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Scenario walkthrough · Dental practice · not a real business, no results claimed

How can a dental practice reduce missed appointments with reminders?

Send a confirmation when the appointment is booked, a reminder a day before and a short reminder a few hours before, each with an easy way to confirm or reschedule. Fill freed slots from a waitlist.

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By Tune (AS_Tune)

Google Ads & SEO practitioner since 2014

The problem

Front-desk staff call patients the day before when they have time. Some patients are never reached, forget, and the chair sits empty.

Who this is for

Practices that book appointments days or weeks ahead and have patients' mobile numbers with consent.

Not for

Practices whose practice-management software already sends reminders you're happy with.

Step by step

About 2–3 hours, plus a check with your compliance adviser on patient messaging.

  1. 1

    Connect the calendar

    Sync appointments from your booking system or calendar into the CRM.

  2. 2

    Confirm at booking

    Send the date, time, address and how to reschedule.

  3. 3

    Remind twice

    One reminder the day before, one a few hours before. Ask for a reply to confirm.

  4. 4

    Handle reschedules

    Give a booking link and offer the freed slot to a waitlist.

  5. 5

    Protect patient data

    Keep messages free of clinical details. If you store patient data in HighLevel, check its HIPAA add-on and sign a BAA first.

What to measure

Write down these numbers before you start, then compare after a few weeks.

  • No-show rate per week
  • Share of reminders confirmed
  • Slots refilled from the waitlist

Related guides

Our recommendation

HighLevel: our top pick for agencies and local service businesses

Why

  • CRM, two-way SMS, calls, booking, reviews and workflows in one account, so leads don't fall through gaps between tools.
  • Missed-call text-back and speed-to-lead automations are built in, not bolted on.
  • One login for multiple client or location sub-accounts.

Not right for you if

  • You only need email marketing and one simple funnel.
  • Starter at $97/month is more than the problem is worth to you right now.
  • You won't spend a few hours on setup, or pay someone to do it.

Price: Starter $97/month, Unlimited $297/month; 14-day free trial, no card needed to start. Source, checked 27 Oct 2026.

Alternative: If you mainly need funnels, email and courses, start with the Systeme.io free plan (2,000 contacts, no card).

Disclosure: Unircretraites is reader-supported. If you sign up through our links, we may earn a commission at no extra cost to you. It never changes our recommendations, and we say when a tool is not right for you. How we make money

Start HighLevel free trial (14 days) →Create a free Systeme.io account →

About these scenarios

Not yet. The pages under /case-studies are scenario walkthroughs: they show how a setup works for a typical business type, with no invented brand names or results. We will add real case studies only with the business owner's permission.
Because a made-up result would mislead you. A scenario shows the steps, the tools and the decisions, so you can judge whether the setup fits your business.
Yes. Email [email protected]. We publish real cases only with your permission and with numbers you can back up.
The scenarios use HighLevel because it combines CRM, SMS, calls and booking in one account. The same steps work in other tools with more integrations.
Pick two or three numbers before you start, such as response time to new leads, booked appointments and no-show rate, and compare a few weeks before and after.

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