The AI scheduler for dental clinics — for the "can I move my appointment" text sent between patients
Total Ops reads every WhatsApp message, email and chatbot enquiry that reaches reception, then actions it — appointments moved, cancellations refilled, treatments quoted and pain triaged.
Pick an enquiry type in the diagram to see what a patient message triggers, which practice data it pulls, and what the patient receives back.
With Total Ops on reception, your diary keeps filling while the surgery is closed.
Case study — Bright Bite Dental
How Total Ops helped Bright Bite Dental book 9 in 10 WhatsApp enquiries straight into the diary
Bright Bite's days feel calmer. Reception stays with the patient in the chair instead of being pulled in three directions, the diary fills itself out overnight, and nobody arrives in the morning to a backlog. The team has time again for the things that make a practice feel good to visit — proper treatment conversations, hygiene recalls that actually get followed up, and training time that used to be the first thing sacrificed. Clinicians finish closer to time, and the practice has room to take on more patients without adding front-desk hours.
10h
of reception time returned every week
+31%
more new patient appointments, with treatment conversations protected
Training
time protected instead of sacrificed for inbox cover
-38%
fewer no-shows, keeping chairs filled and days calmer
“Late-night whitening and implant enquiries are in the diary by morning, with the right clinician and the right slot length.”
Dr. Sarah Chen
Principal Dentist, Bright Bite Dental
What it actions
Diaries filled, patients booked, gaps closed.
Reschedules and cancels appointments against live clinician and chair availability
Reschedules and cancellations are handled against live clinician and chair availability, so a patient moving a crown fit gets a slot with the right dentist and the right appointment length — not a callback request that ties up reception.
Refills cancellation gaps from the waiting list before the day starts
A cancellation at 8am is revenue lost by 9am. The actioner works your waiting list in order, offers the freed slot to the patients most likely to take it, and confirms the first acceptance automatically.
Quotes treatments from your own price list with finance options attached
Treatment enquiries are quoted from your own price list — implants, aligners, whitening, hygiene — with finance options and next steps attached, so private enquiries convert instead of going cold overnight.
Triages pain and emergency messages against your clinical urgency rules
Pain and swelling messages are triaged against your clinical urgency rules, escalated to the on-call clinician when they meet your thresholds, and given clear holding advice in your own wording when they don't.
Sends recall reminders, pre-op instructions, receipts and aftercare documents
Recalls, pre-op instructions, receipts and aftercare documents go out on schedule and keep going until the patient responds, which quietly lifts hygiene attendance and cuts post-treatment phone traffic.
Logs every message and action against the patient record for the practice
Every patient message and action is logged against the record for the practice, so nurses and reception see the full trail and nothing depends on someone remembering a conversation.
SECTOR BY SECTOR
Other Industries That Trust Us
Whatever you do, we learn how enquiries work in your world — then handle them exactly the way your customers expect.
Estate Agents
Ask about a listing on WhatsApp, chatbot or email, and get matched to the right property with a viewing booked in — before another agent even replies.
40% faster viewing bookings
Beauty Salons & Spas
Pricing, availability, and the booking itself — handled in one reply, whether the client messaged on WhatsApp, your chatbot, or email.
3x more bookings converted
Accountants
Chasing documents used to mean chasing people. Now reminders go out, deadlines get tracked, and every reply is logged automatically.
3x more bookings converted
Law Firms & Conveyancers
Case updates and document requests are actioned the moment they land — so nothing sits waiting for a paralegal to get to it.
50% faster case turnaround
Marketing Agencies
New business enquiries get qualified, briefed and booked with a strategist automatically — and quiet proposals get chased without anyone leaving client work.
44% more discovery calls
Estate Agents
Ask about a listing on WhatsApp, chatbot or email, and get matched to the right property with a viewing booked in — before another agent even replies.
40% faster viewing bookings
Beauty Salons & Spas
Pricing, availability, and the booking itself — handled in one reply, whether the client messaged on WhatsApp, your chatbot, or email.
3x more bookings converted
Accountants
Chasing documents used to mean chasing people. Now reminders go out, deadlines get tracked, and every reply is logged automatically.
3x more bookings converted
Law Firms & Conveyancers
Case updates and document requests are actioned the moment they land — so nothing sits waiting for a paralegal to get to it.
50% faster case turnaround
Marketing Agencies
New business enquiries get qualified, briefed and booked with a strategist automatically — and quiet proposals get chased without anyone leaving client work.
For businesses getting a wider mix of enquiry types that need real back-and-forth, with information pulled from your systems before a reply can be actioned.
Scope at this tier
✓Bespoke build on one channel (WhatsApp, email or chatbot)
✓Integrated with your existing systems to pull live data
✓Several distinct enquiry types, each handled end to end
✓More back-and-forth before the action is complete
Add your team's monthly wage bill and the hours they lose to enquiries each week.
Per week
£665
Per month
£2,880
Per year
£34,560
That's roughly 83 working days a year on enquiry admin, at an effective £55/hour. Most of it is work we can action for you.
How we work
1Book a meeting20 minutes, no prep needed
2DiscussionWhere enquiries land and stall
3Audit of systemsInbox, CRM, diary, rate card
4DevelopmentYour actions built and tested
5Roll outLive, monitored, tuned weekly
✓ Every channel running itself
Our Partnerships
Ensuring full business coverage.
Xero
QuickBooks
Sage
HubSpot
Salesforce
Slack
Microsoft 365
Google Workspace
Stripe
Shopify
Zapier
Calendly
Pipedrive
Xero
QuickBooks
Sage
HubSpot
Salesforce
Slack
Microsoft 365
Google Workspace
Stripe
Shopify
Zapier
Calendly
Pipedrive
Not on the list? Integration still available.
Practice FAQs
What dental practices ask us first
Will it give clinical advice to patients?
No. It triages against the rules your clinicians set, gets the patient into the right urgency slot and briefs the duty clinician with a symptom summary. Anything clinical is answered by your team, never on their behalf.
Is patient data handled safely?
Patient information is used only to action that patient's enquiry, access is scoped to your practice, and every action is written to an exportable audit trail for your information-governance records.
Does it just reply, like an auto-responder?
No. The appointment is actually moved, the old slot released, the waiting-list patient messaged, the receipt sent. The reply the patient reads is confirmation the work is already done.
Can it fill last-minute cancellations?
Yes — that's one of the highest-value flows. It detects the gap, matches treatment type and duration, and works your waiting list in priority order until the slot is confirmed.
Will it quote treatments accurately?
Pricing comes from your own treatment list and plan tiers, with the caveat that a consultation confirms the final plan. Bespoke or complex cases are routed to the practice rather than priced automatically.
Does it work with our practice-management software?
It connects to the systems you already run — your practice-management and diary software, Microsoft 365 or Google Workspace, WhatsApp Business and your website chatbot — so bookings land in the real diary.
What about complaints or safeguarding messages?
These are never auto-handled. They're detected, summarised with the full thread and escalated immediately to the practice manager or named lead.
Xero
QuickBooks
Sage
HubSpot
Salesforce
Slack
Microsoft 365
Google Workspace
Stripe
Shopify
Zapier
Calendly
Pipedrive