Representative sample · figures illustrative · identifying details anonymized
AI Opportunity Assessment — Sample Report

Here's exactly where a dental practice like yours is leaving money on the table.

A representative example of what we hand every business after a free audit  ·  General dental practice  ·  ~8 employees

$3,500
Est. Monthly Savings
$42,000
Year-One Impact
7
Issues Identified
3
High-Impact Fixes
4–5 Weeks
To Go Live

1 Executive Summary

What we found and why it matters.

This practice is running almost entirely on manual processes that are costing an estimated $4,800 per month in preventable staff overhead, missed appointments, and unconverted new-patient inquiries. The three highest-impact issues — manual insurance verification consuming ~2.5 hours of front-desk time daily, a no-show rate of 10–15% with no automated reminder system, and zero follow-up on 10–15 weekly new-patient inquiries — together account for over $4,200 in monthly preventable losses. With a targeted AI system build over 4–5 weeks, the practice can recover an estimated $3,500 per month on a conservative basis while freeing the front desk to focus on the patients in the office instead of the phones on their desk.

2 Problems & Money Leaks Found

Ranked by business impact. These are the gaps costing time and revenue right now.

Manual Insurance Verification
HIGH
The front-desk lead spends 2–2.5 hours every day on hold with insurance companies, manually verifying patient coverage one call at a time. This is the single most automatable task in the operation and represents the most straightforward time-to-dollar conversion in the entire practice.
Estimated impact: ~$990/mo (2.5 hrs/day × $18/hr × 22 days)
No-Show Rate — No Reminder System
HIGH
At 1–2 no-shows per day across ~20 daily appointment slots, the practice is running a 5–10% no-show rate with no automated mitigation. Reminder calls happen inconsistently and exclusively via phone — a channel most patients no longer answer. Industry data shows multi-channel automated reminders reduce no-show rates by 40–60%.
Estimated impact: $1,650–$3,300/mo in lost chair time
Zero Follow-Up on New Patient Inquiries
HIGH
10–15 new-patient inquiries arrive each week with no structured follow-up process. These leads simply fall off with no response sequence. At an average new-patient value of $200–$300 for an initial visit and ongoing relationship, converting even 2 more inquiries per week represents meaningful compounding revenue.
Estimated impact: ~$1,600/mo in unconverted new-patient revenue
Paper Intake Forms — Manual Entry
MEDIUM
New patients complete paper forms in the waiting room. A front-desk team member then spends 1.5–2 hours every morning entering the previous day's forms into the practice-management software manually. Digital intake forms sent before the appointment eliminate this entirely and improve the patient experience simultaneously.
Estimated impact: ~$540/mo in staff time (1.75 hrs/day × $18/hr)
No Automated Google Review Generation
MEDIUM
The practice has a fraction of the Google reviews of nearby competitors. Reviews are the primary driver of new-patient search discovery. A post-appointment SMS review request — sent automatically 2 hours after each completed visit — can generate 10–15 new reviews per month with zero staff involvement.
Estimated impact: New-patient acquisition risk — compounding monthly
Manual End-of-Day Reporting
MEDIUM
An admin staffer spends 3–4 hours per week manually pulling data from the practice-management software and building a weekly summary spreadsheet that the owner reviews intermittently. An automated daily report delivered directly to the owner's phone each morning — pulling live data — would be more timely, more accurate, and cost nothing to produce.
Estimated impact: ~$260/mo (3.5 hrs/week × $18/hr)
Aging Unrecovered Insurance Claims
MEDIUM
The billing coordinator estimates $15,000–$20,000 in insurance claims more than 60 days old with no automated follow-up process. An automated claims-aging system that flags, sequences, and escalates follow-up on outstanding claims can recover a meaningful portion of this as a one-time gain plus reduce future aging balance.
Estimated impact: $4,500–$6,000 one-time recovery potential

3 Recommended AI Solutions

One solution for each problem. Built, implemented, and maintained by us.

Automated Insurance Verification
~$990/mo saved
An automation layer connects to an insurance verification API. Every appointment booked triggers an automatic verification request 48 hours in advance. Results are written directly back to the patient record. The front desk's 2.5 hours per day becomes a 5-minute exception review.
Make.com Verification API Practice Mgmt
Timeline: Phase 2 — Week 3
Multi-Channel Appointment Reminders
$1,650–$2,000/mo recovered
Automated SMS and email reminders at 1 week, 3 days, 1 day, and 2 hours before each appointment. Patients reply CONFIRM, CANCEL, or RESCHEDULE — the system handles each response automatically, filling cancelled slots from a waitlist if available. No staff involvement until a human decision is required.
Make.com Twilio SMS Email Practice Mgmt
Timeline: Phase 1 — Week 1
New Patient Inquiry Response & Booking
~$1,600/mo recovered
Every new inquiry — web form, email, or Google — triggers an immediate, personalized response within 60 seconds. An AI assistant qualifies the patient, answers FAQs about insurance and services, and sends a direct booking link. A 7-day follow-up sequence runs automatically if they don't book immediately.
Make.com Claude API Calendly Twilio SMS
Timeline: Phase 1 — Week 2
Digital Intake Form & Auto-Sync
~$540/mo saved
New patients receive a digital intake form link via SMS and email 24 hours before their appointment. Completed forms sync directly into the practice-management software. The morning data-entry workflow is eliminated, and patients arrive with their information already in the system — reducing chair-side time as well.
Typeform Make.com Practice Mgmt
Timeline: Phase 2 — Week 4
Post-Appointment Review Requests
10–15 new reviews/month
Two hours after each completed appointment, the patient receives a personalized SMS thank-you with a direct link to the Google review page. Response rates for timely, post-visit SMS review requests run 15–25% in dental. At typical patient volume, this targets 10+ new reviews per month — compounding over time.
Make.com Twilio SMS Google Business
Timeline: Phase 3 — Month 2
Automated Daily Performance Report
~$260/mo saved + daily visibility
Each morning at 7am, a concise performance summary is automatically delivered to the owner's phone — yesterday's appointments, no-show rate, new-patient bookings, outstanding claims, and collections. Pulled live from the practice-management software. The weekly manual report is replaced by something better, daily, automatically.
Make.com Google Sheets Claude API Twilio SMS
Timeline: Phase 2 — Week 4
Aging Claims Follow-Up Automation
$4,500–$6,000 one-time recovery
Claims exceeding 30 days with no response trigger an automated follow-up email sequence to the relevant insurance company. Claims reaching 60 days are escalated with a formal resubmission. A live dashboard tracks all outstanding claims by age and status — targeting recovery of the current aging balance and preventing future accumulation.
Make.com Email Airtable Claude API
Timeline: Phase 3 — Month 2

4 Phased Implementation Plan

Sequenced to put a quick win in front of the team in Week 1 and core infrastructure live by Week 4.

1
Week 1–2
Stop the Revenue Leaks First
The appointment reminder system goes live in Week 1 — SMS and email reminders firing automatically for all upcoming appointments. The team sees the no-show impact within the first two weeks. In Week 2, the new-patient inquiry response system launches: every inquiry gets a 60-second response and booking link around the clock.
Reminders live for all appointments + first automated inquiry response sent by end of Week 2
2
Week 3–4
Eliminate the Manual Workload
Insurance verification automation deploys in Week 3 — front-desk phone-hold time drops by 80% or more. Digital intake forms go live simultaneously: new patients complete forms before they arrive, and data syncs directly to the practice-management software. Week 4 brings the automated daily report to the owner and eliminates the manual spreadsheet entirely.
Verification time cut by 80% + paper forms eliminated + daily report live by end of Week 4
3
Month 2+
Close Every Remaining Gap
The post-appointment Google review system launches — targeting 10+ new reviews per month to close the gap with competitors. The aging claims follow-up automation deploys and begins working through the outstanding balance. A full ROI dashboard goes live showing every metric the system is moving in real time.
Review velocity at 10+/month + claims recovery underway + full ROI dashboard live

5 ROI Projection

Conservative estimates. All figures traceable to actual operations and verified dental industry benchmarks.

Current Monthly Waste
$4,800
in staff overhead, no-shows & missed revenue
→
Projected Monthly Savings
$3,500
recurring, after full implementation
5–6 Weeks
Payback Period
$37,500
Year-One Net Impact
Additional one-time recovery: The aging claims automation targets $4,500–$6,000 in recovery from the current outstanding balance. This is separate from ongoing monthly savings and is not included in the figures above.

6 Investment Options

Three ways to engage. Same system, same results — pick the structure that works for you.

Option A — Fixed Fee
Option B — Performance Deal
Option C — Hybrid
$4,500 one-time
A fixed fee for the complete system build — all 7 automations including the practice-management integration. You know the number upfront. You own everything on day one.
  • All 7 automations designed, built, tested, and delivered
  • Full practice-management integration across all applicable workflows
  • Complete onboarding — your whole team trained before we leave
  • Full documentation — the system is never a black box
  • 30-day post-launch support included
Best for: owners who want a fixed, known cost and full ownership from day one.

+ Optional Monthly Subscription — Growth Tier

$1,200/month
System monitoring, monthly ROI performance report, new automations as needs evolve, monthly optimization call, priority support.
20% of verified monthly savings
No upfront cost. We build everything at our expense and earn only when your savings are verified. Your worst-case monthly exposure is capped and agreed before we start.
  • Zero upfront investment — we absorb the full $4,500 build cost
  • Monthly fee capped at $1,225/mo regardless of savings achieved
  • Measurement period: 9 months, beginning 30 days after go-live
  • Baseline metrics — no-show rate, daily verification hours, inquiry count — documented and signed before build begins
  • Performance clock pauses if system is not actively in use
Best for: owners who want documented proof before paying, or who prefer performance alignment.

+ Monthly Subscription — Growth Tier (included during measurement period)

$1,200/month after
System monitoring, monthly ROI performance report, new automations as needs evolve, monthly optimization call, priority support.
$2,250 + 10% of verified savings
A reduced upfront fee combined with a lower performance percentage. Both parties have skin in the game from day one.
  • Reduced implementation fee — half of the Option A fixed cost
  • Lower ongoing percentage — 10% vs 20% in Option B
  • Same baseline documentation and monthly cap protections apply
  • Strong alignment on both sides — we both benefit from every dollar saved
Best for: owners who want to share risk and reward and are confident in the upside.

+ Optional Monthly Subscription — Growth Tier

$1,200/month
System monitoring, monthly ROI performance report, new automations as needs evolve, monthly optimization call, priority support.

7 Next Steps

Here's exactly what happens when you decide to move forward.

1
Sign the Services Agreement and select your compensation option. We'll have the paperwork ready for you promptly after this conversation.
2
We sit down together and document your baseline metrics — current no-show rate, daily hours on verification, weekly inquiry volume. Both sides sign off before a single automation is built.
3
Phase 1 kicks off first. The appointment reminder system goes live before anything else is built, so the no-show impact shows up early rather than at the end of the engagement.

This is what your report would look like.

Every business that books a free audit gets one of these — built around your actual numbers. No cost, no obligation.

Email
[email protected]
Web
axon-agentic.com