More patients without increasing marketing spend

Client snapshot

A fast-growing dental clinic increasing marketing investments to attract more new patients. Their goal was to make sure a bigger share of leads actually turned into real appointments.

The challenge

Leads were tracked in different places: spreadsheets, emails, and sometimes just in someone’s head. This caused duplication, lost leads, and no clear view of how many patients were slipping through or which sources worked best. Staff couldn’t always follow up on time.

What we did

• Analyzed where and why leads were being lost.
• Helped select a CRM that matched the clinic’s needs - simple, not overcomplicated. Chose Freshsales.
• Configured the CRM to fit their team’s daily work and preferences, making it easy to use.
• Integrated CRM with their existing clinic management system Dentally, so patient data stays accurate everywhere.
• Connected CRM with all lead sources (Facebook, Instagram, website), so no lead is missed.
• Automated reminders, follow-up emails, and basic tasks to ensure every lead is contacted quickly and consistently.
• Built a simple KPI dashboard to track where leads drop off and which channels bring in real patients.

Results

• Less manual work: ~30 repetitive tasks automated, giving the team more time for patient care and lead follow-up.
• No missed leads: Achieved 0% missed/forgotten leads.
• Better conversion: Win rate improved thanks to a clearer process and automated communication with leads.

"Maven Labs helped us see exactly where we were losing leads and what could be fixed with automation. The new CRM is easy to use, and now we have full visibility—so we’re getting more new patients with the same ad spend." - Denas Danyla, CEO of Skaitmeninės Šypsenos

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