How a Local Therapy Clinic Reduced No-Shows and Saved $2,700 Per Month With Automation

Running a therapy clinic means managing schedules, intake paperwork, reminders, billing, and constant follow-up — all while trying to stay focused on patient care. This clinic came to us because their front-desk team was drowning in repetitive administrative work. No-shows averaged 28%, phones rang nonstop, and intake paperwork piled up daily. Productivity was stalled — and revenue stability suffered.

They enrolled in the AE Elite Plan to streamline patient operations using automation.

The Operational Challenge

• Manual intake packets required staff involvement every time
• Appointments were booked over the phone only
• Staff physically confirmed appointments
• No-shows created unpredictable revenue
• Follow-ups happened “when someone had time”

This workflow model cost the clinic both money and momentum.

The Automation Systems We Built

Our Account Executive implemented an end-to-end automated Patient Experience System:

• Online scheduling + embedded website forms
• Automated SMS and email reminders
• Referral and follow-up sequences
• Digital intake workflows
• Staff alerts and workflows
• Contact tagging and status tracking
• Built-in performance dashboards

Staff simply reviewed the dashboard instead of chasing calls and paperwork.

The Measurable Results

Within 45 days:

✔ No-shows dropped from 28% to 9%
✔ Lead-to-appointment conversion increased 33%
✔ Administrative time reduced by 18 hours per week
✔ Revenue stabilized month-over-month

Financial Impact — Real Savings

18 hours/week × average loaded wage of $37.50/hr
= $2,700/month in savings

Those hours were refocused into:

• Care coordination
• Growth initiatives
• Patient communication
• Billing support

Bottom Line

Automation didn’t replace anyone — it empowered the team.
The clinic now scales operations without hiring additional admin support — and the patient experience is better than ever.

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