Overview
Northgate Dental is booking around 40 new patient enquiries a month, but the front desk estimates that roughly a third never get called back within the day, and the online booking form fails on mobile. The goal of this engagement is a booking flow that captures every enquiry and confirms it automatically, so the practice stops losing patients it has already paid to attract.
Why it works: Their situation and their number, before anything about us. The client should recognise their own last team meeting here.
Approach
Phase 1 — Audit the current enquiry path end to end and document where enquiries drop. Phase 2 — Rebuild the booking form as a mobile-first flow with automatic email and SMS confirmation. Phase 3 — Launch, monitor for two weeks, and hand over with a one-page operating guide for the front desk.
Why it works: Three phases, each ending in something visible. Phasing answers the unspoken 'how do I know this is going well' question.
Deliverables
1. Enquiry-path audit document with drop-off points. 2. Rebuilt booking form, mobile and desktop. 3. Automated confirmation email and SMS templates. 4. Two rounds of revisions on the form design. 5. One-page front-desk operating guide. 6. Two weeks of post-launch monitoring.
Why it works: Countable items. A client cannot argue about whether six numbered things were delivered.
Out of scope
Practice management software migration, patient record data entry, paid advertising, and ongoing content updates after handover. Each is available as a separate quoted engagement.
Why it works: The single most profitable paragraph in the document. Every omission here is work you would otherwise do free.
Timeline
Kickoff 4 March. Audit delivered 11 March. Form build complete for review 25 March. Launch 1 April. Handover 15 April. Dates assume feedback within three business days at each review; later feedback moves subsequent dates by the same number of days.
Why it works: Dates plus the dependency. This is what keeps a slow client review from becoming your missed deadline.
Investment
Essential — $2,400: audit, rebuilt booking form, email confirmation. Recommended — $3,600: adds SMS confirmation, front-desk guide, two weeks monitoring. Complete — $5,200: adds a three-month optimisation retainer at one review per month. 50% on kickoff, 50% on launch. Work beyond scope is quoted in writing at $110/hour before it begins.
Why it works: Three tiers change the question from yes-or-no to which-one. The middle option is the one written to be chosen.
Why us
We rebuilt the enquiry flow for Bridge Street Orthodontics last year; their same-day callback rate went from 61% to 94% within two months, with no added front-desk staff. Happy to introduce you to their practice manager.
Why it works: One relevant result with a number, plus a reference offer. Relevance beats a long portfolio every time.
Next step
Accept this proposal at the link below and we will hold a 4 March kickoff. This pricing is held until 21 February. If a smaller first phase suits you better, the audit alone is $600 and credits fully against any tier.
Why it works: One action, a deadline, and a smaller yes for the client who is nearly there.