booking, a reminder the day before and one on the morning itself — and anything longer than a hygiene slot is confirmed twice, because a lost hour of surgery time cannot be resold at short notice.
- What is leaking now
- A failed appointment is an hour of chair time that cannot be sold at two hours' notice, and it happens several times a week.
- What changes
- Confirmation on booking, staged reminders, and a failed appointment triggering a recovery call inside the hour — the build targets 70% no-show recovery.
- How it pays back
- Refill three failed chair hours a week at your own hourly chair value and the return is not something you would need a spreadsheet for.
- Pipelines
- What is leaking now
- Enquiry, consultation, treatment plan presented, accepted and scheduled live across the practice software and somebody's memory.
- What changes
- A board for the treatment journey — enquired, consulted, plan presented, accepted, financed, scheduled — with the follow-up attached to each stage.
- How it pays back
- If it stops one accepted implant plan sitting unscheduled each month, that single recovered case is many times the price of the build.
What brings them back
The part that still earns in month nine.
- Review automation
Runs as Review Harvesting and Review Automation in the flow below
Triggered after hygiene and cosmetic visits and deliberately not after extractions or emergency treatment. Asking a patient for a public review an hour after oral surgery is how a practice collects the review it least wants, so the trigger is filtered by appointment type.
- What is leaking now
- The gratitude all happens at the desk on the way out, where nothing captures it, and the profile sits below the takeaway two doors down.
- What changes
- The request goes out after the appointment is completed rather than at month end, never in the middle of a treatment course, aiming at 5–10 a month.
- How it pays back
- Assume a stronger profile converts more of the local searches you already appear in: two extra new patients a month is a return worth having.
- Seasonal automation
Runs as Lifetime Nurture Campaigns in the flow below
Six-month recall reminders, end-of-year benefit prompts, whitening and cosmetic offers, and a referral reward for family members.
- What is leaking now
- Hygiene recall happens if the recall list is worked, and in a busy month the recall list is not worked.
- What changes
- Recall on each patient's own interval, insurance-benefit reminders before the year ends, whitening before wedding season, and a referral ask for families.
- How it pays back
- Say twelve hundred patients and three percent acting on a benefit-expiry prompt. Thirty-six appointments, landing in the weeks the diary is thinnest.
The wiring loom
The unglamorous fields and tokens every message above pulls from.
- Custom values
- What is leaking now
- Your consultation fee, finance provider and cancellation policy are written into templates by hand, and the policy has changed twice since.
- What changes
- Consultation fee, finance provider, cancellation notice, practitioner names and opening hours live as tokens every message pulls from.
- How it pays back
- One edit when the finance provider changes, rather than a morning of template hunting and a patient quoting terms you dropped last year.
- Custom fields
- What is leaking now
- Recall interval, treatment interest and insurance provider are in the clinical notes, where no campaign can reach them.
- What changes
- Structured fields for recall interval, insurance provider, treatment interest, anxiety flag and last visit — the difference between a recall list and a recall system.
- How it pays back
- Treatment interest as a field lets one campaign speak only to patients who asked about implants, which is the highest-value list the practice owns.
Every payback line above is an illustration you can put your own numbers into, not a measured result. Nothing here is a promise of a conversion rate.
Where this actually costs you money
Hygiene recall slips a month
Six-month recall only works if somebody works the list every week. When reception is short-staffed the list slides, and a hundred patients quietly drift past their due date without ever declining.
Gaps that cannot be resold
A cancellation at 8:40am for a 9am hygiene appointment is an hour of clinical time gone. Filling it means ringing a short-notice list immediately, and nobody at the desk has a free hand at nine in the morning.
Treatment plans presented and dropped
A patient is shown a crown or an implant plan, says they need to think about the cost, and goes home. Without a structured follow-up the plan sits unaccepted while the tooth gets worse elsewhere.
What changes once it is running
Each of these is delivered by a named part of the system, so you can see which component earns it.
- New patient calls always answered
Calls are picked up outside surgery hours and while the desk is busy, with insurance, symptom and availability questions handled and the exam booked.
Delivered by AI Receptionist
- Recall that does not slip
Six-month hygiene recall, whitening and seasonal benefit reminders run on schedule for the whole list, whether or not reception has time this week.
Delivered by Lifetime Nurture Campaigns
- Short-notice gaps refilled
When a cancellation opens a slot, the caller works the short-notice list immediately, and no-show recovery is built around a 70% target.
Delivered by AI Outbound Caller
- Fewer failed appointments
Anything longer than a hygiene slot is confirmed twice, and a failure is recovered against a standby list rather than dropped back into the diary — an hour of surgery time cannot be resold on the morning it is lost.
Delivered by Smart Appointment System
- Reviews after every visit
Completing a visit fires the Google and Facebook request the same day, when the patient is most positive about the appointment they were dreading.
Delivered by Review Harvesting
Who it fits, and who it does not
Buy it if
- General and family dental practices with two to eight chairs and a recall list of a thousand or more patients
- Practices adding implants, aligners or cosmetic work that need proper treatment plan follow-up
- Agencies serving dental clients who want recall and cancellation recovery, not just an advert landing page
Do not buy it if
- Specialist referral-only practices whose entire book comes from other dentists — new patient funnels do not fit that model
- Practices with a six-month waiting list and no intention of adding capacity
We would rather lose the sale here than in month two.
The maths, with the assumptions showing
These are worked examples, not results from a customer. The inputs are printed so you can swap in your own and see whether it still holds.
Hours back
Assume a 1,200-patient recall list, 70 calls a week, 20 of them missed at busy desk times, and four cancellations a week to refill.
- Missed calls answered rather than returned: 20 × 5 min = 1.7 hrs
- Recall list worked automatically: 100 due patients a month × 4 min = 6.7 hrs a month, roughly 1.6 hrs a week
- Cancellation gaps refilled: 4 × 20 min of ringing round = 1.3 hrs
- Appointment confirmations and reminders: 90 visits × 2 min = 3 hrs
Roughly about 7.6 hours a week back at the front desk
When it pays back
Take a new patient worth roughly $1,200 in the first year and a single crown at about $1,300, both mid-range figures you should replace with your own.
- Snapshot cost: $990, paid once.
- Two new patients a month captured from calls that previously went to voicemail: $2,400 of first-year value.
- One refilled hygiene gap a week at $180: roughly $9,360 across a year.
In short On these assumptions the recovered chair time alone would repay the snapshot inside the first month; run your own patient value and cancellation rate through the same sum.
Try it with your numbers
If your Dental business takescalls a week and missesof them, at an average job ofandof answered calls turn into work, that isa month walking past the door.
Arithmetic, not a forecast: calls × missed % × close % × job value × 4.33 weeks. It assumes every missed call is answerable, which is the point of an AI receptionist and is still an assumption. Change the numbers until it looks like your business.
End-to-end automation
How the complete system works
Five stages between an eight in the morning hygiene cancellation and a treatment plan that finally gets accepted. This is the machine everything in the manifest runs on in a practice.
Somebody gets in touch
A practice does not lose money on marketing, it loses it on empty chair time. Everything here exists to convert an enquiry into a booked chair before reception is free.
The call reception cannot reach
- Answered while reception is checking a patient out
- Asks new patient or existing before anything else
- Separates pain today from a check-up next month
- Books into the right column: dentist, hygienist or emergency slot
- Handled in Spanish where the patient list needs it
New or existingPain triageRight column
The message about a chipped tooth
- Answered on SMS, email, Facebook and Instagram while the desk is busy
- Site chat that asks whether they are in pain right now
- Collects insurance or plan details before the appointment, not at the desk
- Never discusses clinical detail — it books, and a clinician advises
- Starts the new-patient sequence from the first message
Pain firstPlan detailsNo clinical advice
The new-patient or whitening form
- Every enquiry opens the ten-day new-patient sequence
- Followed up by email, by text and by a call from the practice
- Split to exams, hygiene, implants or cosmetic by interest
- Tagged by source so the whitening campaign can be judged alone
- Reaches reception with the medical history form already sent
Exam, hygiene, cosmeticHistory sentCampaign tagging
They are not ready yet
A nervous patient and a five-figure treatment plan both need time. Ten days of contact carries the enquiry past the moment the courage runs out.
Days one to three — the practice introduces itself
- A welcome from the practice, naming the dentist they will see
- What a first exam actually involves, so nobody is surprised
- How payment plans and insurance are handled, stated plainly
- One decision: book the exam, or ask a question first
Days four to seven — the text about the gap
- A short-notice slot offered before it is lost to the day
- A line about the practice from a patient, not a claim about outcomes
- One tap to hold the appointment
- Calm, because dental anxiety does not respond to urgency
Days eight to ten — the reception team calls
- A call to answer the one thing stopping them booking
- Ready for cost, nerves and “I have not been for years”
- Books the exam, or offers a no-treatment consultation instead
- Leaves a voicemail that never names a treatment out loud
The appointment holds
An hour of unfilled chair time is gone forever, and hygiene is the column that empties fastest. This stage is written to defend the diary hour by hour.
Booked into the right column
- A text confirming the clinician, the time and the chair
- A calendar invite the patient can add before they forget
- The email version with the parking and the practice entrance
- A medical history form sent ahead, so the chair time is clinical
Three reminders before the chair is held
- A day out, in time to offer the slot to the short-notice list
- The morning of, before the school run swallows it
- Fifteen minutes out, while they are still in the car park
- Rescheduling takes one tap, and releases the chair automatically
The chair nobody sat in
- Called inside the hour, while the column can still be refilled
- Establishes whether it was nerves, work or a forgotten note
- Offers the hour to the short-notice list the same morning
Short-notice list70% recovery target
The good jobs get seen
A dental review can never mention a diagnosis, so the ask is written to invite a comment on the experience — the wait, the gentleness, the explanation.
Asked about the visit, never the treatment
- Fires two hours after the appointment, once the numbness has gone
- A happy patient gets the Google and Facebook link
- An unhappy one reaches the practice manager, privately, first
- Aimed at five to ten reviews a month across exams and hygiene
And answered without naming a patient
- Every review answered in a way that discloses nothing
- Warmth without confirming anybody attended
- A complaint about waiting time gets an apology and a change
- Anything clinical is taken offline to the practice manager at once
Put in front of the nervous reader
- Published against the service the reviewer mentioned
- Placed beside the fee guide, where the hesitation actually is
- Feeding local search for a dentist in your postcodes
They come back
Recall is the practice’s annuity and it slips a month at a time. Six-monthly hygiene, unaccepted plans and the patients who quietly stopped coming all live here.
Recall that does not depend on reception
- Six-monthly hygiene invited on the date it is actually due
- A whitening or cosmetic note before the wedding season
- A birthday message that asks for nothing at all
- A yearly reminder of what the plan or insurance still covers
The questions that used to queue at the desk
- Opening hours and plan cover answered at any hour
- Rescheduling handled without holding up the desk
- “How much of my plan allowance is left this year?”
- Finding a receipt or a referral letter the patient has lost
The plans and the patients who drifted
- A treatment plan unaccepted at eight weeks gets a call
- A patient eighteen months overdue is reactivated, not written off
- A no-obligation review as the reason to come back
- A family referral prompt, since households book together
Delivery and installation
You can install it yourself. Most people do.
Delivered within 24 business hours of purchase confirmation. Our counter is open 9am to 5pm Central, Monday to Friday, so a Friday evening order goes out on Monday rather than over the weekend. Two things arrive: the snapshot link and a PDF that walks the whole import. The PDF is the real route, not a courtesy attachment: screenshots, the import order, what to change first and what to leave alone. Most buyers never call us.
In the price
Self-install
Included
- One GoHighLevel snapshot share link
- One PDF with the full installation instructions
- Free updates for life, sent as a fresh link
- A pre-purchase call if you want one, at no charge
Optional
Optional installation add-on
$175 one-off
Buying back an afternoon, not unlocking the product.
- Importing the snapshot into the sub-account you nominate
- Rebranding the website — logo, palette, business details, service area
- A2P / 10DLC registration and the sending setup behind it
- Email service setup: your domain email connected inside GoHighLevel
- A few extra automations where your offer needs them
Not part of installation, on any package
- Third-party integrations
- Third-party software
- Custom software development
Those three are real engineering jobs rather than configuration, so they get a fixed price and a date of their own. See how that is quoted.
Want a walk-through of the funnel before you buy, or a second opinion on which one fits? Book a call — it is free and nobody is going to chase you afterwards. Book a call.
Support scope
What the price covers, and what gets its own quote
We would rather tell you where the line is now than discover it with you halfway through a build. Everything on the left is inside the price. Everything on the right is real work we are happy to do — it just gets priced on its own.
Inside the price
- The snapshot link
- The whole funnel as a GoHighLevel share link, yours to import into as many of your own sub-accounts as you like.
- The installation PDF
- Written for this funnel rather than for GoHighLevel in general: import order, what to rename, what to connect, what to leave alone.
- Free updates for life
- When the funnel is rebuilt or extended, the new link comes to you. There is no version fee and no upgrade tier.
- A call before you buy
- A walk-through of the funnel, or an honest answer about which one fits your offer. No charge and no pipeline chasing.
Installation is an optional $175 add-on — the PDF is a real route on its own.
Quoted separately, or run by a VA
- Third-party integrations
- Connecting the funnel to a CRM, an EHR, a job-management tool or an accounts package.
- Third-party software
- Anything that needs a licence, a seat or a subscription somewhere that is not GoHighLevel.
- Custom software development
- A portal, a calculator, a bespoke dashboard — software built for you rather than configured.
Ask and you get a fixed price and a date before anything starts. Where the work is repetitive rather than technical, we will say so and put a trained VA on it instead — it is cheaper and it is the honest answer.
Chair time is the only inventory
A practice sells hours in a chair, and unlike almost any other product those hours cannot be stored. A gap at eleven on Tuesday is gone at noon, no matter how good the marketing is.
That is why cancellation recovery and reminder sequencing sit at the centre of this build rather than being an afterthought. The system aims at 70% no-show recovery and works the short-notice list the moment a slot opens.
Recall is the same problem viewed over a longer horizon. A patient who drifts eighteen months past their hygiene due date is a chair that was never filled, spread out where nobody notices it.
The plans that were never followed up
Treatment plan acceptance is usually treated as a chairside conversation. In practice most of the decision happens at home, over cost, over time off work, over a spouse's opinion.
The nurture and reactivation components give unaccepted plans a follow-up schedule with the information a patient actually needs: what it costs, what the finance options are, what happens if it waits.
None of this is a substitute for clinical judgement or a clinician's conversation. It is the administrative follow-up that would happen if the front desk had unlimited time.
Import and compliance
The snapshot is delivered into the sub-account you nominate within 24 business hours, with the site, calendars and automations already connected.
The PDF is written for this build, so it names what to configure: calendars by chair, the recall intervals and the intake questions that must never go out by text. If the practice would rather not touch it, installation is a $175 add-on.
Patient communications are your responsibility to review. The forms and message templates are written to be conservative, but consent language, record handling and any regulatory requirements in your jurisdiction need a check by whoever is accountable for them in the practice.
Questions
About the Dental snapshot
More general questions — licensing, refunds, setup — are answered on the FAQ page.
Does this integrate with my practice management software?
It runs its own calendars and automations inside the sub-account. Whether it syncs with your practice management system depends on that system's integration options; many practices run the funnel for acquisition and recall and keep clinical scheduling where it is.
Will the AI give clinical advice?
No, and it is configured not to. It handles booking, cover questions, pricing ranges and directions, and routes anything clinical to your team. Symptom questions are treated as a reason to book, not to advise.
Can it run recall for a list I already have?
Yes. Import your recall list into the sub-account with due dates and the nurture sequences work it on schedule. That is usually where the fastest return comes from, because the patients already know you.
Is the messaging compliant for patient data?
The templates avoid clinical detail and keep messages to scheduling and general information, which is the safe default. Final responsibility for compliance in your jurisdiction sits with the practice, and you should have your templates reviewed before going live.
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Funnel snapshots · done-for-you builds
Want the Dental Funnel Snapshot live this week?
Buy it and it lands within 24 business hours as a share link and an installation PDF. Add the $175 installation if you would rather it was live by Friday, or hand the whole offer to us and we build it from scratch.
All sales final once the snapshot link is sent · free updates for life · one licence covers every sub-account you own