Case Study - AI Agents
A private cosmetic dental practice deployed an outbound AI calling system to follow up paid advertising leads automatically. Here's what happened over six months.
Client
Private Cosmetic Dental Practice
Industry
Cosmetic Dentistry
Service
AI Agents
Avg. Response Time
Under 60 seconds
The Challenge
This practice had no shortage of enquiries coming through paid advertising on Meta and Google. The problem was what happened next. Leads were submitting forms during evenings and weekends, and by the time the practice team picked them up the following morning, a significant proportion had already moved on - booked with a competitor, lost interest, or simply forgotten they'd enquired.
No one on the team had the capacity to monitor incoming leads around the clock and call them back within minutes. It wasn't a staffing failure - it was a structural one. The practice was paying to generate leads that its existing setup couldn't convert quickly enough.
21x
Drop in conversion likelihood after a 5+ minute delay
MIT research found the likelihood of converting a lead drops 21 times if you wait longer than five minutes to make first contact. For a cosmetic dental practice where a single treatment booking can be worth several thousand pounds, every cold lead is a meaningful loss.
What We Did
We configured a complete outbound AI calling system tailored to the practice. The moment a new lead submitted an enquiry form - from any source, at any hour - the system triggered an outbound call within 60 seconds. The AI introduced itself professionally, held a natural conversation about the patient's treatment interest, answered common questions, and where appropriate booked a consultation directly into the practice diary.
The system was configured around the practice's full cosmetic treatment mix, covering composite bonding, dental implants, clear aligners, teeth whitening, smile makeovers, and general cosmetic enquiries. Every conversation was tailored to sound like a natural extension of the practice - not a generic automated script.
A prospective patient fills in a contact form via a Meta lead ad or Google Ads landing page. Their details are passed to the system instantly via webhook - no manual step involved.
Within a minute of form submission, the lead receives a call from a dedicated UK number. The AI greets them professionally, using the practice name and a warm, natural tone configured specifically for this client.
The AI asks about the treatment the patient is interested in, answers common questions about procedures and pricing, handles objections naturally, and establishes whether the patient wants to take the next step.
Where a patient is ready to proceed, the AI books a consultation directly into the practice calendar in real time. An SMS confirmation goes to the patient immediately after the call ends.
Every call is logged with a complete transcript, recording URL, patient details, and outcome - so the practice team always have full context before any follow-up conversation.
If a lead doesn't pick up, the system retries at configured intervals. No lead is abandoned after a single unanswered attempt.
VAPI
n8n
Twilio (UK number)
ElevenLabs
Google Calendar
Twilio SMS
Email + WhatsApp
Google Sheets
The Results
Over the six-month deployment period, the system operated continuously - answering every new enquiry within 60 seconds, day and night, across every day of the week including evenings, weekends, and bank holidays.
60s
Time from lead submission to first AI call
24/7
Lead follow-up including evenings and weekends
2%
Conversion rate to booked consultations
6mo
Deployment period
2%
Putting the conversion rate in context
A 2% conversion rate from cold outbound AI calls - contacting people who submitted a form but had not yet spoken to anyone - is a meaningful result for high-value cosmetic treatments. Each booked consultation represents a patient potentially worth £1,000 to £8,000+ in treatment value depending on the procedure. At that level, a single booking from every 50 calls more than covers the monthly cost of the system.
The challenge this Manchester practice faced isn't unique. Any cosmetic or private dental practice running paid advertising on Meta or Google is generating leads that require an immediate response to convert. Most practices don't have that response capacity built in - and most don't realise how much revenue that gap is costing them.
This system doesn't replace the practice team - it handles the first 60 seconds that currently nobody is covering, and does so consistently, professionally, and around the clock.
Built By People Who Understand The Problem
"We built it because we had the same problem our clients do - calls going unanswered whilst we were busy doing the work. We installed our own AI phone receptionist and the difference was immediate. More consultations booked, zero missed calls, and not a single lead lost to voicemail."
Philip Beaumont
Founder, Sway Digital & Avai
Want Results Like This?
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