How a Vilnius Dental Clinic Got 41% More Patients — by Answering Calls at Night

A private dental clinic in Vilnius had a problem that most clinic owners recognise immediately: patients call after work hours — after 18:00, on weekends, during lunch — and nobody answers. The receptionist leaves at 17:30. The calls go to voicemail. Most patients don't leave a message. They call a competitor instead.

The clinic was losing 80+ unanswered calls per week. Each missed call was a potentially lost patient worth €150–400 over a single visit.

The real problem: patients want to book at inconvenient times

We asked the clinic's receptionist to track when most appointment requests came in. The result was surprising:

• 42% of booking requests came after 17:30 (when office is closed)
• 23% came during lunchtime (12:00–14:00, when receptionist was busy)
• 18% came on weekends
• Only 17% came during "easy" morning hours

In other words, the clinic was only reachable for 17% of its potential patients at the most convenient time. The other 83% had to try again, wait, or go elsewhere.

Solution: AI receptionist available 24/7

The clinic deployed an AI manager from xplai.eu in 5 working days. The AI was configured specifically for the clinic's needs:

• Answers WhatsApp, Telegram, and email messages within 30 seconds — day and night
• Knows the full list of services, prices, and available doctors
• Books appointments directly into the clinic's schedule system
• Answers common questions: insurance, preparation for procedures, parking, working hours
• Speaks Lithuanian, English, and Russian — covering all patient demographics in Vilnius
• Escalates complex medical questions to the doctor via notification

The human receptionist still handles in-person patients, complex cases, and phone calls during working hours. The AI handles everything outside of that — without interrupting the team.

What happened in the first month

The Google rating improvement surprised the clinic most. Several new patients specifically mentioned in their reviews that they booked because the clinic "responded immediately at 9pm on Sunday." One patient wrote: "I messaged 4 clinics on a Saturday night — only one replied. That's where I went."

How the deployment happened

What the clinic director said

"We were losing patients every day and didn't fully realise it. The AI doesn't just answer messages — it books appointments, explains procedures, and makes patients feel taken care of before they even walk through the door."

— Clinic director, Vilnius

Is this right for your clinic?

An AI receptionist works best for clinics that:

• Receive 10+ patient messages or calls per day outside working hours
• Have patients who ask the same questions repeatedly (prices, preparation, parking)
• Want to reduce the receptionist's time spent on routine enquiries
• Serve patients who speak different languages
• Want to improve their Google rating through faster response times

Cost breakdown

Setup with xplai.eu costs €499 one-time (AI configuration, testing, integration) plus €89–149/month subscription depending on message volume. The first month is included in the setup fee — no subscription until you're satisfied.

For this clinic, the investment paid back in less than 3 days — one recovered patient covered the entire monthly subscription cost.