SmileCare Clinics: Cut front-desk call volume by half while filling more appointment slots
SmileCare Clinics implemented Frosty Agent across 4 dental clinic locations to automate treatment inquiries, insurance questions, and appointment bookings. Frosty cut repetitive front-desk phone calls by 52%, raised website booking conversion to 42%, and allowed after-hours patient scheduling.
The Business
SmileCare Clinics is a multi-speciality dental chain operating 4 state-of-the-art clinics serving over 12,000 active patients.
Their clinics provide comprehensive oral healthcare spanning routine preventative care, pediatric dentistry, orthodontics, cosmetic smile design, and complex implant surgeries. Front-desk staff across all locations managed hundreds of daily calls regarding working hours, empanelled insurance policies, treatment cost estimates, and doctor schedules.
The Challenge
Front-desk receptionists spent over 60% of their day answering repetitive price and insurance questions rather than attending to in-clinic patients.
Prospective patients visiting the website had to call the clinic during business hours to book an appointment, creating high friction for busy professionals. After 7 PM and on weekends, patient enquiries went entirely unanswered. Furthermore, receptionists frequently struggled to provide consistent price ranges and prep instructions for specialized dental procedures while handling in-clinic check-ins.
What Frosty Does For Them
Frosty serves as a 24/7 digital receptionist trained on SmileCare's treatment catalog, doctor specializations, insurance panels, and clinic schedules.
Treatment & Pricing Consultation
Answers patient questions about procedure steps, expected recovery time, and price ranges based on SmileCare's verified tariff sheets.
Insurance & Empanelment Checks
Verifies cashless and reimbursement insurance partners, informing patients what documents to carry for their first visit.
Real-Time Clinic Booking
Checks doctor availability across 4 branches, reserves appointment slots, and delivers automated booking confirmations on WhatsApp.
Clinical Urgency Triage
Detects high-urgency keywords (severe pain, swelling, trauma) and instantly flags clinic managers via Slack for expedited triage.
The Verified Numbers
routine calls to the front desk (~57 vs ~120/day)
in appointment bookings from website
accuracy on treatment cost enquiries
Before vs. After Implementation
| Operational Metric | Before Frosty | After Frosty |
|---|---|---|
| Daily Routine Phone Calls | ~120 routine calls/day across 4 clinics | ~57 calls/day (52% reduction) |
| Website Booking Conversion | Website appointment form had 14% conversion | 42% of website visitors who chat with Frosty book |
| Insurance & Pricing Handling | Staff answered insurance questions manually | Frosty answers 94% of queries accurately |
| After-Hours Patient Bookings | No after-hours booking capability | 35% of Frosty bookings happen outside clinic hours |
“We didn't hire Frosty to replace our team. We hired it so our team could focus on patients instead of phones.”
What They Would Tell Someone Considering It
For clinic owners, the biggest benefit is reclaiming front-desk focus. When your receptionists are not interrupted every 90 seconds by phone calls asking for clinic hours or root canal prices, patient in-clinic satisfaction improves noticeably and calendar slots fill consistently.
Connected Industry & Solution Workflows
Industry Overview
Discover how Frosty automates workflows across other businesses in the Dental sector.
Explore Dental AI AgentSolutions Used by SmileCare Clinics
Frequently Asked Questions about SmileCare Clinics
Practical details on workflow configuration, software integrations, and deployment.
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