Introduction

A busy family dental practice in Toronto was leaking revenue every time the phone rang. Missed calls during lunch rush, a clunky IVR that drove patients to hang up, and a voicemail-only setup after 6 p.m. meant dozens of unbooked appointments each week.

We deployed a Voice AI Call Handling Service, a conversational voice agent built on ElevenLabs speech technology that plugs straight into the clinic’s existing VoIP provider.

The result: more bookings, happier patients, and staff who can finally step away from the handset.

The Challenge: Inefficient Call Management

Before our Voice AI Call Service, the Toronto dental practice relied on a traditional phone system with a basic Interactive Voice Response (IVR) setup. Key challenges included:

• Missed Calls: Approximately 35% of incoming calls were missed during busy hours, resulting in lost appointment opportunities.
• Limited IVR Functionality: The IVR system’s rigid press 1, press 2 menu options frustrated callers, causing 20% to abandon calls before speaking to staff.
• Off-Hour Call Losses: Calls received outside business hours (6 PM–8 AM) went to voicemail, leading to a 25% loss of potential bookings from patients needing urgent care.
• Front-Desk Overload: Front desk staff spent 55% of their time handling routine inquiries, reducing time for patient care and administrative tasks.

The practice estimated these gaps cost ≈ C$12,000 in revenue each month and lowered patient satisfaction.

The Solution: Our Voice AI Call Service

We deployed a tailored Voice AI Call Service, powered by ElevenLabs advanced natural language voice AI, to address these challenges. Our solution offered:

• Instant Call Capture – AI answers in < 2 rings, simultaneously handling multiple callers so no line ever busies out.
• Natural-Language Conversation – Unlike the rigid IVR, our AI understands natural language, answering questions about services, insurance, or availability with a human-like experience.
• 24/7 Availability: The AI handles inquiries and schedules appointments after hours, accommodating patients’ schedules.
• Seamless Integration: Our team integrated the AI with the practice’s existing telephony service and scheduling software for real-time booking and automated reminders.
• HIPAA-Ready Stack – ElevenLabs TTS + Parijat Software’s NLP pipeline keep PHI encrypted end-to-end.

Our Implementation Process

It took us around a month to go live without disrupting day to day operations. Here is how we rollout the service.

• Phase 1: Discovery (1 week): We analyzed call volumes, peak times, and common patient inquiries to customize the solution.
• Phase 2: Customization (2 weeks): Our team developed the Voice AI agent to handle dental-specific queries, such as appointment scheduling, emergency care, and insurance verification.
• Phase 3: Integration (1 week): We connected the AI to the practice’s existing telephony service and scheduling systems, providing staff with training on monitoring and override features.
• Phase 4: Optimization (Ongoing): We continuously monitor performance metrics, refining the AI’s responses to maximize patient satisfaction and efficiency.

Results: Measurable Success

Two months after implementing our Voice AI Call Service, the Toronto dental practice saw remarkable improvements:

• 85% Reduction in Missed Calls: Our AI captured 90% of previously missed calls, converting 75% into confirmed appointments.
• 20% Increase in Bookings: By answering off-hour calls and reducing hang-ups, monthly appointments rose by 20%, adding 50 new bookings.
• $15,000 Monthly Revenue Boost: The additional bookings generated an extra ~$15,000 in monthly revenue, a 12% increase from the baseline.
• 45% Staff Time Freed: Routine inquiries dropped by 65%, allowing staff to dedicate 45% more time to patient care, billing, and practice growth.
• Enhanced Patient Satisfaction: Patient surveys reported a 35% increase in satisfaction due to faster responses and round-the-clock availability.

Key Metrics

Metric	Before Voice AI	After Voice AI
Missed Call Rate	35%	5%
Monthly Bookings	500	550
Monthly Revenue	$150000	$165000
Staff Time on Calls	55%	10%
Patient Satisfaction Score	60%	95%

Business Impact

• Revenue Growth – Extra C$180 K annual run-rate from reclaimed bookings.
• Operational Efficiency – 180 staff hours saved per month now spent on treatment plans, recalls, and marketing.
• Scalability – As call volume climbs, the AI scales instantly; no need to hire another receptionist.
• Competitive Edge – 24/7 live voice presence sets the practice apart in a crowded metro market.

Conclusion

Our AI agency’s Voice AI Call Service transformed the Toronto dental practice by addressing missed calls, outdated IVR limitations, and off-hour inquiry losses. With an 85% reduction in missed calls, a 20% increase in bookings, and an $15,000 monthly revenue increase, our solution delivered measurable results. Dental practices seeking to enhance patient engagement, streamline operations, and drive growth can trust our Voice AI Call Service to deliver.

Ready to elevate your dental practice? Contact our AI agency at contact@parijatsoftware.com to learn how our Voice AI Call Service can boost bookings and patient satisfaction.