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New-patient conversion for dental practices and groups

Every inquiry should have a next action.

Lead Intelligence answers new-patient inquiries by text, email and phone, keeps following up when people go quiet, qualifies what it can and books the consult on your calendar. When a question needs judgment, it goes to your team.

Respond · Follow up · Book · Hand off when judgment is needed

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New-patient inquiries only — existing patients stay with your front desk · Sign in →

Illustrative preview · sample data

Lead Intelligence is a dental CRM and AI lead desk for dental and healthcare practices and groups that works every new-patient inquiry by text, email and phone, books the consult on the practice’s calendar and hands every clinical question to a person on the team.

The ad worked. Then the inquiry waited.

The marketing did its job. What happens in the minutes and days after the inquiry decides whether it becomes a booked consult.

  1. Too slow

    The inquiry arrives at 7:41 pm. Nobody sees it until morning.

    People reach out while your team is at lunch, on another call or gone for the day. By morning they may already have booked with whoever answered first.

  2. Too few attempts

    One call, one voicemail, and the lead is marked “attempted”.

    Silence after one try gets treated as a no, when the person may simply have been at work.

  3. No continuity

    Two days later someone else texts, without knowing what was said.

    Calls, texts, emails and notes live in different places, so every new touch starts from zero.

  4. No clear owner

    Everyone assumes someone else followed up.

    Nobody owns day two, day three, or the text after the missed call.

  5. No outcome

    The practice counts leads, not what happened to them.

    So when they do not turn into consults, the conclusion is “the leads were bad”, and nobody can show otherwise.

Lead Intelligence gives every inquiry a state, an owner and a next step, until it ends in an outcome.

One inquiry, end to end

From a 7:41 pm form to a booked consult.

The AI carries the conversation. Your team steps in where judgment matters. Nothing waits for the next open moment at the front desk.

  1. 7:41 pm

    A website form: veneers.

    It lands in the lead book once, with its source attached, already scored.

    AI

  2. 7:43 pm

    The first text and email go out.

    In your practice’s name, inside the contact hours you set, about the treatment she actually asked about.

    AI

  3. 7:46 pm

    “Do you do financing?”

    The AI answers with the monthly range your practice approved, and nothing else. It never quotes a treatment total.

    AI

  4. 7:49 pm

    A clinical question.

    She asks whether a gum condition rules her out. The AI does not answer it: the message becomes a task for a person on your team.

    Your team

  5. Overnight

    Quiet hours.

    Nothing sends outside your contact hours, in her local time.

    AI

  6. 9:10 am

    Your coordinator calls her.

    From that moment the AI stands down on this lead. The thread, the score and the clinical question are already on screen.

    Your team

  7. 9:18 am

    Consult booked on your calendar.

    A real open time from your schedule, confirmed by text and email. Had she gone quiet instead, the follow-up you set up would have carried the lead forward.

    AI + team

  8. After

    The outcome is recorded.

    The lead moves to consult scheduled on the pipeline. Had the inquiry come from a Growth Studio campaign, the booking would be written back to that campaign too.

    AI

Product demonstration: a sample lead, not a customer.

The same work, on screen.

Under three minutes: a new inquiry answered and booked from the patient’s phone, a clinical question handed to a person, and the screens your team works from.

Recorded on synthetic data — every name and number is illustrative.

A lead should never just sit there.

Every active inquiry carries where it stands, the whole conversation, who owns it, what happened last and what should happen next. The pipeline keeps moving even when the front desk is busy.

  • New
  • Contacted
  • Qualified
  • Consult scheduled
  • Consult completed
  • No-show
  • Unresponsive
  • Lost
  • Disqualified
Priya NairWebsite form · Aligners
State
Consult scheduledWhere it stands, from new to booked, lost or unresponsive.
Thread
6 texts · 2 emails · 1 callEvery message and call transcript in one place.
Owner
AI setter, with your coordinator on clinical questionsThe AI, a person, or both, under the rules you set.
Last touch
Text · Tue 6:12 pm · “Thursday at 10:30 works.”What was said, on which channel, and when.
Next step
Reminder the day before the consultSuggested from the lead’s score, with the reasoning shown.
Needs a person
Nothing openA clinical question, a callback or an overdue follow-up becomes a task.
Illustrative lead record · sample data

One unanswered message is not a dead lead.

People go quiet because they are at work, talking it over at home, comparing options, nervous about treatment, unsure about financing or meaning to reply later. Silence after one try is not a no. Follow-up continues on the cadence and channels you set, and stops for the right reasons.

Persistent enough to follow through. Controlled enough to know when to stop.

  • They reply

    The conversation picks up where it left off, with the whole thread in view.

  • They book

    A booked consult ends the follow-up. Reminders take over.

  • They opt out

    An opt-out or stop word is honored on every channel.

  • A person calls them

    Once someone on your team calls the lead, the AI stands down.

  • The last step

    A quiet-lead sequence ends by handing the lead to a person, not by guessing.

Every send respects contact hours in the patient’s local time, a limit on how often any one lead is messaged, and consent. You choose whether quiet leads get an automatic sequence or go straight to your team as tasks.

From inquiry to outcome.

In the order an inquiry moves: capture, respond, follow up, book, escalate, measure.

01 · Capture

Every source, one lead book.

Website forms, social and search lead ads, tracked calls, online bookings, imports and ad leads from Dion Growth Studio land in one book: one lead per person, with the source on every record and missing contact details filled in.

The AI does

  • Keeps one record per person, however many times they reach out
  • Scores each lead from what the person said, with the reasoning and a next step
  • Sends someone who is already a patient to your front desk instead of a new-lead cadence

Your team decides

  • Which sources connect
  • Which service lines you work: implants, veneers, aligners, sleep and TMJ, general

02 · Respond and converse

Text, email and phone in one thread, in your practice’s name.

The AI setter opens the conversation within minutes, answers the replies it can and keeps the thread moving. The Conversations screen shows every text, email and call transcript in one thread per lead, naming the channel on every message.

The AI does

  • Sends the replies it is sure of; holds the rest for a person
  • Speaks to the treatment the person asked about, not a generic script
  • Stops at an opt-out, a stop word, or a person on your team calling the lead

Your team decides

  • Autopilot on or off (it starts off)
  • Contact hours, how much needs approval, and the approved monthly range

03 · Voice

An AI voice agent, a softphone and a dialer.

The voice agent answers the new-patient calls your team cannot take and can place the first call to a new lead. Staff work their own calls from a built-in softphone and a lead-book dialer, and standing calling campaigns keep their queue topped up on their own.

The AI does

  • Answers, qualifies and books on inbound calls
  • Transcribes and summarizes every call, AI and staff alike
  • Stages a callback when a caller asks for one

Your team decides

  • Who is on the phones and when the AI covers
  • Which campaigns dial, and whether live transfer to a rep is on

04 · Follow up

Follow-up that runs on your lead lists.

Segment the lead book on source, stage, service line and what people said, and run multi-step follow-up across text, email and calls on those lists, each with its own stopping rules.

The AI does

  • Reads each conversation for what the person wants and what is holding them back
  • Runs each step on schedule and stops when the lead replies or books

Your team decides

  • Who is in each list
  • Whether each sequence is run by the AI, a person, or both

05 · Book

Consults booked on your calendar, not a request form.

The AI offers real open times from your practice management system, books the consult, and confirms it by text and email with a self-serve reschedule link. Reminders go out by text, email or AI voice. Days a provider is away are never offered.

The AI does

  • Finds open consult times
  • Books, confirms, reminds and reschedules
  • Keeps off provider days away

Your team decides

  • Consult types, provider and location
  • Your calendar stays in your practice management system

06 · Escalate

What needs a person lands in one queue.

Handoffs, callbacks, clinical questions, overdue follow-ups and patients awaiting a reply become tasks on one screen: assigned, deduplicated and closed on their own when the condition clears.

The AI does

  • Creates tasks from what is actually due
  • Closes them when the work is done elsewhere
  • Escalates urgent AI issues the same day

Your team decides

  • Who owns which task
  • When a person must answer before the AI may

07 · Call review

Every AI call reviewed, every issue a task.

Each call the AI handles gets a readable outcome and is reviewed for issues. A flagged call becomes a task for a person; a serious one alerts an admin straight away. A calling scorecard shows reach, conversations and bookings day by day.

The AI does

  • Sets each call’s outcome
  • Flags issues and opens a task
  • Keeps the calling scorecard current

Your team decides

  • Who reviews flags
  • Which calls a person makes

08 · Measure

See what happened to every inquiry.

A pipeline from new lead to consult, closing and signed; a conversion funnel and a lead-source view of which sources become consults; treatment contracts signed online; a follow-up scorecard for every person on the team; and a morning and evening digest of what the automation did.

The AI does

  • Moves leads as conversations progress
  • Suggests the next best moves on the pipeline
  • Keeps sharpening lead scoring on your own outcomes

Your team decides

  • Which inquiries need a person today
  • Who on the team needs coaching on follow-up

AI handles persistence. People handle judgment.

Automation should remove delay, not judgment. Choose how far the AI goes, workflow by workflow and location by location; the Automation screen shows who owns each kind of work right now.

The AI prepares the work; a person on your team approves it.

  1. First touch on a new lead

    The AI writes the first message; a person approves it before it goes.

    On or off · contact hours · a different setting for each day of the week

  2. Replies to a lead who writes back

    Replies the AI is not sure of wait for approval — or give replies to a person outright.

    How much needs approval · message limits · stop words · pause

  3. Closing conversations

    Every closing message is queued for a person.

    Set for the practice, or day by day

  4. Campaign and nurture steps

    Owned by a person — or by your team during staffed hours only.

    Ownership per campaign, stage, treatment or segment

  5. Your team first, the AI as backup

    The work goes to a person first, with a response deadline.

    A response deadline you set

  6. The first phone call

    Staff dial from the softphone and dialer.

    On or off per location

  7. Leads that went quiet

    They surface as follow-up tasks for your team.

    On or off per location · consent and quiet hours on every send

  8. Clinical questions

    Always a task for a person. The AI does not answer them in any mode.

    Built in; not a setting

  9. Google review replies

    The AI drafts the reply; staff publish it.

    Available once Google reviews are connected

Fast does not mean unsupervised.

Operational questions can be automated. Clinical judgment stays clinical.

The AI does not answer a clinical question, in any mode. It becomes a task for a person on your team with the whole conversation attached, and every clinical decision stays with the doctor.

  • An approval bar you set

    A reply the AI is not sure of waits for a person.

  • Money stays inside your wording

    Only the monthly range your practice approved. Never a treatment total.

  • Quiet hours and limits

    Contact hours in the patient’s local time, a limit on how often the AI messages any one lead, opt-outs honored on every channel.

  • A person always outranks the AI

    Once someone on your team calls a lead, the AI stands down on it.

  • An audit trail

    AI actions and call reviews are logged and visible to your admins.

  • Access follows roles

    Lead contact details are encrypted, each practice’s leads stay in its own workspace, and deactivating a team member ends their access.

With Dion Growth Studio

Growth Studio creates the inquiry. Lead Intelligence works it.

  1. Campaign, search or landing pageGrowth Studio
  2. The inquirySource and campaign attached
  3. Respond · Converse · Follow up · BookLead Intelligence
  4. The outcomeBooked consult, signed case
  5. Back to the campaignGrowth Studio decides on outcomes

Growth Studio asks

“Where should the next acquisition dollar go?”

It runs paid search and social, SEO, creative and landing pages, and measures which campaigns lead to consults.

Lead Intelligence asks

“What needs to happen next with this person?”

It responds, follows up, qualifies, books and escalates every new inquiry, from Growth Studio or from any other source you connect.

Growth Studio leads arrive with their source and campaign attached; booked consults and signed cases go back to the campaign that produced them, so ad decisions rest on outcomes, not lead counts. Lead Intelligence does not run ads, SEO or creative. And the patients you already have belong to Patient Engagement and your front desk: Lead Intelligence stays with new inquiries.

And the rest of Dion

Lead Intelligence is part of Dion Health. It works with Dion Growth Studio, Dion Clinical and Dion Desk.

  • Lead Intelligence Dion Clinical

    A booked consult (and later completed, no-show or rescheduled) appears on the chart, with the booking handoff note one click away. When a patient agrees to treatment, Clinical opens the surgery-scheduling work.

  • Dion Clinical Lead Intelligence

    When a consult visit is summarized, the follow-up brief reaches the coordinator working the case.

  • Lead Intelligence Dion Desk

    An existing patient who calls or writes in is identified and handed to the front desk, where Desk opens the interaction.

  • Dion Desk Lead Intelligence

    The practice schedule (office hours and each provider’s days away) closes those days to consult booking.

  • Dion console Lead Intelligence

    One sign-in: open Lead Intelligence from the Dion console and land signed in.

The work that happens while nobody is looking.

Work that runs for every location without anyone asking. Anything that needs a person becomes a task.

See all 19 automations

  1. Within minutes

    First touch on a new lead

    A first text and email, written for that inquiry, inside contact hours.

  2. Continuously

    Response deadlines

    If your team was first in line and the deadline passes, the AI picks up the thread, or the miss is flagged for review.

  3. Continuously

    Follow-up sequences

    The next touch for every lead that is due one, by text, email or call.

  4. Before each visit

    Appointment reminders

    Reminders by text, email or AI voice, with a way to reschedule.

  5. Continuously

    The day’s task list

    Due follow-ups and unanswered people become tasks; finished ones close themselves.

  6. Continuously

    Lead warmth

    Each lead’s engagement kept current; worked leads that go cold move to nurturing.

  7. As leads arrive

    Scoring and contact details

    Every lead, imported ones too, gets a score and filled-in contact details.

  8. On schedule

    Campaigns

    The next step of every running follow-up campaign.

  9. Continuously

    Calling queues

    Leads that newly qualify for a standing calling campaign join its queue.

  10. After every call

    Call transcripts

    Staff calls get a transcript and a one-line summary, like the AI’s own.

  11. Continuously

    A calendar you can trust

    Availability kept in step with your practice management system, so no one is offered a filled chair.

  12. Until confirmed

    Bookings that land

    Every appointment is delivered to your practice management system and Dion Clinical, retried until it lands.

  13. Through the day

    Conversation insight

    What each person wants and what is holding them back, written onto the lead.

  14. Through the day

    Pipeline suggestions

    The next best moves, ranked, on the Pipeline screen.

  15. Through the day

    Existing-patient check

    New leads later found to be patients leave the funnel and go to the front desk.

  16. Continuously

    Outcomes back to Growth Studio

    Booked consults and signed cases go back to the Growth Studio campaigns that produced them.

  17. Morning and evening

    Automation digest

    What the automation is about to do, what it did, and what needs a person.

  18. As reviews arrive

    Review replies

    New Google reviews read, with a reply drafted for staff to publish.

  19. Over time

    Scoring that learns

    Lead scoring improves on your own outcomes, and only changes when it gets better.

One lead operation across every location.

  • One workspace per location

    Each location has its own lead book, calendar location, contact hours, time zone and AI rules, so a busy downtown office and a quiet satellite run on different settings.

  • A group above the locations

    An enterprise account groups every location of a DSO or group practice under one umbrella.

  • One console across practices

    Group staff move between practices from one console with a switcher, and a calling scorecard compares every practice.

  • People who work in more than one office

    Staff seats put one person on several practices’ teams, with access that follows their role in each.

  • Switch features on location by location

    Autonomous features that ship off are turned on per location, when that office is ready.

  • Results by location

    The pipeline, the lead-source view and the follow-up scorecard read for one location or the whole group.

Who works in it

Practice owner
Sees which sources turn into consults and signed cases, and who on the team follows up.
Treatment coordinator
Opens each lead with the whole thread, the score and the open questions already there, and takes over with one call.
Front desk
Stops chasing web forms. Existing patients who write or call in are routed back to the desk.
Office manager
Sets contact hours, consult types and who owns which kind of work: the AI or a person.

Hours back at every location

1,260tasks handled by the AI each month
78staff hours returned each month
936staff hours returned each year

Across 3 locations and 360 inquiries a month. Tasks = every inquiry logged, deduplicated and routed, plus the follow-up touches the AI completes at the share you set. Hours = those touches at your minutes per touch, plus intake minutes for every inquiry.

Estimate — change the assumptions to match your practice. The defaults are a starting point, not measured results from any practice.

More than a CRM, an answering service or a chatbot.

Each solves part of the problem. The difference is what happens after the first message.

A CRM
Stores the lead. Someone on your team still has to work it, every day, for every lead.
An answering service
Answers one channel while it is open. The follow-up after the call is still yours.
A chatbot
Handles one conversation at a time, usually on one page, and stops when it gets complicated.
Lead Intelligence
Keeps each inquiry an active piece of work from first response to outcome, across text, email and phone. The AI carries the repetitive follow-through; your team takes the exceptions.

The typical shape of each kind of tool, not a statement about any one product.

The hard questions, answered.

What is Lead Intelligence?

Lead Intelligence is a dental CRM with an AI lead desk that works every new-patient inquiry until it has an outcome. It brings forms, lead ads, calls and online bookings into one lead book, answers and follows up by text, email and phone in your practice’s name, books the consult on your calendar, and hands anything that needs judgment to your team.

Is this just a chatbot?

No. A chatbot answers a conversation while it is open; Lead Intelligence keeps each inquiry as active work until it ends in an outcome. It responds, follows up when the person goes quiet, books the consult, opens a task when a person is needed and records where every lead stands, across text, email and phone, with your team able to step in at any point.

How do the AI and people split the work?

The AI handles first contact, follow-up and booking, and people handle judgment, so it takes repetitive work off your front desk rather than replacing it. Clinical questions always become a task for a person on your team, never an AI answer, and every clinical decision stays with the doctor. Replies the AI is not sure of wait for approval, a person can take over any lead at any time, and autopilot starts off.

Can it book consults directly?

Yes, on the practice management systems it connects to. The AI offers real open consult times from your schedule, books the one the person picks and confirms it by text and email with a self-serve reschedule link. Days a provider is away are never offered, and your calendar stays in your practice management system. If you run a system we do not yet connect, talk to us.

Does it work after hours?

Yes, inside the rules you set. A new inquiry gets its first text and email within minutes during the contact hours you choose, in the patient’s local time, and nothing sends outside them. The AI voice agent answers the new-patient calls your team cannot take, and you decide when it covers the phones, outside office hours included.

What happens if the patient does not respond?

Follow-up continues on the cadence and channels you configure instead of stopping after one try. It ends when the person replies, books, opts out or sends a stop word, or when someone on your team calls them. A quiet-lead sequence ends by handing the lead to a person, and you can choose to send quiet leads straight to your team as tasks instead.

How does it know where a lead came from?

Every lead carries its source: the form, ad, tracked call or booking it arrived through. Leads from Dion Growth Studio arrive with their campaign attached, and booked consults and signed cases are written back to that campaign, so advertising decisions rest on outcomes rather than lead counts. Lead Intelligence itself does not run ads, SEO or creative; Growth Studio does.

Which channels does it work on?

Text, email and phone. Every text, email and call transcript sits in one thread per lead, with the channel named on every message. On the phone, an AI voice agent answers new-patient calls and can place the first call to a new lead if you turn that on, and your staff work their own calls from a built-in softphone and dialer.

See what happens after someone raises their hand.

Text Adrian, our AI Patient Coordinator, as a patient who just inquired. He answers, asks about the case and offers consult times, and you will see where your team would step in.

Text Adrian as a patient Or watch the film →