Across medical and dental practices, care quality was high, systems were not.
Missed calls, no-shows, and manual booking limited growth and overloaded staff.
ROM replaced admin-heavy workflows with automated patient acquisition and retention systems.
Appointments Booked
Cost per Appointment
Appointment attendance rate (no-show rate cut in half)
new patient bookings per month (up from ~25, across services)
The Challenge
Clinics struggled to scale patient acquisition while maintaining operational efficiency. Inbound demand was fragmented across phone calls, forms, and ads, with no centralized visibility or consistent follow-up. Marketing spend increased, but appointment volume did not scale proportionally.
Without automation, front-desk teams became bottlenecks, no-shows increased, and clinics had limited insight into performance or cost per booked appointment.
What did
ROM do
ROM designed a full patient acquisition and booking system tailored for clinics. Paid traffic was routed into conversion-focused booking pages connected directly to CRM pipelines. AI agents handled first response, qualification, and appointment scheduling 24/7.
Automated reminders, confirmations, and reactivation sequences reduced no-shows and stabilized appointment flow. Dashboards provided real-time visibility into bookings, costs, and demand by location and service.
The Results
- Automated booking systems deployed across multiple clinics
- Thousands of appointments booked through centralized pipelines
- Patient acquisition scaled without increasing front-desk staffing
- Stable and predictable cost per booked appointment maintained even as volume increased.
- 90%+ of bookings processed automatically
- Systems supported multi-location and seasonal demand
System components behind Clinics we helped
Ready to build a scalable booking engine?
If patients are searching and you’re missing calls, the problem isn’t demand, it’s the system behind it.
