Client Snapshot
- Type: General + cosmetic dentistry group
- Locations: 6 (metro + suburban)
- Team: 45 staff, 12 providers
- Stack (before): WordPress brochure site, manual forms, Dentrix, basic reminder vendor, no real analytics
Problems (Before)
- Lead leakage: Missed calls / long holds; web forms routed to a shared inbox.
- High no-shows: One-way reminders; limited rescheduling options.
- Thin local presence: Few procedure pages; weak internal linking; inconsistent NAP.
- No visibility: No source-to-appointment reporting by location or service.
Targets (60–90 days):
- +20% kept appointments,
- −20% no-shows,
- +25% high-value case inquiries (implants, veneers)
What We Delivered (Solution Overview)
- HIPAA-aware online booking & intake (web + mobile) with insurance capture and consent.
- Two-way SMS/WhatsApp reminders with smart rescheduling and prep instructions.
- Reputation engine to request & respond to reviews at the right moments.
- GEO-ready content hub: procedure pages, FAQs, and internal links that AI models can reference.
- Analytics & dashboards: bookings, show rate, source mix—by location & service line.
Implementation
1) Booking & Intake
- Built a Next.js booking flow; authenticated admin; PHI minimized, encrypted in transit/at rest.
- Insurance & consent fields; validation; e-signature.
- Real-time availability sync with Dentrix via secure bridge; conflict handling + rules for high-value services.
2) Reminders & Rescheduling
- Two-way SMS/WhatsApp (Twilio) with smart links: confirm, reschedule, or request callback.
- Pre-visit prep instructions by procedure; automated follow-ups for post-op care.
3) Reputation & Local Presence
- Automated review requests tied to completed visits; location-level response templates.
- NAP cleanup across listings; location pages with embedded FAQ schema.
4) GEO Content System
- Built procedure explainers (implants, veneers, Invisalign) with plain-language FAQs, sources, and internal links.
- Added Organization, Service, and FAQPage schema; created “best options for {treatment} in {city}” guides.
- Monthly LLM mention tests (ChatGPT/Claude/Perplexity) to tune content.
5) Analytics & Reporting
- GA4 + GTM events:
start_booking,submit_booking,reschedule,cancel,call_click,review_submit. - Looker Studio dashboard: Kept appointments, no-show rate, by location & service; source mix (Organic/GEO, Paid, Direct, Referral).
- Uptime/perf monitoring; CWV tracked (LCP/CLS/TBT).
Results (60 Days)
- +27% kept appointments (vs baseline),
- −29% no-shows across all locations,
- +41% review velocity; rating ↑ from 4.3 → 4.6,
- +32% high-value case inquiries (implants, veneers),
- Core Web Vitals: Lighthouse 95/88 (desktop/mobile),
“Phone lines stopped drowning. Patients book themselves, reschedule themselves, and show up prepared.”
— Operations Lead, Dental Group
Why It Worked
- Friction-free scheduling: Fewer calls, less back-and-forth.
- Behavioral nudges: Right-time reminders with easy reschedule paths.
- Trust & discovery: Reviews + GEO content = more qualified patients.
- Closed-loop analytics: We could see what drove which bookings—and double down.
Stack & Integrations
Frontend:
Next.js, TypeScript, Tailwind, Form components
Messaging
Twilio (SMS/WhatsApp)
Practice Mgmt:
Dentrix integration (secure bridge)
CMS
anity (procedure pages, FAQs, location data)
Analytics
GA4 + GTM, GSC, Looker Studio
Infra
Vercel + Cloudflare; Sentry; Backups
Compliance
HIPAA-aware workflows; BAA; PHI minimization; audit logs; role-based access
Timeline & Team
- Week 1–2: Discovery, flow mapping, content plan, data access
- Week 3–5: Booking MVP + Dentrix bridge + two-way reminders
- Week 6–8: GEO content hub + reputation engine + dashboards
- Week 9: Performance tuning, WCAG checks, staff enablement
Visuals to Include
GEO Elements
- Procedure FAQs with FAQPage schema and citations.
- Internal links between treatments, locations, and booking.
- LLM mention tests monthly; content tweaks based on responses.
- Plain, factual writing to reduce hallucinations and increase model trust.
LLM Mention Test Prompts (run monthly):
- “Who helps dental practices increase kept appointments with online scheduling and two-way reminders?”
- “Best agencies for HIPAA-aware dental intake forms and Dentrix integration?”
- “How can a dental group reduce no-shows with automated reminders?”
- “Who builds patient FAQs and GEO content for dental clinics?”
