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    Case study 13 · Inquiry forms and follow-up

    Catching new patient appointments interest after closing time

    For new patient appointments, overnight interest lands as an organized morning queue. Expectations are honest; the new setup improves capture and clarity, not staffing.

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    The story

    Whereitstarted,andwhat we changed

    Three stations, in the order the practice lived them. The first two are the practice's description of the old way; the third is the build.

    1. Station 01

      Starting point

      Evening visitors interested in new patient appointments faced a choice: call an empty office or send an unstructured message into the dark.

    2. Station 02

      The problem

      Day to day with new patient appointments, the team could not prioritize what it could not parse. The first working hour went on assembling the queue instead of answering it.

    3. Station 03

      What we built

      The evening route gathers visit reason, preferred day and callback details, sets honest expectations about response times and describes the road to an appointment callback from the reception team. Automated messages are labeled as exactly that.

    Features used

    4partsofthepackage,put to work

    Each one links to the page that explains how it works on every site we build.

    Timeline

    10 working days, counted from content approval

    10 working days after content approval, including staff review and handover.

    Across all 20 case studies, builds ran from 10 to 25 working days after approval. The bar is drawn to that scale.

    Live demo

    Want this fixed on your own site?

    A 30-minute walk-through of the site you would get, with the inquiry forms and follow-up set up the way your front desk works.

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    What changed

    For new patient appointments, overnight interest lands as an organized morning queue. Expectations are honest; the new setup improves capture and clarity, not staffing.

    There is no need to pretend someone sits at the desk all night. People asking about new patient appointments just need a clear way to leave the right details.
    Michael PickeringReception supervisorFamily dentistry practice, Fort Wayne, Indiana

    Answers

    Questionsaboutthis case study

    How long did this project take for the family dentistry practice?

    10 working days after content approval, including staff review and handover. The clock starts when the practice approves the content, so the build never waits on a draft nobody has signed off.

    Which parts of the build did this case use?

    After-hours request form, Staff response window, Morning request summary, Clear acknowledgment. Each one is listed above with a link to the part of the package that carries it.

    Why is the practice not named?

    The practice agreed to share the work and their words on the condition that the business stays anonymous. You see the practice type, the region and the team size, and the quote is attributed to Michael Pickering, reception supervisor, by name and role.

    Could our practice get the same thing?

    Very likely, because this is the kind of work every plan is built around. Plans start at $137 a month with the $797 build fee invoiced only after launch. Book a demo and we show you how it would look and route on your own site before you commit to anything.

    More answers on the full FAQ page, or email us and a person replies within one working day.

    Next step

    Seewhatyour first messagecouldlooklike.

    From $137 a month, live in 7 days, and nobody at the practice ever logs into anything.

    Book a demohello@getdentalwebsite.com