22% no-show rate — the highest in a regional study group. Front desk spent hours on manual reminder calls that patients ignored.
What Was Built
Rebuilt the appointment reminder workflow with a 3-touch automated sequence (text at 72h, call at 24h, text at 2h) with smart escalation logic for chronically absent patients.
$4,200/month Google Ads budget delivering fewer than 6 new patients per month. Zero call tracking. No follow-up on leads who didn't book on first contact.
What Was Built
AI-assisted Google Ads with dental-specific copy, CallRail integration for call attribution, and 3-touch nurture sequences for leads who didn't convert immediately.
+34 new patients per month within 90 days
$52K incremental annual revenue · no ad spend increase
90 minutes per provider per day lost to manual intake: paper forms, phone-based insurance verification, manual data entry into Dentrix.
What Was Built
NexHealth digital intake integrated directly to Dentrix, automated insurance pre-verification, and a front-desk reconciliation dashboard for flagged mismatches.
340 patients not scheduled in 18+ months. No capacity to work the list manually. Revenue sitting dormant in an existing patient base.
What Was Built
3-touch automated reactivation sequence (personalized email, text, final email with incentive hook), Eaglesoft export + segmentation by lapse duration, NexHealth integration for online booking.
3.6-star Google rating despite excellent patient outcomes. Practice was invisible in local search results — parents weren't finding them.
What Was Built
Birdeye automated review requests via text post-appointment, smart timing logic to catch patients when experience is fresh, and a response template library for both positive and negative reviews.
3.6 → 4.8 stars · 47 new reviews in 60 days
$18K/year estimated new patients from search visibility
Paper forms. 6+ hours per week of manual data entry into Eaglesoft. Staff spending evenings catching up on form reconciliation after busy days.
What Was Built
NexHealth digital forms with direct field mapping to Eaglesoft — no manual re-entry. Automated reconciliation workflow flags mismatches for quick human review.
6 hours/week of manual data entry eliminated
$14K/year staff time freed + data error elimination
Manual dispatch from a whiteboard. Routing based on gut feel — not geography or technician certification. Wasted drive time between jobs every day.
What Was Built
ServiceTitan dispatch with geo-clustering rules, technician certification matching for specialized jobs, auto-assignment logic, and a real-time utilization dashboard for the dispatcher.
31% lead-to-booked conversion. Inconsistent manual follow-up — some leads got one call, some got three, most got nothing after 48 hours.
What Was Built
5-touch automated lead sequence in HubSpot with triggers for missed calls and web form submissions, ServiceTitan integration to auto-close won deals, CallRail attribution tracking across channels.
Seasonal review spikes were hurting Google local pack ranking during spring and fall peaks — exactly when new customers were searching.
What Was Built
Automated post-job review requests via text through Housecall Pro with a 2-hour delay after job completion. Negative feedback redirect form to catch issues before they hit Google.
$380K ARR maintenance program with 28% annual churn. Renewals were entirely manual — inconsistent timing, no pricing strategy, no winback sequences for churned contracts.
What Was Built
ServiceTitan-based renewal automation with 90/60/30-day outreach sequences, renewal pricing logic tied to equipment age and service history, HubSpot CSM assignment for high-value accounts.
Flat pricing year-round — leaving margin on the table in peak season while racing competitors to unsustainable discounts in the slow months.
What Was Built
Seasonal pricing model in ServiceTitan with demand-tier rules, utilization thresholds that trigger rate adjustments, and automated competitor price monitoring (±8% of market rate).
$43K in accounts receivable over 60 days. Manual invoice follow-up by one office manager. Technicians not collecting on-site — every unpaid invoice aged an extra 2–3 weeks.
What Was Built
Stripe + ServiceTitan integration for automatic invoice delivery, 4-touch AR sequence with escalation rules for balances over $1K, and a field collection workflow for technicians to collect on-site.
38% consultation-to-retained conversion. Ad-hoc intake process. Leads went cold over weekends when no one was staffing the phone.
What Was Built
AI-powered intake chatbot running 24/7 for qualification and booking, automated no-show follow-up sequences, and a Clio workflow that delivers the engagement letter within 2 hours of signing.
Associates spending 3–4 hours on standard contract review — unbillable time that was costing the firm in both capacity and client turnaround speed.
What Was Built
GPT-4 powered contract review tool trained on the firm's preferences and standard red-flags. Produces structured summaries with risk scores so attorneys review outputs, not documents.
15–20% of billable time lost to tracking gaps. Attorneys logging time at end-of-day from memory — missing calls, emails, and short research tasks that add up.
What Was Built
Automatic time capture in Clio through activity monitoring, email parsing, and call logging. A daily reconciliation workflow surfaces unlogged activity for attorney confirmation before midnight.
Constant inbound status update calls from clients pulling attorneys away from billable work. No system for proactive matter updates — clients had to call to find out anything.
What Was Built
Automated matter status updates triggered by Clio workflow milestones, plus a client portal onboarding sequence so clients know exactly where to find status without calling.
95% of inbound status calls eliminated · NPS +22
$18K/year in recovered billable time · 3.5 hrs/week freed
90 minutes per engagement letter, retainer, and disclosure package — documents that only vary by client name, matter type, and a few key facts. Repeated 10+ times per month.
What Was Built
Document automation system using PracticePanther custom fields, Zapier, and DocuSign. A 2-minute intake form generates the full document package ready for review and e-signature.
$31K in outstanding invoices. 67-day average AR. Monthly billing cycle with manual follow-up — after two emails, the process stopped and balances just aged.
What Was Built
Weekly invoicing in Clio, automated payment reminders via LawPay at 7/14/30/45 days, hard-stop escalation protocol at 60 days, and payment plan templates for clients needing flexibility.