Mastering New Patient Calls: The Power of Training and Tracking
Why Training Matters with Scheduling Institute
At the Scheduling Institute, our 5-Star Telephone training program is meticulously designed to transform how your team interacts with patients over the phone. By focusing on effective communication strategies, practices have reported a substantial increase in new patient appointments. But what makes our training truly effective?
- Optimizing Phone Interactions for Maximum Conversions
We’ve designed our training to specifically boost new patient conversions by 10-40% in the first 90 days with no additional marketing. By teaching your front desk team how to manage objections and schedule effectively, we help turn every phone call into an opportunity. Our training isn’t just about answering the phone—it’s about creating meaningful interactions that drive appointments and retention.
- Building Confidence at the Front Desk
Your front desk team is often the first impression potential patients will have of your practice. Training them to confidently manage phone calls not only improves how they handle patients but also how they manage pressure and make decisions on the fly. Our training focuses on role-playing, real-world scenarios, and empowering your team to excel in every conversation.
- Setting Your Practice Apart
In today’s competitive healthcare environment, practices that excel at customer service are the ones that thrive. With Scheduling Institute’s 5-Star Telephone training, your team will learn the skills they need to handle each call with professionalism and care, setting your practice apart from others. This training helps you retain patients by creating positive, lasting impressions, ensuring they don’t just book one appointment—they return again and again.
- Measurable Results
At the Scheduling Institute, we’re committed to helping you achieve tangible outcomes. Practices that implement our 5-Star Telephone training have seen substantial increases in new patient bookings, improved patient retention, and reduced call abandonment. By providing your team with the right tools and strategies, we help you track progress and continue improving over time.
Optimizing Front Office Efficiency with Peerlogic Analytics
In a busy dental practice, the front office plays a critical role in managing patient interactions, scheduling, and overall operations. However, without clear visibility into call trends and team performance, practices may miss valuable opportunities to improve efficiency and patient experience.
Peerlogic’s advanced analytics and tracking capabilities provide front office teams with the insights they need to work more effectively. By analyzing real-time data, practices can:
- Identify Missed Opportunities
Track unanswered calls and follow up to capture more appointments.
- Enhance Team Performance
Monitor call handling to ensure consistent and effective patient communication.
- Improve Scheduling Efficiency
Analyze peak call times to optimize staffing and reduce bottlenecks.
- Increase Appointment Conversions
Understand call patterns to refine patient engagement strategies.
By leveraging AI-driven insights, dental practices can create a more efficient and responsive front office, improving both operational performance and patient satisfaction.For practices looking to enhance their front office workflows, Peerlogic provides the tools to make data-driven decisions that drive measurable results.
Real Results from a Practice Using Scheduling Institute + Peerlogic
A private dental practice that integrated a Scheduling Institute Training with Peerlogic’s AI-driven call insights saw incredible improvements in front desk performance and new patient acquisition:
By combining Scheduling Institute’s expert training with Peerlogic’s AI-driven insights, dental practices can create a powerful system for maximizing new patient opportunities. Training ensures that front office teams communicate effectively and convert more calls into appointments, while AI-driven tracking provides real-time insights to optimize performance. The result? Optimized patient interactions, fewer missed opportunities, and significantly increased revenue.This is the power of training + technology—a proven formula for improving scheduling efficiency, enhancing the patient experience, and driving measurable practice growth.
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Elevating Our 2025 Event Strategy
Agent-based modeling (ABM) is a computational framework that simulates the actions and interactions of autonomous agents to gain insights into system-level behavior and outcomes. Applying ABM to LLM evaluation allows for the following:
- High-Fidelity Simulations
Crafting realistic clinical scenarios where agents interact dynamically, mirroring real-world complexities.
- Workflow Impact Assessment
Evaluating how LLM agents influence clinical workflows, including task completion and decision-making processes
- Comprehensive Metrics
Assessing chat quality criteria, engagement levels, user frustration, function generation, parameter extraction, and routing capabilities.
Challenges in Testing Conversational Agents
Testing agents is often tedious and repetitive, requiring human validation of response semantics. The dynamic nature of agent interactions presents challenges:
- Semantic Validation
Ensuring responses are contextually appropriate and semantically accurate.
- Dynamic Conversations
Managing unpredictable multi-turn dialogues.
- Automation Integration
Incorporating testing into existing CI/CD pipelines without disrupting workflows.
Peerlogic's Evaluation Framework
To overcome these challenges, Peerlogic's evaluation framework offers:
- Simulator for Environment Creation
The simulator creates a high-fidelity clinical environment where simulated patients, each with a unique persona, interact within practices configured to match their offered procedures. This approach provides a dynamic and realistic evaluation landscape, contextualizing the environment to reflect real-world dental workflows.
- Quantitative Analysis of Tool Calling and Parameter Extraction
We quantitatively analyze the agent's ability to call appropriate tools and accurately extract necessary parameters, ensuring the agent performs tasks correctly.
- LLM as Judge for Automated Evaluation
We automate the evaluation process by leveraging LLMs as judges. The LLM acts as an evaluator, validating the agent's responses and actions and producing results for automatic tests without manual intervention.
- Concurrent Multi-Turn Conversation Orchestration
Simulating multiple dialogues simultaneously to assess agent performance under varied conditions.
- CI/CD Pipeline Integration
Automating agent testing within continuous integration and delivery processes to streamline development.
- Detailed Performance Summaries
Generating comprehensive reports, including conversation histories, test pass rates, and reasoning for pass/fail outcomes.
Quantitative Analysis and Automated Evaluation
Our framework quantitatively assesses vital aspects of agent performance:
- Tool Calling Efficiency
Evaluating how effectively the agent selects and invokes appropriate tools during interactions.
- Parameter Extraction Accuracy
Measuring the agent's precision in extracting necessary parameters from conversations.
- Automated Validation with LLM as Judge
Employing an LLM to automatically validate the agent's responses within the simulation environment, reducing the need for human oversight.
Conclusion
By employing agent-based modeling to evaluate LLM-based conversational agents in dental healthcare, we gain nuanced insights into their capabilities and limitations. Peerlogic overcomes traditional, labor-intensive evaluation methods by quantitatively analyzing tool usage and parameter extraction and automating the process using LLMs as judges—enhancing assessments and contributing to improved patient outcomes by ensuring AI agents operate effectively and safely within dental workflows.
A New Way to Connect with Dental Industry Leaders
For years, Peerlogic has attended major dental conferences, exhibiting on the show floor and engaging in traditional networking opportunities. While these events are valuable, they often don’t provide the deep, one-on-one conversations that drive meaningful partnerships.
At WMPO, we took a different approach. Instead of a standard booth, we hosted a private suite, inviting professional dentists, practice owners, and industry influencers to join us for an exclusive experience. This setting allowed us to engage with our guests in a relaxed, social environment—far from the usual crowded expo hall.
The result? Deeper, more meaningful discussions about how Peerlogic’s AI-driven solutions can streamline dental practice operations, increase revenue, and enhance the patient experience. The combination of a world-class sporting event with high-level business conversations created an unforgettable experience for our guests—and for us.
Elevating Our 2025 Event Strategy
- Prioritizing Experiential Marketing
Traditional trade show booths still have a place, but we’re doubling down on curated, high-touch experiences that foster stronger relationships. Whether it’s VIP gatherings, private dinners, or exclusive networking events, we’re focused on quality over quantity.
- Fewer but More Impactful Events
Instead of spreading ourselves thin across every dental conference, we’re selecting events where we can maximize engagement and ROI. That means investing in opportunities where we can provide real value to attendees while showcasing the power of Peerlogic.
- Creating Unforgettable Moments
The feedback from WMPO was overwhelmingly positive, with guests appreciating the opportunity to connect in a setting that felt natural and engaging. Moving forward, we’re prioritizing experiences that create lasting impressions and strengthen our relationships with dental professionals.
- Leveraging Peerlogic’s AI in Event Engagement
Our AI-driven communication solutions aren’t just for dental practices; they’re also helping us optimize our event outreach. From personalized pre-event messaging to AI-assisted follow-ups, we’re ensuring that every connection we make turns into a valuable partnership.
The Future of Peerlogic’s Event Presence
The Waste Management Phoenix Open was more than just a successful event—it was a turning point in how we approach marketing and events. In 2025, Peerlogic is committed to providing unique, high-value experiences that redefine how we engage with the dental industry.
If you’re attending an event where Peerlogic will be present this year, expect something different. We’re not just showing up—we’re creating memorable experiences that will shape the future of AI-driven solutions in dentistry.
See you at our next event!
Introducing Peerlogic's AMAA Solution
Peerlogic addresses these issues with its Advanced Multi-Agent Architecture (AMAA), leveraging the latest in Large Language Models (LLMs). AMAA maximizes the conversion of phone calls into appointments by integrating advanced natural language understanding with AI-driven decision-making.
How AMAA Works
AMAA's multi-agent architecture features specialized agents collaborating to handle complex tasks. By modeling patients and environments with structured data—such as practice details, patient information, and conversation histories—AMAA enhances patient interactions and streamlines appointment scheduling. It adeptly manages conversational nuances like topic shifts and colloquial speech to ensure accurate and efficient communication.
Key Capabilities and Features
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AMAA's architecture includes a lead agent orchestrating subordinate agents, each with a unique persona and specialized tools. This structure breaks down complex problems into manageable tasks, enhancing robustness and efficiency. A memory component allows agents to store and retrieve information, supporting informed decision-making.
Agent Capabilities
- Reasoning
Advanced abilities enable agents to make informed decisions and solve novel problems.
- Planning and Execution
Integration of planning mechanisms allows dynamic adaptation to challenges.
- Tool Utilization
Agents can invoke tools, interact with data sources, and access APIs for complex tasks.
Performance and Adaptability
AMAA effectively tackles multi-step problems, enhancing patient interactions and streamlining workflows. Its adaptability is enhanced by sophisticated planning and human feedback integration, making it a powerful solution for dental practices aiming to optimize operations.
Conclusion
Dental practices adopting AMAA can expect improved efficiency and a significant increase in patient acquisition and retention, strengthening their competitive position in the market.
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