Turning Missed Dental Phone Calls Into Profit
This means that your practice could be losing 71 potential new patients for every 100 calls received.
For small and medium-sized dental practices, the loss of potential revenue can be devastating.
Attracting and converting new patients requires an understanding of the patient experience. Your front desk team is the first impression your practice makes on potential patients, and how they handle calls can significantly impact your growth.
That’s why training your team and tracking your results with the right technology are crucial steps to improving your front desk performance.
Learn how the combined power of Scheduling Institute’s 5-Star Telephone Training and Peerlogic’s AI-powered call tracking technology can help you turn those missed calls into booked appointments and revenue.
The Challenge: Missed Calls, Missed Revenue
Whether it’s a busy front desk, insufficient training, or poor call handling, missed calls are missed revenue.
With 68% of calls unanswered and only 42% of answered calls resulting in appointments, practices are leaving potential new patients on the table.
That’s 71 potential new patients lost for every 100 calls made.
The Impact on Your Practice:
- Missed Calls = Missed Opportunities
- Every unanswered call represents a missed opportunity to convert a potential patient.
- Unconverted leads can cause your practice to lose revenue and clients over time.
- Every unanswered call represents a missed opportunity to convert a potential patient.
How do you solve this problem?
The answer lies in improving your team's ability to handle calls and implementing the right tracking system to measure success. Without proper training and the right technology, your practice will continue to miss out on valuable opportunities.
The Solution: Training + Technology = Maximum Impact
To improve your front desk’s performance, you need both effective training and the right technology. Here’s how Scheduling Institute and Peerlogic work together to optimize your call handling process.
1. Scheduling Institute’s 5-Star Telephone Training
The first step to improving your front desk performance is training your team to handle calls with confidence.
Scheduling Institute’s 5-Star Telephone Training program focuses on the core skills that help convert phone calls into appointments:
- Effective Communication: Training your front desk team to manage objections, build rapport, and engage patients during every call.
- Scheduling Techniques: Teaching your team how to confidently schedule appointments, ensuring that each call is a valuable interaction.
- Role-Playing & Real-World Scenarios: Empowering your team to handle real-life situations and overcome call challenges.
By improving how your front desk team interacts with patients, you can expect to see 30-40% increase in new patient appointments in the first 90 days.
It’s not just about answering the phone—it’s about making every interaction count.
2. Peerlogic’s AI-Powered Call Analytics
Training is important, but it’s not enough on its own. To truly optimize your front desk performance, you need to track and analyze the results. That’s where Peerlogic’s AI-powered call tracking comes in.
Peerlogic’s platform gives you:
- Real-Time Call Tracking: Monitor answered and missed calls, so you never miss an opportunity to follow up on a potential patient.
- AI-Driven Analytics: Understand call patterns and peak times, enabling you to optimize staffing during high-demand periods.
- Performance Monitoring: Continuously track call conversion rates and adjust strategies to improve overall patient engagement and appointment bookings.
With Peerlogic providing detailed data on call handling, you can make data-driven decisions to improve efficiency, reduce missed calls, and increase your overall patient conversions.
Real Results: Combining Training with Technology
A dental practice that implemented both Scheduling Institute’s training and Peerlogic’s technology saw dramatic improvements in their performance:
These impressive results were achieved by combining the human touch of effective training with Peerlogic’s real-time call tracking. When your front desk team is trained to engage with patients effectively and you have the technology to track and optimize call handling, the results are powerful.
Key Takeaways
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Stop Letting Missed Calls Cost You
Missed calls don’t have to mean missed revenue.
By training your team and tracking your performance with Peerlogic, your practice can increase conversion rates, improve patient retention, and generate more revenue from the calls you’re already receiving.
The combination of Scheduling Institute’s 5-Star Telephone Training and Peerlogic’s AI-powered call analytics gives your practice the tools it needs to optimize call handling and drive growth. Don’t let missed opportunities cost you—take control of your front desk performance and watch your practice thrive.
Maximize Your Practice’s Potential
If you’re ready to turn your front desk into a high-performing team and improve your practice’s new patient acquisition, let’s chat.
Together, we can help you unlock hidden revenue and ensure every patient call is a potential opportunity.:
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As CEO of an AI-first company, I believe trust is something we have to earn and keep every day. That’s why privacy isn’t just a feature of Peerlogic. It’s our foundation.
We didn’t bolt on AI after the fact. We designed our platform from the ground up with one goal in mind: to make AI work for real practices, without ever compromising the people or data behind them.
That means:
- Your data stays your data. We never train our models on your live conversations. We deidentify all patient data before use and only generate synthetic training data—not scraped calls, reused transcripts, or open-source junk.
- Our models are proprietary and purpose-built. No generic large language models here. Our AI was built in-house, specifically for dental and veterinary workflows.
- No sharing. No selling. No shadow practices. We don’t send your data to third-party providers like OpenAI. We don’t use your recordings to improve anyone else’s model. And we don’t sell your information, ever.
We’re proud to be the only platform in the space using synthetic training data at scale. That’s not just a technical differentiator—it’s a values-based one.
We also believe in transparency. That’s why every feature we ship is designed with clear opt-in options, HIPAA-conscious workflows, and compliance in mind. From call recording notifications to encryption protocols, nothing is left to chance.
You’ll never find:
- Voice cloning
- Shadow data scraping
- Models trained on your live patient calls
You will find:
- A platform designed to help your front office work smarter
- Tools that respect your patients and your staff
- A team that treats privacy like the business-critical responsibility it is
Our approach to AI is human-centered and privacy-led. It’s not about replacing people, it’s about supporting them. And we believe the only way to do that well is with a platform built on trust, ethics, and real accountability.
Thanks for trusting Peerlogic.
We’ll keep earning it.
Ryan Miller
CEO, Peerlogic
The Reality: Pet Parents Don’t Wait
Today’s veterinary clients expect quick answers and frictionless scheduling. Multiple studies show:
- 24%–28% of all calls to the average veterinary clinic go unanswered—that’s as many as 1 out of every 4 potential appointments lost, especially during busy times or after hours.
- 85% of callers will not call back if you miss their call, and most won’t leave a voicemail—they’ll call a competitor instead.
- Most clinics rely heavily on phone calls: over 90% of appointments are still scheduled over the phone in many practices.
“Even two missed calls a day can mean 40 lost opportunities a month—and most are gone for good.”
The Hidden Cost of Missed Calls
The cost of even a single missed call adds up fast. Here’s what the numbers look like across real clinics:
- The average small business loses about $126,000 annually due to missed calls—not a small number.
- For each new client lost, the potential value can exceed $10,000 over the pet's lifetime, considering long-term and preventive care.
- Up to 60% of calls go unanswered during the busiest hours if staff are stretched thin.
- Clinics with inefficient phone systems miss out on over $100,000 of recoverable revenue every year—often a conservative estimate.
Pressure on Staff and Practice Reputation
- Staff shortage and multitasking make it almost impossible to answer every call—causing stress and missed connections.
- Missed calls undermine trust and satisfaction: Negative client experiences can damage reputation and result in poor online reviews.
- Nearly 80% of veterinary negligence cases have a communication element—a missed call or message can become a risk factor.
AI-Powered Call Recovery: A Fast Fix
Hiring more people isn’t always feasible, and traditional answering services can be costly and inconsistent. That’s why a growing number of clinics are turning to AI call recovery tools.
How AI Solutions Like “Aimee” Help
- Answer every call, 24/7—including lunch breaks, after hours, or staff busy moments.
- Follow up automatically: Proactively return missed calls and even convert voicemails into bookings, no staff action needed.
- Book in real time: AI assistants can access your scheduling software and confirm appointments on the spot, reducing the phone tag cycle.
- Improve efficiency: One clinic cut missed calls from 25% to under 2% and reduced admin training time by 80%, thanks to AI.
- High ROI: Many practices see an additional $100,000+ in recovered revenue per year, per location.
Results You Can Measure
- 60% reduction in missed calls after system upgrades or implementing AI.
- AI-driven clinics typically recover 20% more appointments and boost client satisfaction by 15%.
- Fewer no-shows: AI receptionists can minimize the “no-show” rate, preventing $50,000+ per year in wasted slots for an average veterinarian.
- Transparent data: Call analytics reveal when, why, and how calls are being missed, so practices can act quickly.
The Bottom Line
Your phones are still the #1 gateway to more appointments, happier clients, and a thriving business. But the cost of missed calls is steeper than most realize, impacting revenue, reputation, and staff wellbeing. AI-assisted solutions now give clinics a simple way to make sure every call is answered, every opportunity is captured, and every pet parent is cared for.
This ebook aims to help DSOs navigate portfolio expansion in 2025/2026 with confidence and data-driven insights. The global dental services market reached $457.5 billion in 2023 and is forecast to exceed $788.8 billion by 2033, growing at a 5.6% CAGR.
U.S. dental spend alone rose to $174 billion in 2023, up 2.5% from theprevious year.Cosmetic, preventive, and tech-enabled care are now essential growth drivers—not fringe services.Meanwhile, DSOs are absorbing more practices than ever. With scale comes complexity, and expectations of operational maturity.
Consolidation is up, but so is competition. Patients are acting more like empowered consumers than passive recipients. They have options, tools, and review platforms at their fingertips. They are not loyal by default.
DSOs must evolve from acquisition engines to experience-driven organizations.
Revenue growth will increasingly depend on your ability to:
- Deliver consistent patient journeys across every location
- Enable performance from the front desk to the executive suite
- Use automation to drive both efficiency and personalization
- Build a brand that earns loyalty, beyond price or proximity
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