Fresh Dental Achieves 7x ROI and Captures 143 Appointments in 30-Day Pilot

From 60% Missed Calls to Operational Excellence

When Regional Manager Brittany W. saw one practice's missed call rate drop from over 60% to 30% in just one month, she knew Guardian Dentistry Partners had found their solution for their partner Fresh Dental Group. "The only regret I have is not doing it sooner!" she reflects on the pilot that transformed how Fresh Dental’s seven dental practices manage patient communication.

For Dr. Amit Ganglani at Fresh Dental NC, one of Guardian's pilot practices, the transformation was personal: "I have peace of mind knowing that my patients are being acknowledged and their concerns addressed. It allows me to control some of the key variables that affect patient flow."

Client Profile

Guardian Dentistry Partners operates 170 dental practices with ambitious growth plans, currently transitioning to the Denticon practice management system. Seven pilot locations tested Resonate AI to address a critical challenge: capturing missed patient opportunities while streamlining operational workflows across multiple practices.

The Challenge

Guardian faced challenges typical of scaling dental organizations:

Overwhelming Missed Call Rates: Some practices were missing over 60% of incoming calls, representing hundreds of lost patient opportunities monthly.

Fragmented Systems: Multiple communication tools and workflows created inefficiencies and delayed response times.

Limited Visibility: Leadership lacked real-time insights into missed opportunities and staff follow-up effectiveness.

Scaling Constraints: With 170 practices to manage, Guardian needed a solution that could deploy efficiently without disrupting operations.

Staff Pressure: As Dr. Ganglani describes: "Due to staff turnover or increased call volume, we were missing opportunities to grow. My reception team was torn between the patient physically in front of them and the ringing phone."

The Solution

Guardian implemented Resonate AI across seven pilot practices with:

• Instant Text Response: AI automatically engages missed callers within seconds
• Intelligent Scheduling: Custom workflows for emergency vs. routine appointments
• Real-Time Dashboard: Complete visibility into all patient interactions
• Email Integration: Daily summaries replacing voicemail marathons
• Scalable Deployment: Standardized process ready for 170-location rollout

Remarkable Results in 30 Days

143 Total Appointments Captured

• 88 appointments booked directly by AI
• 55 appointments from AI-escalated leads
• 63 new patients added to practice schedules

7x Return on Investment

• Monthly investment: $2,450 (7 locations)
• Projected monthly revenue: $17,640
• Annualized impact: $211,680
• Conservative calculation excludes existing patient revenue and operational savings

Operational Transformation

• 60% → 30% missed call rate at highest-volume location
• 40.7% engagement rate with missed callers
• 1,766 missed calls handled automatically
• 719 patient conversations managed by AI

Service Mix Insights

• 35% Professional cleanings
• 26% Emergency dental services
• 11% Tooth extractions
• Perfect alignment with practice capacity

What the Leadership Says

On Operational Impact:

"Resonate helped us streamline and consolidate the systems that we use, in turn helping our response time and overall patient experience." — Brittany W., Regional Manager

"Resonate has helped reduce leakage. By leakage I mean missed opportunities due to being short staffed and managing high call volumes. I have the peace of mind knowing that my patients are being acknowledged and their concerns addressed." — Dr. Amit Ganglani, DDS, FRESH Dental NC

On Measurable Results:

"I have seen a huge difference in the amount of missed calls. Our missed call rate at one office went from over 60% to 30% in the matter of a month." — Brittany W., Regional Manager

"The drop in missed calls and the increase in patient conversion - those are the numbers that get my team's attention." — Dr. Amit Ganglani, DDS

On Real-World Success:

"Witnessing holes in the schedule get filled and freeing up time for my reception team to speak to the patient physically in front of them - that's when I knew this was working." — Dr. Amit Ganglani, DDS

Week-by-Week Consistency

The pilot demonstrated remarkable consistency:

• Week 1: 36 appointments
• Week 2: 39 appointments
• Week 3: 30 appointments
• Week 4: 32 appointments
• Week 5: 31 appointments
• Week 6: 26 appointments

This steady performance proved the solution's reliability across different practice volumes and patient demographics.

Implementation Excellence

Week 0: Seamless onboarding with Weave phone system integration

Week 2: Scheduling workflow perfected - no changes needed thereafter

Ongoing:

• 80% of issues resolved same-day by technical account manager
• 11 product features added based on Guardian feedback
• Weekly performance reports to regional and executive leadership

"Resonate is super responsive and helpful. They are open to feedback," notes Brittany W., highlighting the partnership approach that made implementation smooth across all seven locations.

Data-Driven Insights

The pilot revealed critical operational intelligence:

Peak Demand Patterns: 71% of missed calls occur during business hours - validating the need for AI support during peak times, not just after hours

Scheduling Bottlenecks: 73% of escalations due to complex treatments and scheduling constraints - identifying opportunities to expand AI booking capabilities

Patient Priorities: Emergency services comprise 26% of requests - enabling better capacity planning for same-day appointments

Enhanced Visibility: "It has allowed me to understand what my patients are looking for when booking," notes Dr. Ganglani. "I can set openings and watch them get filled. The dashboard has made it easier for my team to monitor calls."

The Phased Rollout Plan

Based on pilot success, Guardian developed an aggressive expansion strategy:

• Phase 1-2: 3-6 practices per week
• Efficiency Gains: Leveraging Denticon migration for faster deployments
• Target: 100+ practices live by year-end
• Goal: All 170 locations operational by April 2026

Key Takeaways

For Multi-Practice DSOs: Standardized implementation across seven diverse practices proves scalability, with consistent ROI regardless of practice size or patient mix.

For Operations Leaders: Beyond revenue capture, Resonate AI provides unprecedented visibility into missed opportunities, enabling data-driven staffing and scheduling decisions.

For Financial Performance: 7x ROI using conservative calculations makes the investment case clear - the solution pays for itself with just 2 new patients per location monthly.

For Change Management: Staff universally praised the system, with regional managers reporting reduced stress and improved team morale alongside operational gains.

For Competitive Advantage: Cutting missed call rates in half means Guardian captures patients that competitors lose to voicemail, driving market share growth.

Looking Ahead

With pilot objectives exceeded across all metrics - patient capture, operational efficiency, and user experience - Guardian is accelerating their rollout. The organization projects $5.14 million in annualized revenue capture across all 170 locations.

As Brittany W. advises colleagues considering AI: "I would tell them to definitely try it - it's a huge help and extremely responsive."

Dr. Ganglani's endorsement is even more direct: "Without a doubt! It will help them get rid of that background feeling of missing opportunities."

The pilot's success transforms Guardian's initial question from "Will AI work?" to "How fast can we deploy it everywhere?"

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Ready to achieve similar results across your dental organization? Learn how Resonate AI can transform your patient communication and deliver measurable ROI from day one.