Stop Losing £8-12k/Month to After-Hours Enquiries | Ashwin Systems

Stop Losing £8-12k/Month to After-Hours Enquiries

Instant 4-second response captures implant and Invisalign patients 24/7—while your reception team sleeps.

For UK & Ireland private dental clinics • PMS-safe (doesn't touch SOE/Exact)

Book a 15-Min Fit Call

See It In Action

Watch how a £4,000 implant enquiry gets captured in 60 seconds—while your reception team sleeps

The £100k Problem Hiding in Your Inbox

Here's what's happening right now:

  • A 52-year-old wants implants. He submits your web form at 9:15 PM Saturday.
  • He gets no reply. By Sunday morning, he's booked a consult with your competitor.
  • You see his enquiry Monday at 9 AM. Too late.

That's one £4,000 case gone. Now multiply that by 25 enquiries per month.

If even 20% leak due to slow response time, you're leaving £8-12k/month on the table.

Your reception team is excellent. But they can't work 24/7. That's where we come in.

How The Patient Gatekeeper Works

⚡ 4-Second Response Time (Even at Midnight)

Every enquiry—web form, missed call—gets an instant professional reply via SMS and email. No lead waits until Monday morning.

What they receive:
"Thanks for your interest in [Clinic Name]. We're gathering a few details to book your consult with Dr. [Name]."

→ Sent within 4 seconds, 24/7/365.

🎯 Smart Qualification (No Time-Wasters)

We ask 3 light questions before your team gets involved:

  • • Treatment type? (Implants / Invisalign / Cosmetic)
  • • Timeline? (This month / Next 3 months / Just browsing)
  • • Preferred contact? (Phone / Email / WhatsApp)
Low-intent leads ("just browsing")
→ Nurtured via automated email sequence
High-intent leads ("this month")
→ Immediately get booking link

📅 Direct-to-Calendar Booking

Qualified patients book their own consult using your real availability.

What your reception team receives:
"[Name] booked for [Date]. Treatment: Implants. Timeline: This month. Mobile: [Number]."

No guessing. No chasing. No "who is this?" confusion.

From Enquiry to Booked Consult in 4 Steps

(Without replacing your team)

Step 1 — Patient Enquires After Hours

9 PM Saturday: Prospective patient submits web form or calls.
→ Instant auto-reply via SMS + Email within 60 seconds.

Step 2 — Automated Qualification

System asks 3 questions:

  • Treatment interest?
  • Timeline?
  • Contact preference?

→ Low-intent leads nurtured via email
→ High-intent leads proceed to Step 3

Step 3 — Booking Link Sent

High-intent patients receive calendar link with your real availability.

  • Appointment synced to Google/Outlook
  • Automated reminders sent (48hrs + 24hrs before)
  • Reception gets notification with patient details

Step 4 — Your Team Takes Over

Reception calls 24-48 hours before to confirm and build rapport.

No more:

  • "Who is this patient?" confusion
  • Chasing down treatment details
  • Time wasted on unqualified leads

Your team focuses on:

  • High-value interactions
  • Building patient relationships
  • Closing consults

Are We a Fit?

✅ You're a fit if you have ONE of:

  • 20+ enquiries per month, OR
  • 2,000+ patient database, OR
  • £1k+/month ad spend

❌ Not a fit if:

  • NHS-only practice
  • No consult availability in next 90 days
  • Near-zero enquiries (we can't create demand)

Founding Partner Pricing (First 3 Clinics Only)

This isn't for everyone. We're looking for 3 founding clinics willing to go live fast and share a short video testimonial within 60 days.

£500/month
+ £1,500 setup (one-time)

(Locked for 12 months)

  • 24/7 booking engine
  • Patient qualification system
  • Missed call text-back
  • Automated reminders
  • UK GDPR-compliant workflows (DPA available)
  • PMS-safe (doesn't touch SOE/Exact/Dentally)

What's Required:

  • Video testimonial within 60 days
  • Go live within 7 days of kickoff

Your Savings:

Founding rate: £500/mo vs. Standard £700/mo = £2,400 saved in Year 1

Plus £500 off setup = £2,900 total savings

After 12 months, converts to standard rate (£700/mo) or you can cancel.

Backed by our 7-Day 'Go Live' Guarantee:
Operational in one week or 30% off setup fee.
Book Your Fit Call →
Standard pricing after founding slots fill:
Setup: £2,000 | Monthly: £700 | No contracts, cancel anytime

Frequently Asked Questions

Will this mess up my practice software?
No. We don't integrate into your PMS—we integrate alongside it. Your SOE/Exact/Dentally stays untouched. We only push confirmed appointments to your calendar (Google/Outlook) once a patient is qualified.
Does this replace my receptionist?
No. It supports them. The system handles speed-to-lead (instant replies, qualification, booking links). Your team handles complex queries, relationship building, and closing consults.
What if a patient has a complex question?
The system identifies complex queries and flags them for your team during clinic hours. Example: "I need bone graft before implant" → Routed to reception, not handled by automation.
What hours do patients get replies?
24/7 instant acknowledgement (within 60 seconds). Automated booking and reminders work around the clock. Complex queries are handed to your team during clinic hours (you set these).
Is this GDPR compliant?
Designed to support UK GDPR with explicit consent language, opt-out options, and data minimisation. You remain the data controller; we act as processor. DPA available upon request. (This is not legal advice.)
How long does setup take?
7 days to go live (backed by our 'Go Live' guarantee). We handle: forms, workflows, calendar sync, message templates. You provide: calendar access, brand voice/tone, availability slots.
What's included vs. excluded?
✅ Included:
  • Booking workflows
  • Forms & automations
  • SMS/email templates
  • Tracking & pipeline setup
  • UK GDPR workflows
❌ Excluded:
  • Website edits
  • IT/printer support
  • PMS technical issues
  • Ads management (add-on available)

Extra work: £150/hour

Can I cancel?
Founding Partners: Rate locked for 12 months, then converts to standard (£700/mo) or you can cancel.

Standard clients: No contracts, cancel anytime.

Ready to Stop Patient Leakage?

Book a 15-minute fit call. We'll review your current enquiry volume, ad spend, and treatment mix to see if this makes sense for your clinic.

No hard sell. No 60-minute demos. Just a straightforward conversation.

Book Your 15-Min Fit Call →

Questions before booking?

Email: [email protected]
We reply within 4 hours during UK business hours (practice what we preach).

© 2026 Ashwin Systems. Built for UK & Ireland private dental clinics.

PMS-safe automation | UK GDPR compliant | No contracts