How Wolfe Dental turned 500 missed calls per month into $140k of added production

Summary

Wolfe Dental is a two-location dental group serving over 6,000 active patients in the greater Portland area, with a mix of general dentistry and specialty services. The practice brings in 160 to 200 new patients per month and spends over $100,000 annually on marketing to keep that pipeline full. But a strong top of funnel only matters if you can capture the demand it generates.

For Wolfe Dental, too much of that demand was slipping away: calls were going unanswered and web visitors did not have a reliable way to book online. Arini closed both gaps.

Challenge

With only one receptionist per location and a high call volume across both sites, Wolfe Dental was missing as many as 500 calls a month. Their answer rate had dropped into the high 60s and low 70s. The core challenges were:

• After-Hours Blind Spot: Patients driven by weekend and evening marketing campaigns were calling when nobody was there to answer, hitting voicemail and moving on.
• Front Desk Overload: With only one receptionist per location, staff were constantly pulled in two directions. Even routine tasks like answering insurance questions meant cross-referencing outdated sheets mid-call, often leaving in-office patients waiting.
• Wasted Marketing Dollars: Spending over $100,000 a year on marketing while watching new patient calls go unanswered over the weekend made the ROI impossible to defend.


The leakage went beyond missed calls. A growing share of marketing-driven patients were landing on Wolfe's website ready to book, but their existing online scheduling option was limited and unreliable, leaving patients without the flexibility to book the appointment types they needed. As Jeff noted, these tend to be younger patients who simply expect to handle things online rather than picking up the phone. Without a way to properly meet them there, Wolfe Dental was losing a segment of its own marketing-generated demand every day.

Solution

In August 2025, Wolfe Dental deployed Arini to cover overflow calls during business hours and take over entirely after hours. The Arini agent was trained on Wolfe’s full set of protocols, including new patient intake, consult scheduling, emergency triage, hygiene bookings, and more. The team also trained the agent to handle all types of patient questions, from insurance coverage to services and scheduling policies, answering patient questions accurately every time without staff involvement. Arini started handling the full range of patient inquiries and appointment types with zero staff involvement.

Results

The results showed up on both fronts. Arini began answering an average of about 500 after-hours and overflow calls per month that had previously gone to voicemail, reducing missed calls by 10x to around 50. The remaining missed calls were ones Arini transferred to the front desk for follow-up on complex billing or clinical questions that staff didn't pick up.

became the single source of truth for the practice

Not only was Arini handling phone calls, and more importantly, it was filling gaps in the schedule. In the first full month of going live, Arini booked Wolfe Dental $34,000 in total production value across both locations from appointments that previously would have been lost entirely. The front office team went from skeptical to fully reliant: staff started letting calls ring to Arini on purpose, trusting it to handle everything correctly.

Arini has not slowed down for Wolfe Dental ever since. From September 2025 to April 2026, Arini booked $134k in total production for Wolfe’s two locations. Beyond covering the phones and filling the schedule, Arini became a knowledge base for the company. As Jeff put it, "Arini answers new patient insurance questions better than my own staff does." Ultimately, Arini helped closed the gap that $100,000 in annual marketing spend had failed to capture.

Closing

Wolfe Dental's experience shows what happens when you close both gaps at once. Arini answered the calls that used to hit voicemail and gave web visitors a way to book without ever picking up the phone. The result was more new patients, less stress on the front desk, and a marketing budget that finally had somewhere to land.

For any multi-location group spending on growth and watching intent slip away after hours, the opportunity is already there. The patients are already calling, already searching, already ready to book. Arini makes sure none of them leave empty-handed.