GoHighLevel · Dental practice
Dental enquiries: first response from 45-90 minutes to under 5
Smile Bright, a general and cosmetic dental practice led by Dr. Collen Chambers (United States)
Named client build delivered by autoesta, aibrevo's partner company, which builds GoHighLevel and AI automation work. Results are reported by autoesta or the client, not measured by aibrevo. Reporting window: First 14 to 21 days after launch, one practice. Original write-up on autoesta.com. Results vary by business, lead volume and starting point.
The challenge
New-patient enquiries reached the practice from paid search, local service ads, social ads, its Google Business Profile, its website and insurance and referral portals, and each source landed in a different place. The front desk typed enquiries in by hand, which took 10 to 20 minutes each, and the first reply depended on whether someone happened to be free, so it took 45 to 90 minutes. Enquiries that arrived after hours waited until the next day, and follow-ups relied on manual reminders that were often missed. For a dental practice that is costly, because people with pain or a same-day need contact several practices at once and the first to respond usually wins the booking.
The approach
- 01
One CRM for every source
Built GoHighLevel pipelines for New Patient, Emergency, Cosmetic and Follow-Up or Recall, with tags for service type, lead source and urgency, so every enquiry has one home and the front desk has one view.
- 02
Automatic lead intake
Connected Google Ads and Local Service Ads, the Google Business Profile, website forms and Facebook and Instagram ads so enquiries enter the CRM without anyone typing them in.
- 03
An n8n layer for routing and reliability
Used n8n for the sources with no native connection: insurance-portal lead sync, data cleaning, emergency versus routine routing and a fallback through the API when a connection fails, so a lead does not vanish when a link breaks.
- 04
AI calling and a chatbot
An AI calling agent contacts new leads, confirms interest and collects details. A chatbot answers after-hours questions about pricing and availability, which closed the overnight gap.
- 05
WhatsApp, SMS and email follow-up
Added instant WhatsApp confirmations, SMS reminders, email follow-ups and missed-call text-back. Texting, WhatsApp and AI calls to patients need consent and opt-out handling, which is set up before outbound messaging starts.
- 06
A first action matched to each source
Set a target for each source: Google Search Ads get an AI call plus SMS in under 3 minutes, Local Service Ads go to a priority pipeline immediately, and Facebook leads get SMS plus WhatsApp in under 5 minutes.
The result
These figures are reported by autoesta for the first 14 to 21 days after launch and describe one practice. The practice also reports less pressure on the front desk and more consistent booking. No booking-rate percentage is published, because there is no supported number behind it. A practice with a different lead mix, lower volume or a faster existing response will see different changes, and numbers from a short window can move as the system matures.
Typical timeline for this scope, per autoesta: 20 to 30 days from agreed plan to launch.
"Before this system, leads from Google, website, and ads were difficult to manage and often delayed. Now everything flows into one CRM, patients are contacted within minutes, and even after-hours inquiries are handled automatically."
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