Case Studies

Challenge

The practice was experiencing a 15% no-show rate for appointments. Front desk staff spent approximately 6 hours per week making reminder calls, often reaching voicemail. Patients who did answer frequently asked to reschedule, creating additional administrative work.

Solution

Implemented an automated appointment reminder system that sends SMS messages at 7 days, 2 days, and same-day intervals. Patients can confirm, cancel, or request to reschedule by replying to the text. Cancellations automatically trigger waitlist notifications.

Implementation

• Integrated with existing Dentrix practice management software
• Configured SMS templates approved by the practice manager
• Set up waitlist automation to fill cancelled slots
• Created exception handling for patients who prefer phone calls
• Trained front desk on monitoring the dashboard

Results

Challenge

Attorneys were spending significant time on initial consultations with prospects who weren't a good fit for the firm. Intake information was collected inconsistently, and conflict checks were done manually after the first meeting, occasionally resulting in wasted time when conflicts were discovered late.

Solution

Built an online intake form that captures case details, party names, and qualifying information before any attorney time is invested. The system runs automatic conflict checks against the existing client database and scores leads based on case type and complexity.

Implementation

• Created intake form with conditional logic based on case type
• Connected to Clio for automatic conflict checking
• Set up lead scoring based on firm's ideal client criteria
• Configured automatic email sequences for qualified and unqualified leads
• Built dashboard for tracking intake metrics

Results

Challenge

During tax season, the firm's admin staff spent most of their time chasing clients for documents. Emails went unanswered, documents arrived in various formats, and tracking what had been received versus what was still outstanding was done via spreadsheets that quickly became outdated.

Solution

Implemented a client portal where clients upload documents directly. The system tracks what's been received, sends automated reminders for missing items, and notifies the assigned accountant when a client's file is complete.

Implementation

• Set up secure document upload portal with client logins
• Created document checklists by return type (individual, business, trust)
• Configured automated reminder sequences (weekly, then every 3 days)
• Built status dashboard showing completion by client
• Integrated with existing practice management for assignment tracking

Results

Challenge

Patients often completed their initial treatment plan but didn't return for follow-up care or maintenance appointments. The clinic had no systematic way to check in with patients after their treatment plan ended. Rebooking rates for ongoing care were low.

Solution

Created an automated follow-up sequence that contacts patients at specific intervals after their last appointment. Messages check on recovery progress and offer scheduling links for follow-up appointments.

Implementation

• Integrated with Cliniko practice management system
• Set up follow-up sequences at 2 weeks, 6 weeks, and 3 months post-treatment
• Created condition-specific message templates
• Added one-click booking links to messages
• Built tracking for response and rebooking rates

Results

Challenge

The business owner was sending quotes but had no time to follow up. He estimated about 40% of quotes received no response, and he often forgot which quotes were still pending. Jobs were being lost to competitors who followed up faster.

Solution

Built a simple quote tracking and follow-up system. When a quote is sent, it's logged and triggers automatic follow-up emails at 3 days and 7 days if no response. The owner receives a daily summary of pending quotes.

Implementation

• Created quote logging form (filled out when quote is sent)
• Set up automated follow-up email sequence
• Built daily summary email of pending and expiring quotes
• Added simple status tracking (pending, won, lost)
• Created basic reporting on quote conversion rates

Results