How a Dental Group 3.1x’d Booked Appointments in 120 Days
A full-funnel patient acquisition system built to improve lead quality, reduce no-shows, and scale high-value treatment bookings.
Key Results
+168% increase in qualified patient enquiries
3.1x increase in booked appointments
-42% cost per lead
Results in 120 days
Client Overview
-
Industry:
Dental -
Business Type:
Multi-location dental group -
Market:
Metro and Tier-1 cities -
Core Services:
General dentistry, cosmetic dentistry, implants, orthodontics -
Growth Stage:
Scaling, but struggling with inefficient acquisition
About the Client
The client operates a growing dental group with multiple clinics. While they had excellent doctors and strong patient outcomes, their marketing system was producing inconsistent, low-quality leads and too many no-shows. However, despite healthy demand in their markets, growth felt unpredictable. Some weeks service bays were full, while other weeks technicians sat idle. Marketing spend kept increasing, but booked appointments did not scale proportionally. They didn’t lack demand — they lacked a reliable lead-to-booking system.
THE CHALLENGE
The Problem
Before working with Growth Heist, the group was facing:
Inconsistent appointment bookings
Rising cost per lead from ads
High percentage of low-intent enquiries
Too many no-shows and unresponsive leads
Website traffic that didn’t convert well
Over-reliance on one acquisition channel
Business Impact:
Chairs were not fully utilized. Doctors had open slots. Marketing spend was rising, but revenue and treatment acceptance were not scaling proportionally.
THE DIAGNOSIS
What We Found
After auditing their entire system, we discovered:
Generic landing pages for all treatments
No segmentation between high-value and low-value procedures
Weak trust elements and unclear treatment positioning
Slow and inconsistent follow-up from the clinics
No proper reminder or show-up system
No visibility into which leads became real patients
Conclusion:
They didn’t have a demand problem. They had a patient conversion and show-up problem.
THE STRATEGY
The Growth Strategy
We designed a full-funnel patient acquisition system focused on:
Treatment-specific demand capture (e.g., implants, aligners, cosmetic)
High-trust, conversion-focused treatment funnels
Lead quality filtering and segmentation
Speed-to-lead and appointment confirmation systems
Retargeting and long decision-cycle nurturing
Full-funnel tracking and performance optimization
Goal:
Build a predictable, scalable patient acquisition engine — not just generate enquiries.
THE EXECUTION
1
Acquisition Layer
- Rebuilt Google Ads structure around:
- Individual treatments
- High-value procedures
- Local and “near me” searches
- Individual treatments
- Launched supporting paid social for education and retargeting
2
Conversion Layer
- Built:
- Treatment-specific landing pages
- Clear consultation booking flows
- Trust-heavy pages with credentials, reviews, before/after
- Treatment-specific landing pages
- Simplified forms and booking processes
3
Follow-Up & Show-Up Layer
- Implemented:
- Instant lead response via SMS and calls
- Automated appointment confirmations
- Reminder and no-show reduction sequences
- Re-engagement for unbooked or dropped leads
- Instant lead response via SMS and calls
4
Optimization & Scaling
- Continuous:
- CPL optimization by treatment
- Funnel conversion testing
- Budget reallocation to high-margin services
- Quality-based optimization (not just volume)
- CPL optimization by treatment
THE RESULTS
In 120 Days:
- +168% increase in qualified patient enquiries
- 3.1x increase in booked appointments
- -42% reduction in cost per lead
- Significant improvement in show-up and treatment acceptance rates
Most importantly:
They went from inconsistent bookings to a reliable, scalable patient acquisition system.
BUSINESS IMPACT
- Higher chair utilization
- More high-value treatments booked
- Lower marketing cost per patient
- Better schedule predictability
- Strong foundation to scale to new locations
WHY IT WORKED
Treatment - level and funnel - level strategy
Full-funnel ownership from click to appointment
Focus on lead quality and show-up, not just volume
Tight integration between ads, pages, and follow-up
CLIENT QUOTE
“Our clinics finally run on a predictable patient flow system. We’re no longer guessing how many bookings we’ll get each month.”
Want Similar Results for Your Dental Practice?
Let’s build a predictable patient acquisition system for your clinics.
Services
Industries
San Diego
4370 La Jolla Village Drive Suite 320, San Diego, California 92122
Irvine
7700 Irvine Center Drive Suite 430, Irvine, CA 92618
Orlando
100 East Pine St, Orlando, FL 32801
New York
80 Broad St, New York, New York 10004
(619) 752-1955
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