Case Studies

Real Automation Builds. Real Business Results.

We document every build so you can see exactly what we build, how it works, and what it achieves. More case studies are added as new projects complete.

Healthcare / DentalLead ResponseCustomer Support AI

AI Receptionist for a UK Dental Clinic

40%
Reduction in missed after-hours enquiries
< 10s
Average first response time (was 14+ hours)
6 weeks
Time for system to pay for itself
~30%
Fewer routine calls to front desk

🔴 The Problem

A mid-size dental clinic in the UK was receiving 40–60 WhatsApp messages per week from patients — asking about appointments, pricing, procedures, and availability. The front desk could only respond during business hours (9am–5pm, Mon–Fri). Anything that came in evenings or weekends sat unanswered until the next morning.

Analysis of their booking data revealed that roughly 35% of enquiries that went unanswered overnight resulted in the patient booking with another clinic by the next day. At their average treatment value, this was significant revenue lost monthly.

⚡ The Solution

We built a custom AI receptionist powered by OpenAI GPT-4o, connected to the clinic's WhatsApp Business account via Twilio and orchestrated through n8n. The agent was trained on the clinic's full knowledge base — services, pricing, procedures, team, NHS status, and frequently asked questions.

The agent responds to every WhatsApp message within seconds, 24 hours a day. It qualifies patient intent, answers questions, and — for appointment requests — walks the patient through a booking flow that creates the appointment directly in the clinic's Google Calendar.

How We Built It

1

AI-Powered WhatsApp Receptionist

We built a WhatsApp Business AI agent using OpenAI GPT-4o and n8n. The agent handles incoming patient messages, identifies their intent (new appointment, question, rescheduling), and responds with natural, clinic-appropriate language.

2

FAQ & Service Knowledge Base

The agent was trained on the clinic's full service list, pricing, insurance/NHS status, appointment types, and common patient questions. Patients get accurate answers instantly — without calling during business hours.

3

Appointment Booking Flow

Qualified patients are walked through a booking flow directly in WhatsApp. The agent checks available slots via the Google Calendar API and books the appointment — sending a confirmation to the patient and notifying the clinic team.

4

Escalation & Handover Protocol

Anything outside the agent's scope (complex dental queries, insurance edge cases, complaints) triggers an immediate handover — the clinic's WhatsApp is flagged and the full conversation history is passed to the front desk team.

Tech Stack Used

n8n (workflow automation)
OpenAI GPT-4o (AI agent brain)
WhatsApp Business API (via Twilio)
Google Calendar API (booking)
Custom knowledge base (clinic FAQs & services)
Slack (team alert notifications)

✅ Results (Month 1)

✓Missed after-hours enquiries dropped 40%
✓Average first response time: under 10 seconds
✓Front desk routine calls reduced by ~30%
✓System cost recovered in 6 weeks from rescued bookings
✓Patient satisfaction scores improved (faster responses)

Services demonstrated in this build:

More case studies are added as new client projects ship.

Get a Build Like This