How It Works — ClinicFlow

📞

Patient calls your clinic

During lunch, after hours, when you're with another patient, or when the front desk is tied up. This happens at every clinic.

📵

No one answers

Without ClinicFlow, this usually means a lost patient. They hang up and call the next clinic on Google. Most don't leave voicemail.

💬

Automatic text sent in 60 seconds

The patient receives a text immediately — before they call anyone else.

ClinicFlow → Patient

Hi, you called Greenwoods Dental. We missed your call — reply here to book or ask a question.

🤝

Patient replies — system responds naturally

Our system reads your clinic's full profile — hours, services, team, tone — and responds naturally. Patients think they're texting your receptionist.

Patient

I need a cleaning, do you have Saturday?

Greenwoods Dental (via ClinicFlow)

Hi! Yes, we have Saturday mornings available. Would 10am or 11am work better?

Patient

10am works

Greenwoods Dental

Perfect — booked for Saturday at 10am. You'll get a reminder the day before. See you then! 🦷

📅

Appointment appears in your calendar

You see the booking. The patient gets a reminder 24h before. You never missed that call — you just weren't there to answer it.

What else it does

🔔

Appointment reminders

72h and 24h before every visit. Patients confirm by text. No-shows drop significantly.

🔄

Inactive patient reactivation

Patients you haven't seen in 6+ months get a personal check-in. Many book same day.

📊

Weekly digest

Every Monday: recovered calls, bookings, conversations — in plain language.

How it's set up

We handle everything. You provide three things:

Your clinic information — a 10-minute setup form covering hours, services, team, and tone.

Your patient list — a simple CSV export from your practice management software.

One phone setting — a 2-minute call forwarding change. We walk you through it.

Setup takes 5 days. After that it runs itself.

When a patient calls and no one picks up —
they don't hang up and call someone else.
They get a text within 60 seconds.