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1 of 14. The product

The product, screen by screen.

Fourteen screens show what your dental clinic gets, what it looks like and how it works, from the audit to the attended visit.

We recover four kinds of revenue · Example

  • Missed callsMon 13:20 · no voicemailUnanswered
  • Overdue patientsMarta S. · last hygiene visit in March7 months
  • Open treatment plansCarlos M. · implant and crown 36€2,070
  • Empty chairsWed 15:30 · cancellation€80

2 of 14. The audit

Before you pay, you see your clinic's numbers.

  • We work from three simple exports: calls, patients and open treatment plans.
  • The audit is free and takes 1 to 2 weeks.
  • You decide after seeing the report, in a 30-minute meeting.

Example one-page report: identifiable opportunity of €34,500, split into missed enquiries (€4,800), overdue patients (€11,200) and open treatment plans (€18,500). Realistically recoverable in 90 days: €9,000 to €15,000. Recommended next step: 90-Day Revenue Recovery Sprint, €3,000.

3 of 14. Missed calls

Anyone you miss on the phone gets a message.

  • Unanswered, busy and after-hours calls come through to us.
  • About a minute later, the caller gets a text from the clinic, with a link to carry on in WhatsApp.
  • The text says it's automated. When the patient replies, a person on our team approves every reply.

At 13:20 a call goes unanswered. At 13:21 the caller's phone shows a text message: “Good afternoon. This is the automated assistant at Clínica Dentária da Estrela. We saw you called and couldn't answer. You can carry on the conversation in WhatsApp: wa.me/351213000000. If you'd rather talk to a person, just say so and reception will call you in opening hours.” At 13:26 the caller replies in WhatsApp and the conversation reaches the inbox.

4 of 14. Approval

A person approves every reply.

  • The assistant drafts. Our team checks it, edits it or takes over.
  • Automatic messages, like the first reply to a missed call, use wording the clinic approved before launch.
  • No clinical advice. If the patient replies STOP, we don't write again.

In WhatsApp, Rui writes that he'd like to book a clean. In the inbox, the conversation is marked “Needs approval”. The draft offers Thursday at 17:30 or Friday at 18:00. Sofia, on the Voltara team, clicks “Approve and send”, and the message reaches Rui.

5 of 14. Overdue patients and plans

The patients you already have book again.

  • We start from the clinic's own list: overdue check-ups and hygiene visits, unbooked treatment plans.
  • Each message only says what's true: the visit, the date and who proposed it.
  • A clinical question goes to the dentist, who answers in their own words.

The recovery list shows four patients: Marta booked her hygiene visit, Paulo is on contact 2 of 3, Carlos asked a question about his treatment that went to Dr Ana, and Jorge asked us to stop. On the phone, Carlos asks whether the treatment hurts; the assistant passes the question to Dr Ana, who replies the same day.

6 of 14. Confirmations

Patients confirm their appointment before the day.

  • 48 hours before, the patient gets a message and replies YES, NO or CHANGE.
  • If they don't reply, and the clinic wants it, the automated assistant calls 24 hours before, from a clinic number.
  • It says it's automated in its first sentence. Anyone who asks for a person gets a call from reception, in opening hours.

On Wednesday 14 October's list, Paulo and Inês confirmed by message. Helena didn't reply to Monday's message and on Tuesday gets a call from the automated assistant at Clínica Dentária da Estrela. In its first sentence, the assistant says it's an artificial intelligence system and that Helena can ask for a person. On the call, Helena cancels her 15:30 appointment.

7 of 14. Gaps refilled

A free slot goes straight to the waitlist.

  • When someone cancels, we offer the slot to three people at a time, starting with open plans and overdue check-ups.
  • The first YES gets the slot on hold.
  • Reception confirms it in the diary, and only then does the patient get the booking.

Wednesday's 15:30 slot goes to three people on the waitlist: Clara, with a crown to book, Luís, overdue for hygiene, and Nuno, who wants an earlier check-up. Luís replies YES first and the slot goes on hold. Reception gets the alert “15:30 slot on hold, confirm in the diary” and confirms it. Only then does Luís get the booking.

8 of 14. The 08:00 summary

At 08:00, your team knows how the day looks.

  • A short summary: confirmations, open gaps, refilled gaps and who might not show.
  • Every week, from the clinic's own records: the gaps, what they're worth in euros, how many we refilled and the no-show trend.

Example of Wednesday's 08:00 summary: 18 appointments, 17 confirmed, 1 to confirm, a gap at 11:30 being offered to the waitlist, the 15:30 gap refilled, and 2 patients at risk of not showing. On the weekly card: 9 gaps worth €1,240, 6 refilled worth €820, and no-shows down from 7 to 2 over four weeks.

9 of 14. Reviews and membership

We ask every patient for a review.

  • Once a year, after an attended visit, to every patient who hasn't opted out of the clinic's messages. We offer nothing in return, as Google's rules require.
  • Every request says how to stop these messages.
  • If the clinic wants a monthly prevention plan, we help design it. The clinic sets the price, sells it and checks it with its own lawyer against the rules of the Portuguese Dental Association.

Example message sent after the visit: “Thank you for coming in today, Marta. We ask all our patients for a Google review. If you'd like to leave one, it's here. If you'd rather not get these messages, reply STOP.” Next to it, an example chart shows new reviews per month rising from 6 to 24. The membership card shows: check-up and hygiene at the interval the dentist sets, a written contract with a cancellation period, price and discount set by the clinic.

10 of 14. The report

In the report, only attended visits count.

  • Contacted, replied, booked, attended: each step shown separately.
  • Production uses the clinic's own prices.
  • We compare it with the €3,000 sprint fee.

Example sprint report: 243 patients contacted, 61 replied, 28 booked and 21 attended. The 7 bookings without an attended visit don't count. Attributable attended production: €11,460, 3.8 times the sprint fee.

11 of 14. Who does what

Your clinic does five things. We do the rest.

  • By default we work from simple exports. Nobody needs to give us access to the clinic's software.
  • We hold slots and reception confirms them in the diary. If the clinic connects us to its diary, and the software allows it, we book them ourselves.
  • We adapt the messages, hours, rules and tone to your clinic.

Your clinic5 tasks

  1. Sends three simple exports.
  2. Forwards unanswered calls.
  3. Answers the clinical questions we pass on.
  4. Confirms in the diary the slots we hold.
  5. Reads the report and decides.

Voltara14 tasks

  • We run the audit
  • We set up WhatsApp, SMS and voice
  • We reply to missed callers
  • We write and check every reply
  • We contact overdue patients
  • We follow up open treatment plans
  • We confirm every appointment
  • We call anyone who doesn't reply
  • We offer gaps to the waitlist
  • We hold slots for reception to confirm
  • We send the 08:00 summary
  • We ask for Google reviews
  • We help design the membership plan
  • We write the report

12 of 14. Software or service

Keep your software. We do the work.

  • Your diary software keeps sending its reminders. Your team installs nothing new.
  • An app needs someone at the clinic to work the lists. Here, our team contacts your patients every week.
  • €3,000 for 90 days, with an end date. No annual contract.

Three-column comparison. Diary software: the clinic's team works the lists, it measures messages sent, often on an annual contract. Virtual receptionist: answers calls, measures calls answered, paid monthly. Voltara: our team contacts the patients, measures attended visits at the clinic's own prices, 90 days with an end date.

13 of 14. If something goes wrong

Six things that can go wrong, and what we do.

  • We sign the GDPR data processing agreement and a confidentiality declaration before we receive any list.
  • On automated calls, the assistant says it's automated in its first sentence.
  • Anyone who replies STOP comes off every clinic list the same day.

Six situations and our response. A patient doesn't want messages: they reply STOP and come off every list the same day. A clinical question: it goes to the dentist; the assistant gives no clinical advice. Patient data: GDPR agreement and confidentiality declaration signed, and we delete the exports if the clinic doesn't go ahead. Two patients want the same slot: reception confirms it in the diary before we tell the patient it's booked. An automated call: it says straight away that it's an automated assistant, and anyone who asks for a person gets a call from reception, in opening hours. A message that sounds like advertising: the clinic approves the wording before launch, with no 'free' and no deadlines.

14 of 14. Price and next step

It starts with a free audit.

Request a free audit

We'll reply within one working day.

  1. Audit1 to 2 weeks · no commitmentFree
  2. 90-Day Revenue Recovery SprintOnly if the audit justifies it · ends on day 90€3,000
  3. Monthly serviceOnly if the numbers justify itOptional

A new website for your clinic, at no cost, when you go ahead with the SprintIncluded with the 90-Day Revenue Recovery Sprint.

The guarantee, in writing

If the sprint produces less than €3,000 of attributable attended production, under the rules agreed before launch, we keep going for one more month at no service fee. You can then stop with no ongoing commitment.

  • No lock-in
  • No new software for your team
  • Your numbers first