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Wellness Dental Studio

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How Wellness Dental Studio Improved Lead Management with Smart Automation

Wellness Dental Studio wanted every patient conversation to feel prompt and personal. But as their business grew, so did the volume of daily inquiries from ads, social media, and their website. Managing all of it manually became slow and chaotic. They partnered with ihakimi to design a clear, automated workflow that turned complexity into a smooth, professional patient journey.

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.
  • Their leads came from multiple channels including WhatsApp, Instagram, website forms, Facebook Messenger, and Facebook Ads (the biggest source).
  • They wanted to maintain a personal, professional approach while responding faster and following up reliably.
  • With many treatment types and high patient expectations, organization was essential to delivering consistent care.

Challenges

As demand grew, so did the pressure to handle every inquiry quickly and carefully. But without automation, the team was drowning in repetitive tasks.

Too Many Inquiries

Daily messages from multiple channels were difficult to track and respond to quickly.

Manual Processes for Everything

Staff had to reply, follow up, and send reminders one by one to their clients.

Fragmented Communication

Different ads and services weren’t linked to any organized system.

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

ihakimi designed a personalized system that replaced chaos with clarity, making every step simpler for both staff and patients.

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.
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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.
  • Organized by Treatment Type: Leads were automatically grouped into categories like implants, whitening, or general care.
  • Relevant Follow-Ups: Staff could respond with accurate information based on what the client actually needed.
  • Less Confusion, Faster Action: No more guesswork each lead went to the right pipeline for faster handling.
  • Better Tracking: Team members could easily see where each lead was in the booking process.

More Benefits

ihakimi 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.

Integrated Channels

Let patients choose their desired service instantly for faster conversion.

Automated Reminder System

Sent follow-up messages automatically at 30 mins, 6 hrs, 1 day, 3 days, and 1 week.

Interactive Buttons

Let patients choose their desired service instantly for faster conversion.

Implementation

ihakimi 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.
  • All-In-One Lead Management: Every inquiry, from Facebook Ads to WhatsApp chats, was visible in one system.
  • Service-Specific Pipelines: Different treatment types had their own CRM stages for tailored follow-up.
  • Ad Campaign Integration: Facebook Ads fed leads straight into the right pipeline without manual sorting.
  • Scheduled Reminders: No lead was forgotten thanks to automated follow-up messages.
  • Improved Team Coordination: Staff had a clear view of lead status and next steps, reducing confusion.
  • Consistent Patient Experience: Patients felt heard and cared for with timely, personalized communication.
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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.

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 ihakimi’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

To explore the potential of CRM automation for your enterprise, reach out to ihakimi at the following contact information:
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