340 Hours Saved Per Year on Phone Scheduling
Metro Dental Group
340+
Staff hours saved per year
+41%
New patient conversion increase
38%
After-hours bookings
67%
Calls handled end-to-end by AI
The Challenge
Metro Dental Group operates four locations across Kansas City. Their front desk staff was spending an average of 4 hours per day per location — 16 hours total — handling scheduling calls. New patient intake took 12–15 minutes per caller. The practice manager, Dana Reyes, ran the numbers: the team was spending over 340 hours per year just on the phone, at a fully-loaded cost of over $8,500. "Our front desk team is talented," she said. "I wanted them focused on patients who were actually in the office."
The Solution
Metro deployed an Agent Four voice agent integrated with their existing practice management software via a custom webhook. The agent handles new patient intake (insurance info, reason for visit, preferred provider), schedules cleanings and follow-ups, and sends confirmation texts via Twilio. Emergency calls — severe pain, trauma, children — are transferred immediately to a human.
The Results
Within 60 days, 67% of all scheduling calls were handled end-to-end by the AI agent. Staff hours spent on phone scheduling dropped by 71%. New patient conversion improved by 41% because the agent is available 24/7 and never puts callers on hold. "We're booking patients at 11pm now," Dana said. "That just didn't happen before."
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