Dental practice, Occitanie
A dental practice whose patients book on Doctolib. Reminder texts already go out, but missed appointments remain, and the front desk spends its evenings calling back. We added a voice, a click, and a dashboard where the team only sees exceptions. The practice is not named, at its request.
A missed appointment is a lost slot nobody could fill, because you learn about it the same morning. The front desk calls back by hand, hits voicemails, and has no overview of who confirmed. Doctolib has no open interface: we had to work with what comes out of the calendar.
Every practice, salon or garage lives the same problem: the missed appointment is discovered too late to be replaced. Texts already exist and are not enough, because a text does not wait for an answer. A voice asking the question, then a button to click, get the answer the day before. And the dashboard changes the front desk's job: it no longer calls everyone, it handles what falls outside the frame. It is the easiest case to carry from one business to another.
- Dental practices, physios, osteopaths, speech therapists
- Hair salons and beauty institutes, garages, vehicle inspection
- Any trade where an empty slot costs money
How it works
Two channels, one dashboard, the front desk on exceptions- 📅01Tomorrow's appointments
Read from the synced calendar or the Doctolib export at 4:30 pm.
- 📞02The voice agent calls
Confirms, notes a cancellation or a reschedule. Voicemail: message, then WhatsApp with three buttons.
- 🗂️03The dashboard fills in
Confirmed, no answer, cancellation requested, human action. Summary at 8 am.
- 👩💼04The front desk decides
Validate, cancel, reschedule. The patient is notified. The freed slot goes back in play.
- Reach every patient the day before, by voice, not only by text
- A one click answer for those who do not pick up
- Free up slots the evening before, not the same morning
- A dashboard: confirmed, no answer, cancellation, to handle
- The front desk only deals with cases that need it
- No medical data stored, never the reason for the visit
An appointment's journey
- 4:30 pm: tomorrow's appointments arrive from the synced calendar or the export
- 5 pm: the voice agent calls, confirms, notes a cancellation or a wish to reschedule
- Voicemail: short message, then WhatsApp with three buttons, I confirm, I must cancel, reschedule
- 6:30 pm: second attempt if still nothing
- 8 am next day: summary to the team, confirmed, unreachable, pending actions
The front desk dashboard
- Five views: tomorrow, to handle, unreachable, confirmed, history
- Three buttons on each record: validate, cancel, reschedule, the patient is notified
- A patient's free text comes in as an alert, the answer stays human
- Missing phone number: the record goes to human action, nothing is lost
The framework
- Minimised data: first name, time, practitioner. Never the reason
- Voice agent with no recording retention
- A complement to Doctolib, not a replacement: the practice keeps its tools
- Same mechanics for a physio, an osteopath, a salon, a garage
The example calculation is an assumption to replace with your figures: missed appointments per week and average procedure value.
Retell voice agent · WhatsApp Business · n8n · dashboard · Doctolib (synced calendar)