Case Study
Wellness Dental Studio
Case Study
Wellness Dental Studio
How Wellness Dental Studio
Improved Lead Management
with Smart Automation
Client Background
Wellness Dental Studio is a respected dental clinic in Singapore offering gentle, high-quality dental care from implants and cosmetic treatments to everyday dentistry.
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Their leads came from multiple channels including WhatsApp, Instagram, website forms, Facebook Messenger, and Facebook Ads (the biggest source).
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They wanted to maintain a personal, professional approach while responding faster and following up reliably.
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With many treatment types and high patient expectations, organization was essential to delivering consistent care.
Challenges
Too Many
Inquiries
Manual Processes
for Everything
Fragmented Communication
No Smart Routing
for Services
Clients weren’t automatically directed to the right treatment type or pipeline.
Missed or Delayed Follow-Ups
Without scheduled reminders, interested patients sometimes went cold.
Confusing Data Tracking
No single view to see all
leads or know about the client’s status.
Solution
Ad-Specific Tracking
Different Facebook Ads were carefully linked to the correct service pipeline, making it easier to organize, track, and follow up with leads based on their specific interests.
Book Demo
Solution
Twister Automation analyzed their complete customer journey and delivered a custom-built automation system, combining the power of AI (ChatGPT) and CRM structuring.
ChatGPT-Powered Chatbot
Built and trained a chatbot to handle FAQs and common customer questions.
Live Demo
Automated Reminder System
To avoid confusion and make follow-ups more effective, Wellness Dental Studio set up separate pipelines for each type of dental service. This helped the team stay organized, respond with relevant details, and offer a more personalized experience to every lead. Rather than treating all inquiries the same, leads were now handled according to their exact needs.
How it helped:
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Organized by Treatment Type – Leads were automatically grouped into categories like implants, whitening, or general care.
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Relevant Follow-Ups – Staff could respond with accurate information based on what the client actually needed.
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Less Confusion, Faster Action – No more guesswork each lead went to the right pipeline for faster handling.
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Better Tracking – Team members could easily see where each lead was in the booking process.
More Benefits
Twister Automation designed a tailored system that replaced chaos with clarity, making every step simpler for both staff and patients.
Free Consultation Funnel
Encouraged new patients to book easily with clear, compelling offers.
Automated Reminder System
Sent follow-up messages automatically at 30 mins, 6 hrs, 1 day, 3 days, and 1 week.
Integrated Channels
Let patients choose their desired service instantly for faster conversion.
Interactive Buttons
Let patients choose their desired service instantly for faster conversion.
Implementation
Twister Automation implemented an easy-to-use but powerful system that worked across all the channels patients already used.
WhatsApp Integration for real-time chats and smooth follow-ups in the channel patients use most.
Facebook connections to capture and manage inquiries from both ads and organic traffic.
Instagram Lead Handling so all messages and inquiries
were captured without
getting lost.
Ad Form Integration to automatically sort all Facebook Ads leads into the correct pipelines.
Interactive Buttons to help patients select the treatment type they wanted in
just one tap.
Centralized Dashboard that let the team see and manage
leads from every
single channel.
Results
Consistent Replies
Patients received quick, professional responses no matter the channel.
Reliable Follow-Up
Automated reminders kept leads warm and encouraged bookings.
Service Segmentation
Patients were organized by treatment type for personal, relevant communication.
Better Team Efficiency
Staff saved hours by eliminating manual entry and repetitive tasks.
Higher Booking Rates
Consistent, professional nurturing turned more inquiries into confirmed appointments.
Channels Connected
WhatsApp, Facebook, Messenger, Instagram, and Ads all managed in one place.
Key Data Analysis
Automation didn’t just make things faster—it made them more reliable, professional, and easy to scale.
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All-In-One Lead Management: Every inquiry, from Facebook Ads to WhatsApp chats, was visible in one system.
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Service-Specific Pipelines: Different treatment types had their own CRM stages for tailored follow-up.
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Ad Campaign Integration: Facebook Ads fed leads straight into the right pipeline without manual sorting.
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Scheduled Reminders: No lead was forgotten thanks to automated follow-up messages.
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Improved Team Coordination: Staff had a clear view of lead status and next steps, reducing confusion.
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Consistent Patient Experience: Patients felt heard and cared for with timely, personalized communication.
Lesson Learned
Faster Responses Build Trust: Instant replies made patients feel valued from the start.
Clear Pipelines Improve Conversion: Leads moved through a logical, personalized journey.
Lesson Learned
Client Testimonial
— Operations Manager, Simba Sea Trips
Conclusion
Ad Integration Saves Time: No manual sorting meant faster, more accurate follow-up.
Scheduled Reminders Are Essential: Patients appreciated consistent, friendly check-ins.
All Channels in One Place: No more missed messages or forgotten leads from any platform.
Efficiency Frees Up Staff: Less admin meant more time for caring, personal conversations.
Client Testimonial
“We used to get so many messages from everywhere and didn’t know how to keep up. Now it’s all organized and automatic. Patients get what they need fast, and we can actually focus on them instead of chasing leads.”
— Wellness Dental Studio Team
Conclusion
Wellness Dental Studio didn’t just add automation, they transformed their patient journey. With Twister Automation’s help, they now respond instantly, follow up reliably, and deliver the personal care they promise at scale. For a practice built on patient trust and comfort, the new system makes sure every interaction is as professional as the treatment itself.
Next Steps
+91 94266 01052
+1 (539) 352-5253
+971 58 584 9253
[email protected]
Next Steps
+91 94266 01052
+1 (539) 352-5253
+971 58 584 9253
[email protected]
