ABOUT
The Challenge
Pearly Whites Dental Clinic approached LoomReach with the urgent need to modernise their front-desk operations. Their in-house receptionist — costing the clinic £32,000 per year — struggled to keep up with high call volumes, constant appointment changes, and after-hours enquiries. The clinic needed a reliable system that could:
- Answer and manage all incoming calls without delays
- Check availability and book appointments instantly
- Integrate with their patient database and scheduling software
- Operate 24/7 to capture every enquiry
- Reduce staffing costs while increasing efficiency
- Provide a professional, consistent patient experience
The clinic wanted a solution that would improve service quality and significantly reduce operational overhead.
Our Solution
LoomReach designed and deployed a fully automated AI Receptionist & Booking Assistant, built to handle the clinic’s complete inbound communication workflow:
- AI Voice Receptionist
- Natural, human-like conversations
- Answers every call instantly, day or night
- Handles common questions with complete accuracy
- Intelligent Appointment Booking
- Live access to the clinic’s scheduling system
- Checks dentist availability in real time
- Books, reschedules, and cancels appointments automatically
- Database Integration
- Secure access to patient information
- Verifies existing patients and registers new ones effortlessly
- Cost & Efficiency Automation
- Eliminated the cost of a full-time receptionist
- Replaced manual workflows with instant AI-driven processes
Within 48 hours, the clinic received a complete end-to-end system requiring no onboarding or technical experience.
RESULTS
Speed & Efficiency
- Fully deployed AI receptionist in under 48 hours
- Zero downtime — system activated without disrupting clinic operations
- Immediate handling of all incoming calls and bookings
Operational Impact
- 24/7 call answering, ensuring no potential patient enquiry is ever missed
- Reduced admin workload by over 90%, freeing staff for in-clinic work
- Instant appointment booking with full scheduling accuracy
- Automated management of cancellations and rescheduling
Financial Outcome
- Replaced a £32,000/year receptionist with a low-cost AI system
- Predictable monthly cost at a fraction of previous staffing expense
- Immediate ROI through efficiency gains and increased patient capture
Technical Achievement
- Secure integration with existing dental management software
- High-accuracy voice recognition and natural-language patient interactions
- Scalable automation able to support multi-practitioner workloads
- Fully compliant data handling and encryption
Client Satisfaction
- Significantly improved patient experience with faster responses
- Consistent, professional communication for every call
- Zero missed appointments due to unhandled calls
- Peace of mind knowing the system works around the clock
