Saturday, 9:15 PM
A prospective implant patient submits a form.
They are searching now, comparing options now, and expecting a professional acknowledgement now.
Patient Gatekeeper for private dental clinics
The 24/7 booking engine for private dental clinics that cannot afford slow follow-up.
Capture, qualify, and guide high-value implant, Invisalign, and cosmetic enquiries to book a consult after hours, without touching SOE, Exact, or Dentally.
UK & Ireland private clinics
PMS-safe handoff
Designed to support UK GDPR
Book an After-Hours Revenue Audit
Watch the 60-sec walkthrough
A focused 15-minute fit call to review enquiry volume, ad spend, treatment mix, and whether the economics make sense.
9:15 PM
Implant enquiry arrives after reception closes
Detected
4 sec
Professional acknowledgement sent instantly
Captured
1 min
Treatment intent and timeline qualified
Qualified
Booked
Your team receives a clean handoff
Ready
4 sec
Target response time for new enquiries, including nights and weekends.
£4,000
Example value of one implant enquiry used in the current offer.
7 days
Go-live guarantee for founding partner clinics.
0 PMS edits
Built to operate alongside SOE, Exact, and Dentally.
The after-hours problem
Private patients do not wait for your morning inbox triage.
Your reception team can be excellent and still lose timing-sensitive demand. The gap is not effort. It is speed-to-lead when your clinic is closed, your competitors are open online, and the patient is ready to act.
Sunday morning
No reply means they keep moving.
By the time the clinic opens, the patient may already have booked a consult elsewhere.
Monday, 9:00 AM
Your team sees the enquiry too late.
The inbox shows an opportunity. The market has already treated it like stale demand.
Every month
The cost compounds quietly.
If even 20% of high-value enquiries leak through slow follow-up, £8-12k per month can remain unclaimed.
Strategic teardown
Watch a £4,000 enquiry move from missed call to booked consult.
The walkthrough shows the actual operating logic: immediate reply, light qualification, clean pipeline movement, booking link delivery, and a reception-ready handoff.
Problem
Manual follow-up starts after the patient has already gone cold.
Strategy
Acknowledge instantly, ask only the few questions needed, and route by intent.
Handoff
Reception receives context instead of another anonymous lead notification.
Boundary
PMS stays untouched; confirmed consults move through calendar and workflow handoff.
System in motion
From enquiry to booked consult in four controlled steps.
The system removes the fragile middle: waiting, guessing, chasing, and handing your team incomplete context.
Step 01
Patient enquires after hours.
A web form or missed call is captured at the point of intent, whether it happens at lunch, midnight, or over the weekend.
Output: New enquiry acknowledged.
Step 02
The system qualifies lightly.
Treatment type, timeline, and preferred contact method are gathered before your team spends time on the lead.
Output: Intent and urgency tagged.
Step 03
High-intent patients get a booking path.
Qualified patients are guided toward your real availability with reminder logic attached.
Output: Consult booked or nurtured.
Step 04
Reception takes over with context.
Your team sees the treatment, timeline, contact details, and appointment context before they call.
Output: Clean human handoff.
Before and after operations
Replace the chaotic Monday inbox with a structured patient pipeline.
This is a workflow contrast, not a fabricated client dashboard. The before state shows the operational mess. The after state mirrors the pipeline structure already shown in the demo.
Before: Monday morning inbox
Revenue at riskMissed call: Implant consultation
Website form: Invisalign question
Cosmetic dentistry enquiry
Voicemail transcription failed
After: automated patient pipeline
Ready for receptionContacted
4-sec reply
Qualified
Intent tagged
Booking link sent
High intent
Booked consult
Handoff ready
Scarcity and fit
This only works when there is real private demand to capture.
Patient Gatekeeper does not create demand from nothing. It captures and routes the enquiries your clinic is already earning through reputation, search, ads, and patient interest.
You are a fit if you have one of these:
- 20+ enquiries per month.
- 2,000+ patients in your database.
- £1k+ per month in ad spend.
You are not a fit if:
- You are an NHS-only practice.
- You have no consult availability in the next 90 days.
- You have near-zero enquiries and need demand generation first.
Founding partner offer
For the first three clinics ready to go live fast.
The founding partner rate is for clinics willing to move quickly, validate the operating model, and share a short video testimonial within 60 days.
Locked for 12 months
£500
/month
+ £1,500 setup, one-time
- 24/7 booking engine.
- Patient qualification system.
- Missed call text-back.
- Automated reminders.
- UK GDPR-compliant workflows, DPA available.
- PMS-safe handoff alongside SOE, Exact, and Dentally.
What is required: video testimonial within 60 days and go-live within 7 days of kickoff.
7-Day Go-Live Guarantee: operational in one week or 30% off the setup fee.
Book an After-Hours Revenue Audit
Standard pricing after founding slots fill: £2,000 setup + £700/month. No contracts, cancel anytime.
Frequently asked questions
Clear boundaries before you book.
Will this interfere with my practice software?
No. We do not integrate into your PMS. We integrate alongside it. SOE, Exact, and Dentally stay untouched. Confirmed appointments can be pushed through your calendar workflow once a patient is qualified.
Does this replace my receptionist?
No. It supports the team by handling speed-to-lead, qualification, booking links, and reminders. Your team still handles complex queries, relationship building, and consult confirmation.
What happens with complex patient questions?
Complex queries are flagged for the clinic team during clinic hours. The system is designed to route and prepare the lead, not clinically advise the patient.
What hours do patients receive replies?
New enquiries receive instant acknowledgement 24/7. Booking and reminders can run around the clock, while complex queries are handed to your team during the hours you set.
Is this GDPR compliant?
It is 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 on request. This is not legal advice.
How long does setup take?
The founding partner offer includes a 7-day go-live guarantee. We handle forms, workflows, calendar sync, message templates, tracking, and pipeline setup. You provide access, availability, and clinic-specific tone.
What is excluded?
Website edits, IT support, printer or email troubleshooting, PMS technical issues, and ads management are not included unless separately scoped. Extra work is £150/hour.
Can I cancel?
Founding partners: rate locked for 12 months, then converts to standard pricing or can be cancelled. Standard clients: no contracts, cancel anytime.
Audit the revenue gap
Book an After-Hours Revenue Audit
Find out what your after-hours enquiries are worth.
Book a 15-minute fit call. We will review enquiry volume, ad spend, treatment mix, availability, and whether Patient Gatekeeper is commercially sensible for your clinic.
Questions before booking? Email team@ashwinsystems.com. We reply within 4 hours during UK business hours.