From 30% Booking Rate
to a Full, Self-Running Calendar
Bloom Dental Studio was losing 70% of its website leads before anyone ever picked up the phone. Here's how we replaced manual follow-up with a complete GHL automation system — and gave the front desk their time back.
The Challenge
A busy clinic running on manual effort
Bloom Dental Studio in BGC, Metro Manila attracts about 20 website leads per month — but only 6 of them were actually booking. The front desk team was handling every confirmation call, reminder, and no-show follow-up by hand, with no system in place to catch what slipped through the cracks.
Only 6 out of every 20 monthly website leads converted to an actual appointment — the rest were lost to delayed or absent follow-up.
Confirmation calls, appointment reminders, and no-show recovery were handled entirely by staff — time-consuming, inconsistent, and exhausting.
More than one in three scheduled patients didn't show up, with no automated system to send timely reminders or recover missed slots.
There was no structured moment to introduce the PHP 15,000 premium whitening offer — revenue from consulting patients was being left on the table.
What I Built
A full patient acquisition and retention system in GHL
Every piece was designed to work together: attract leads, convert them to booked appointments, reduce no-shows, and create the right moment for a whitening upsell — all without adding to the front desk's workload.
- Business Requirements Summary (BRS)Discovery documentation capturing Bloom's lead flow, manual pain points, offer stack, and SMART goals — the strategic foundation for everything that followed.
- Marketing Automation Strategy DocumentFull strategy covering funnel architecture, pipeline stages, tag schema, and nurture sequences tailored to Dr. Chloe's patient acquisition goals.
- Integrated Campaign PlanTOFU/MOFU/BOFU funnel map with per-stage conversion targets, channel direction (Meta ads + organic SEO), and chokepoint analysis.
- GHL Funnel BlueprintFull funnel design — landing page → booking calendar → thank you page — with conditional logic, pipeline stage mapping, and CRM tag schema.
- Landing Page Copy DeckSection-by-section copy for the free consultation page: hero, PAS block, benefit bullets, social proof, FAQ, and dual CTAs — ready to paste into GHL's builder.
- Email + SMS SequenceMulti-step nurture and reminder sequence: instant inquiry response, appointment confirmation, 24-hour reminder, day-of SMS, post-visit follow-up, and whitening upsell introduction.
- GHL Workflow SpecNamed workflows with trigger conditions, action blocks, wait timers, if/else branches, and tag assignments — spec'd for direct build inside GoHighLevel.
- Analytics Plan + KPI Dashboard Design30-day KPI framework, funnel stage metrics, A/B test priorities, and a dashboard layout designed for a monthly client-facing performance review.
Live Project
The landing page, built and live
The consultation funnel is live and bookable. The page leads with Bloom's core promise — transparent pricing, zero pressure — and drives visitors directly into GHL's booking calendar.
My Process
Seven skills. One connected system.
Each stage built directly on the last — so by the time I reached the workflow spec, every trigger condition, tag name, and timing decision was already grounded in strategy, not guesswork.
Automation Built
Six workflows. Zero manual follow-up.
Every patient touchpoint — from the first form fill to the six-month recall — is now handled automatically inside GoHighLevel.
Fires within 60 seconds of form submission or missed call. Sends branded SMS + email, tags contact as new-inquiry, and routes to booking pipeline.
Triggered when appointment is booked. Sends confirmation email + SMS with clinic address, prep notes, and a "what to expect" intro to build show-rate confidence.
Multi-step reminder flow: 48-hour email, 24-hour SMS, and a day-of SMS 2 hours before the appointment. Reduces no-shows without requiring front desk calls.
Fires when appointment status is marked "No Show." Sends a warm recovery SMS within 1 hour, followed by a 48-hour rescheduling email with a direct booking link.
Triggered 24 hours after an attended consultation. Introduces the PHP 15,000 Premium Whitening offer with a before/after framing email and a 72-hour follow-up SMS if no response.
Long-term retention workflow. Fires 5.5 months after the last completed appointment, prompting patients to book their next cleaning before the reminder window closes.
Client Voice
What the team experienced
"The reminder sequence alone changed everything for us. I used to spend two hours a day on confirmation calls. Now it just happens."
"For the first time, we have a consistent way to present the whitening offer. It doesn't feel pushy — it just shows up at exactly the right moment."
"Leads used to just disappear. Now every new inquiry gets a real follow-up, and I can actually see where each one is in the pipeline."
Projected Outcomes
What this system is designed to deliver
Based on the automation architecture and benchmark data from comparable dental clinic funnels. Measured over a 90-day post-launch window.
This is a portfolio case study built as part of Libre Academy Fast Track Workshop. Bloom Dental Studio is a fictional client. All projected outcomes are benchmarked against real automation data from comparable dental clinic funnels and are illustrative of what the system is designed to achieve.
Want a system like this for your clinic?
Let's map out exactly which parts of your patient journey could run on automation — so your team can spend more time with patients, and less time chasing leads.