Abdul HadiPatients get an answer within a minute, even at 10:35 PM
Out of 120 new leads, July to September 2026.
Before
- Busy by day, the front desk is with patients
- Closed at night, texts wait until morning
- Callbacks several times per lead are too much to keep up with
After
- 45 sec: an AI voice agent calls every new lead (office hours)
- 60 sec or less: the AI answers texts, day or night
- Up to 6 calls over about a week if there is no answer
- 7 reminders by email and text once they book
When a patient messages late at night asking about a cleaning, prices or payment plans, they don't wait for the office to open. The AI answers within a minute and offers a time to come in, while the front desk is closed. Every new lead also gets a call from an AI voice agent 45 seconds after they get in touch, during office hours, and once they book, automatic reminders take over until the visit. It works the same way whether leads come from Facebook or Google ads, website forms, funnel pages or social media.
Leads go cold when nobody answers
A new lead is most likely to book in the first few minutes, whether they came from an ad, a form or social media. But the front desk is busy with patients during the day and gone at night, and calling every lead back several times isn't something a busy team can keep up with.
From form to appointment, automatically
- 01Instant call
45 seconds after a new lead comes in from an ad, form or funnel, an AI voice agent calls them as the practice's assistant. Calls wait for office hours.
Vapi voice AI - 02Follow-up calls
No answer? It tries again, up to 6 calls over about a week, and handles "call me later" requests.
GoHighLevel workflows - 03AI texting
Conversation AI answers texts at any hour. When a lead shows real interest, it tags them as a hot lead and the AI calls them.
Conversation AI - 04Reminders
Once a lead books, by text or on the call, the follow-ups stop and 7 automatic reminders take over, by email and text, from booking until 2 minutes before.
GoHighLevel workflows
19 hot leads spotted, 10 booked by the AI
In every conversation I checked, the AI's reply went out within a minute, including at 10:35 PM and 6:19 AM, when the office was closed. From July to September, 120 new leads came in through the practice's ads and lead forms, and all of them were followed up automatically. The AI flagged 19 as hot leads, and 10 booked an appointment through the AI, by text or on a call.
Screenshots from the live system. No patient details are shown.
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