SmileCare Dental
No-shows from 32% to 7%. Bookings nearly doubled. Front desk calls cut by 71%.
Appointment No-Shows
7%
from 32%
78% reductionWeekly Bookings
78/week
from 40/week
95% more appointmentsDaily Staff Calls
35/day
from 120/day
71% reductionAfter-Hours Bookings
45/month
from 0/month
New bookingsThe Challenge
SmileCare, a multi-doctor dental clinic in Hyderabad, had a 32% no-show rate costing approximately ₹80,000/month in empty chair time. The front desk was overwhelmed — handling 120+ calls/day for scheduling, reminders, and FAQs while also managing walk-ins. After-hours inquiries went unanswered until morning, by which point patients had booked elsewhere.
The Solution
Orbixel deployed a WhatsApp booking agent that handled appointment scheduling 24/7, sent automatic prep instructions for each treatment type, and triggered AI voice calls 24 hours before appointments to confirm attendance. Patients could reschedule instantly via WhatsApp without calling. The clinic manager got a daily dashboard showing appointments, no-show probability, and chair utilization.
The Results
Appointment No-Shows
7%
from 32%
Weekly Bookings
78/week
from 40/week
Daily Staff Calls
35/day
from 120/day
After-Hours Bookings
45/month
from 0/month
Before-and-after figures for this client, comparing the period before go-live with the period after. Results depend on enquiry volume, process and team follow-up; they aren't a forecast or a guarantee.
"Our front desk used to spend all day on the phone. Now the AI handles 70% of it. My team actually has time to focus on patients in the clinic instead of being glued to the phone."
Dr. Neha R.
Clinic Head, SmileCare Dental
Project Details
Time to Live
13 days
Setup Cost
₹41,999
Monthly Cost
₹4,500/mo
Frequently Asked Questions
Orbixel deployed a WhatsApp booking agent for 24/7 scheduling and an AI voice calling agent that confirmed appointments 24 hours in advance. Patients could also reschedule instantly via WhatsApp.
No. The AI handles routine calls and scheduling, freeing the front desk to focus on walk-ins, billing, and patient care. The staff workload became manageable instead of overwhelming.
By reducing no-shows from 32% to 7%, SmileCare recovered approximately ₹80,000/month in previously lost revenue. The system paid for itself in the first month.
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