28% -> 9%
No-show rate
Recorded across the first six weeks after the reminder workflow launched.
← Back to ProjectsFeatured Case Study // Recorded Outcomes
Automation
SmilePro Dental: AI Clinic System
Online booking, AI-powered reminders, and automated weekly reports replaced manual confirmation calls.
2 hrs/day
Front-desk time returned
Daily manual confirmation calls were replaced by scheduled SMS and email sequences.
Mon 8 AM
Automated reporting
Reservation, cancellation, and retention reporting arrives on a fixed weekly schedule.
Operating Context
Project Brief
A clinic operating problem became a dependable patient-communication system: booking states drive reminders, staff stop repeating confirmation work, and the owner receives a consistent weekly view of performance.
- Role
- System designer and full-stack automation engineer
- Scope
- Online booking, appointment-state reminders, and scheduled performance reporting
- Timeframe
- Six-week measured outcome window
01 // SITUATION & CHALLENGE
The Operational Bottleneck
A dental clinic was losing patients to no-shows, manually calling to confirm appointments, and printing paper reports every week to track reservation trends.
02 // ACTION & ARCHITECTURE
Engineering Strategy & Solution
Built a full clinic automation suite: modern website with online booking, AI-powered SMS/email reminder sequences, and an automated weekly report that compiles reservations, cancellations, and patient retention metrics, delivered every Monday at 8am.
03 // VERIFIED RESULT
Delivered Operational Impact
No-show rate dropped from 28% to 9% in 6 weeks. Front desk freed from 2 hours of daily confirmation calls. Owner receives full analytics reports without touching a spreadsheet.
Architecture
System Flow
- 01
Capture
Online booking creates the appointment record and communication state.
- 02
Orchestrate
The automation engine evaluates timing and booking status before triggering the next action.
- 03
Communicate
Twilio and email sequences deliver confirmations and reminders without manual calls.
- 04
Report
Weekly reservation and retention metrics are compiled and delivered automatically.
Delivery Conditions
Constraints
- Reminders had to follow the actual booking state rather than send generic messages.
- The workflow needed to reduce staff effort without adding another daily dashboard to manage.
- Reporting had to be consistent enough for week-over-week operational comparison.
Judgment
Engineering Decisions
Use appointment state as the source of truth
Messages follow the current booking record, preventing a cancelled or rescheduled appointment from receiving the wrong sequence.
Keep staff outside the automation path
The system performs routine confirmation work in the background so the front desk handles exceptions, not every appointment.
Deliver reports on a fixed cadence
A Monday morning summary makes performance visible without asking the owner to assemble or open a spreadsheet.
Supporting System Visuals
More on IG →
Technologies & Protocols Used
Next.jsAutomationTwilioAI AutomationGoogle SheetsResend API
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