A same-day cancellation used to mean an empty chair and $300 lost. InstantClose fires off texts to your waitlist in under 60 seconds and fills the slot before your front desk hangs up the phone.
A patient cancels at 8am for a 10am slot. Your front desk calls 3 people on the waitlist — no answers. The slot sits empty. At $200–400 per appointment, 4 empty chairs a week is $80k+ a year in recoverable revenue.
🦷
Urgent tooth pain calls go to whoever answers first.
Someone in pain will call every dentist on Google Maps until they get a live reply. If your phones are busy or it's after hours, they move to the next result. You lose a new patient relationship before it starts.
📞
New patient calls during treatment hours disappear.
Your front desk is checking in a patient, and a new patient inquiry goes to voicemail. They leave no message. By the time you call back 2 hours later, they've already booked elsewhere — especially if they were searching online.
How It Works
From lead to booked appointment in 3 steps
01
Cancellation or new inquiry comes in
Cancellation opens a slot, patient calls after hours, or someone submits your online booking widget. InstantClose fires instantly — no waiting for front desk.
02
AI responds within 60 seconds
For cancellations: texts waitlist patients immediately with the open slot. For new inquiries: sends a caring, professional reply acknowledging their situation and offering available times.
03
Slot is filled, new patient is booked
Patient confirms via text, appointment lands in your schedule. Your front desk sees a filled calendar instead of a gap they have to scramble to fix.
Results
What pilot customers are saying
"We were losing $6k–8k a month to same-day cancellations. Now we fill 80% of them within 2 hours. The ROI paid for itself in week one."
Dr. M.K. · General dentistry, Phoenix
Pilot customer, name withheld
"We had a patient call at 9pm with a cracked tooth. InstantClose texted them back within a minute, got them booked for 7:30 the next morning. They left a 5-star review before we even finished the appointment."
Office Manager, C.T. · Family dental, Nashville
Pilot customer, name withheld
Pricing
Simple pricing, no long-term contracts
Recommended for this vertical: Multi-op practices managing 300+ patient contacts per month need Pro for the lead volume, dead-lead re-engagement (missed new patient calls), and priority support. Single-chair solo practices can start on Starter.
Setup fee covers AI configuration, calendar integration, and go-live testing.
Questions? Email instantclose@polsia.app
FAQ
Questions specific to your vertical
Dentrix and Eaglesoft integrations are on our roadmap for Q3. Currently, InstantClose captures and books via SMS — your front desk confirms in Dentrix as usual. Full PMS sync is available on Agency plan.
When a cancellation comes in, you text or call InstantClose with the open slot. It immediately texts your waitlist patients (in priority order) with the opening. First one to claim it gets the appointment. Average fill time: under 45 minutes.
We take compliance seriously. InstantClose handles only appointment logistics — names, phone numbers, and appointment times. We sign BAAs with practices on Pro and Agency plans. We never store clinical notes or treatment data.
InstantClose handles missed calls with an immediate text-back: 'Sorry we missed you — we want to get you in as soon as possible.' Most patients respond to text. Those who insist on a call get flagged for your front desk to call back within the hour.
Absolutely. Many practices start with after-hours coverage only — the AI handles urgent inquiries from 6pm–8am and weekends, while your front desk manages business hours. You can expand from there.
FREE OFFER
Get a free 5-minute audit of your lead response
See exactly where you're leaking revenue — response time, after-hours coverage, follow-up cadence. Automated analysis based on your industry. No sales call required.
✓
Check your email in the next 2 minutes.
Your full industry audit results land within 24 hours.
Free 5-minute lead audit
See exactly where you're leaking revenue
✓
Check your email in the next 2 minutes.
Your audit is on its way. We'll send your full industry results within 24 hours.