Your schedule doesn't fill up by hiring more.
It fills up by stopping the loss of patients you already have.
A patient passes through eight points between asking and finishing treatment: enquiry, first reply, appointment, attendance, diagnosis and quote, acceptance, treatment and coming back. Every one of them is a chance to lose them. We measure which ones you lose them at and improve those: we design it, we build it and we leave it running, with the software and the team you already have.
How your clinic operates with FlujoAI
From first contact to confirmed appointment in under 5 minutes
Before you grow the team,
look at how much unnecessary work your operation carries.
A good part of what reception does today is not clinic work: it is calling, reminding and chasing. It eats up 10 to 25 hours a week that should go to the patient in the chair. Some of that work doesn't need to be shared out better: it needs to disappear.
✗ How it works today in most clinics
- ✗ Appointments confirmed manually every day
- ✗ 20–25% no-shows accepted as normal
- ✗ Sent quotes that nobody follows up on
- ✗ Instagram and WhatsApp DMs scattered with no system
- ✗ Reviews requested "whenever someone remembers"
- ✗ Monthly reports that arrive on the 18th
✓ How it works once the process is properly solved
- ✓ Confirming an appointment stops being a call somebody has to make
- ✓ A cancellation no longer means an empty chair
- ✓ Stalled quotes come up every day, ranked by value and by why they are stuck
- ✓ Whoever writes at 10 pm gets an answer that same night
- ✓ Asking for the review stops depending on someone remembering
- ✓ Management has the day's numbers in plain sight
Where the improvement usually is
These are areas of a clinic's day-to-day where there is almost always room, not a menu of services bought separately. Which one comes first is decided by what we see in yours.
The schedule: so confirming stops being somebody's job
Keeping a full schedule costs phone calls, and even then patients fail to show and gaps go uncovered. We redesign that process: the patient confirms in one tap, reschedules without calling, and the slot that frees up is offered straight to whoever has been waiting weeks.
First reply: patients ask when they can, not when you open
Most enquiries arrive out of hours or while reception has someone standing in front of them, and whoever waits hours has already gone to another clinic. We design that first reply so it always arrives, and arrives in time, whether it comes from the website, Doctoralia, Instagram or a campaign.
Quotes: knowing which ones are stuck, and why
Implants and orthodontics: every unclosed quote comes up with the reason it is stuck, ranked by value. Whoever asked for time to think is left alone. Whoever is stuck because financing is pending, a test is missing or nobody answered a question, gets it resolved. Maximum 3 contacts, and your team decides who gets called.
Service: one conversation, even if the patient switches channel
Today the same patient writes on Instagram, then on WhatsApp, then calls, and every time starts from scratch with whoever picks up. We unify it and let the usual questions — prices, duration, post-op care — resolve themselves. That is where we do use AI, with written limits and a person validating where it matters: what reaches the team is what needs judgement, and nothing clinical is ever answered on its own.
Reputation that stops depending on remembering
Asking for the review is one of those things done when there is time, which is why it almost never happens. We make it part of the visit process, and we also spot the patient who left unhappy before they write it on Google.
Management: seeing the clinic without having to ask
When the report lands on the 18th, the decisions that depended on it land late. We make surgery occupancy, full versus empty schedule, revenue per professional and patients who have not been back in a long time sit in front of you every morning, without asking anyone.
How we work with you
Four phases, and you start with one process — not the whole clinic. Your team carries on exactly as before meanwhile. No open-ended contracts, no vague promises, no projects that drag on for a year.
We can start with appointments. Or with quotes that never get an answer. Or with patients who haven't been back in two years. First we measure where you are losing them, and we start there. If it works, we move on to the next one.
Refundable audit
We analyse your actual operation: scheduling, patient acquisition, quote conversion, clinic software, patient communication. You come away with the process worth starting with, and why. From €490, fully refundable if you hire us within 30 days.
System design
First we get that process measured exactly as it stands today: that is the starting point. With it in front of us we design how it should work, on your practice software, and decide what a person still decides. We review it with you before touching anything.
Implementation
We build, connect and go live. In phases: first what hurts most, and the rest of the clinic keeps running exactly as it does until you decide to continue. Results from the first phase.
Monthly maintenance
We don't hand you a system and disappear. We measure the process again to see what actually changed, and from there we monitor, adjust and improve as the clinic grows.
What we aim to achieve with you
No percentages borrowed from another clinic here. We know where the improvement usually shows up — gaps in the schedule, first reply and quotes going cold; how much, in your case, comes from measuring the process before touching it and measuring it again afterwards.
No-shows
Fewer empty slots, without adding a single call for the team.
Acquisition and response
Whoever asks gets an answer, wherever they come from and whatever the time. A patient answered in minutes converts far more than one who waits until tomorrow.
Quote recovery
Implant and orthodontics quotes stop dying in a drawer. What cools off today, comes back to the table.
Before and after are compared over equivalent periods: in a clinic, August counts neither as before nor as after. The figure comes from your clinic, with its calculation logic in writing.
How it looks by specialty
Where a clinic jams, depending on its type. Scenarios we design, not real clients we can publish yet.
Dental clinic · 4–8 professionals
At this size the clinic does well but everything goes through reception, and whatever there is no time for today gets lost: the person who asked last night, last week's quote, the check-up a year from now. The jam is usually that no patient has a next step unless someone remembers to give them one.
- Reception with one or two people for everything
- High-value implant and orthodontics quotes
- Annual check-ups that get lost
- Enquiries at night and at weekends
- Reviews against the clinic next door
Orthodontics & aligners · long treatments
The jam is usually halfway through treatment: months of periodic check-ups in which the patient cools off and ends up dropping out. There is a between-appointments communication process there that almost never exists today, plus the aligner quote left in the 'thinking about it' pile.
- Instagram and Doctoralia enquiries
- Periodic check-up reminders
- Follow-up between appointments
- Aligner quotes brought back
Multi-site clinic · 3–10 locations
With several sites the problem changes: each one has its own calendar and its own way of working, and nothing is visible from above until someone asks for the data. That view can be consolidated without touching any site's day-to-day or changing its software.
- Each site keeps its own way of working
- One view of every site
- Sites and professionals compared
- Alerts on under-used surgeries
Three slots.
Terms we will not repeat.
We are opening three slots on founder terms for projects we can document and publish. In exchange for telling that story — with your permission and your review first — you get a price and a level of support reserved for these three slots.
Founder Pack · 3 slots
€1,950 one-off
Includes
- The full operational audit — included in the pack, not billed separately
- Phase 1 implementation: the process that hurts most in your operation, the one that comes out of that audit
- The first two months of maintenance
From the third month, maintenance from €290/month, no lock-in.
What we ask in return
That you let us publish your case once the system is running, after you have read and approved it. That is the whole deal: founder terms in exchange for a case we can show.
Three slots. Once they are taken, we pull this offer.
- Direct access to the team, no middlemen
- Close hands-on support throughout Phase 1
- Your case documented and published, always with your permission
Your software stays. Your team stays.
It's real clinical operational transformation.
We are not asking you to change your practice software, reorganise the clinic or have your team learn a new program. We improve the point in the patient journey where you are losing people today, with a person deciding wherever judgement is needed — who gets called and who is better left alone. The rest, whenever you decide.
A real diagnosis.
Written. Signed. And refundable.
We analyse how your clinic works today and deliver in writing which process is worth improving first, how much work it takes today and what can be expected from it in hours and in euros. This is not a sales call. It's real work.
↺ If you hire us within the following 30 days, we deduct 100% of the amount from the project.
Small clinic
€490
refundable
Medium clinic
€790
refundable
Group / chain
€1,200
refundable
What we deliver
- Specific operational questionnaire for dental clinics
- Written diagnosis of where the work jams and at which stage the patient drops off
- Processes ranked by what is at stake in each one, not by how easy they are to touch
- The Baseline of the chosen process, with today's numbers
- What can be expected from the improvement, in hours and in euros, with the calculation logic visible
- How the redesigned process would work and which of your systems it leans on
- Phased plan with concrete timelines and a fixed-price quote
- 45-minute session to present it and answer questions
- The questionnaire is written around how a dental clinic actually operates, not around a generic "company" form.
Request your audit slot
Limited slots · Response in under 24h
Frequently asked questions
Which clinic software do you work with?
With the leading Spanish dental software (Gesden, Klinikare, NS-Dental, Dentalink, Dendoo, Akeito, Infomed Software, Odontonet). And everything common: Doctoralia, Top Doctors, Google Workspace, Microsoft 365, WhatsApp Business API, Instagram Business. If your system is closed or old, we evaluate it in the audit.
How long does implementation take?
Phase 1 — the process that hurts most — goes live in 2–3 weeks from the moment we have access to your practice management software. That detail matters: it is usually the bottleneck, and we will not sell you a deadline that depends on something outside our control. If the system needs many integrations or complex validations it can stretch to 5–6 weeks, and we tell you that in the audit, not afterwards. Later phases follow on, each with its own fixed timeline.
Do I need an in-house technical team?
No. We handle everything: design, implementation, integrations and maintenance. Your team only needs a few days at the start to give us access to the systems and explain how the clinic works internally.
How much does it cost?
It depends on scope. A first implementation phase starts from €6,000, depending on the process and the integrations involved. Monthly maintenance is subscription-based from €290/month, no commitment. The initial audit from €490 is deducted in full from the project if you hire us within 30 days. And while any of the 3 slots remain, there's the Founder Pack: a €1,950 one-off with the full audit, Phase 1 and two months of maintenance included, in exchange for being able to publish your case.
Why do you charge for the audit when others give it for free?
Because ours isn't a 30-minute call. It's real analysis of your operation, a written diagnosis, and a roadmap with a fixed-price quote. The document is yours even if you don't hire us. Charging filters out clinics that aren't serious. So do we.
Is my patient data safe?
Yes. We work with providers that comply with GDPR. Your patient data stays in your clinic software — we connect it, we do not accumulate it. We sign an NDA if needed. The process respects each patient's informed consent for communication channels.
What happens after implementation?
The system goes live under monthly maintenance. We monitor, adjust and improve. If the clinic grows or you want to improve another process, we take it on. We don't disappear after delivery.
The real cost isn't the audit.
It's continuing to lose patients you already had.
Every week the clinic accepts a 20% no-show rate as "normal", those are patients who cost money to bring in and never sat in the chair. Multiply that by 12 months. And you do not have to solve all of it: the question is not whether improving is worth it, it is which process you start with.
Request my audit slot