How much money does your practice lose to unanswered calls?

How we calculate it

1. Unanswered calls per month = calls per day × % unanswered × days you open per month.
2. New patients lost per month = unanswered calls per month × % that were a new patient wanting an appointment.
3. Euros per month = new patients lost × average value of a new patient.
4. Euros per year = euros per month × 12.
5. Calls and patients are counted as whole numbers: we round to the nearest one before converting to euros.

With the example values: 25 × 10% × 21 ≈ 53 unanswered calls per month; × 10% ≈ 5 new patients; × €250 = €1,250 per month and €15,000 per year.

Why an unanswered call costs money

An existing patient who can't reach you usually calls back: they already know you. Someone calling for the first time has no such tie. If nobody answers, they will most likely try the next practice on the list, and that appointment doesn't come back.

That is why the calculator only counts new patients and only their first treatment. It leaves out check-ups, later treatments and referrals to family, so the real figure may be higher than the one shown here.

When calls go unanswered in a dental practice

It isn't a lack of will but of hands. Calls almost always slip through at the same times:

• First thing in the morning, when booked patients and the day's calls arrive at once.
• At lunchtime and at closing, when nobody is left at reception.
• While reception is looking after a patient, taking a payment or explaining a treatment plan.
• At night, at weekends, on public holidays and during holidays.

How to find your practice's real numbers

Ask your phone provider, or check your switchboard, for a month's call log: how many calls came in and how many were missed or unanswered. That gives you the first two figures.

For the share of new patients, ask reception how many of the calls they take are from someone without a record, or call back every missed call for a week and note who it was. The average value of a first treatment comes from your invoicing.

What you can do about the calls that slip through

First, return every missed call the same day. Offering another way to book helps too: with Dentasys, the WhatsApp assistant books, moves and cancels appointments at any time and is included in the fee.

For the phone, the Dentasys AI receptionist only picks up the calls reception can't take (when the line is busy, nobody answers or you are closed), checks the real schedule and books the appointment. It is optional and charged separately from the fee: €9/month for the line and €0.30 per answered minute, plus VAT, with no lock-in.

Frequently asked questions

Where do the default values come from?

They are a cautious example so the calculator isn't empty, not a statistic or an industry average. Replace them with your practice's own: the result only means something if the numbers are yours.

How do I know how many calls my practice misses?

Your phone provider or switchboard keeps a log of incoming and missed calls. Ask for a full month and divide the calls by the days you were open.

Why does it only count new patients?

Because an existing patient usually calls back, while a new one usually calls another practice. It is a cautious estimate: it doesn't count treatments after the first one or referrals.

Is the AI receptionist included in the €80/month fee?

No. It is an optional service charged separately: €9/month for the line and €0.30 per answered minute, plus VAT, with no lock-in. The WhatsApp assistant is included in the fee.

Do you store the figures I enter?

No. The calculation runs in your browser and the values are not sent anywhere.

Keep reading

• AI receptionist for dental practices
• WhatsApp for dental practices
• Dentasys pricing