BIG SMILE
DENTAL CLINIC
GHL CRM &
Appointment Automation
Project Type: GoHighLevel CRM & Automation
Industry: Dental / Healthcare
Role: GHL CRM & Automation VA
PROJECT OVERVIEW
Big Smile Dental Clinic is a fictional dental clinic created as a portfolio project to demonstrate how GoHighLevel can be used to manage leads, appointments, CRM data, and automated patient communication.
Business Problem
A dental clinic can lose potential patients and revenue when:
New leads submit an inquiry but aren't followed up consistently.
Potential patients show interest but don't book an appointment.
Staff have to manually follow up with new leads.
Patients forget their scheduled appointments.
Appointment reminders aren't sent consistently.
No-shows aren't followed up automatically.
Completed appointments don't receive follow-up communication.
Previous patients aren't contacted for future care or rebooking.
Promotional campaigns, such as a New Patient 10% OFF offer, don't have an automated follow-up process.
Managing these processes manually can take time and can lead to missed follow-ups.
THE SOLUTION
I designed a GoHighLevel system that connects the funnel, CRM, pipeline, calendar, and automated communication.
The system includes:
Lead capture funnel
New patient promotional campaign
CRM contact management
Lead pipeline
Appointment booking
Appointment confirmation
24-hour reminder
2-hour reminder
No-show follow-up
Appointment outcome tracking
Thank-you follow-up
Future-care follow-up
1. Landing Page
The potential patient visits the dental funnel and sees the New Patient 10% OFF offer.
They can submit their information to claim the offer and take the next step toward booking.
2. New Lead
The patient's information is captured in the CRM and the opportunity is added to the New Lead stage.
This allows the clinic to identify people who are interested but haven't booked yet.
3. Lead Follow-Up
Automated email and SMS follow-ups are used to keep interested leads engaged and encourage them to book an appointment.
4. Appointment Booking
When the patient is ready, they select an available appointment time through the calendar.
The opportunity can then move to:
Appointment Booked
5. Appointment Reminders
Automated reminders are sent before the appointment to keep the patient informed.
24-Hour Reminder
2-Hour Reminder
6. Appointment Outcome
After the scheduled appointment, staff updates the appointment outcome.
The appointment can become:
Showed / Service
No Show
7. Completed
After treatment, staff moves the opportunity to the Completed stage.
This marks the end of the current treatment journey and allows the patient to enter the follow-up process.
8. Patient Follow-Up
After completion, the system can continue communication through:
Thank-You Email
Review Request
Future-Care Follow-Up
The Complete Journey
CRM PIPELINE
Dental Leads
This pipeline provides a visual way to track where each patient is in the process.
HighLevel describes pipelines and opportunities as a way to organize and track prospects through defined stages.
New Lead
↓
Appointment Booked
↓
Showed / Service
↓
Completed
Alternative outcomes:
No Show
Cancelled
AUTOMATIONS BUILT
New Patient 10% OFF Campaign
Trigger: Lead capture funnel
Automation:
10% OFF Offer
↓
New Lead Captured
↓
7-Day Follow-Up Sequence
↓
Booked?
↙️ Yes ↘️ No
Appointment Booked Follow-Up Continues
↓
End After 7 Days
Appointment Reminder
Trigger: Customer books an appointment
Automation:
Appointment Booked
Wait
24-Hour Reminder
Wait
24-Hour Reminder
HighLevel supports appointment-based workflow triggers and waits specifically for reminder and follow-up scenarios.
Showed / In-Service Automation
Trigger: Appointment Status = Showed
Actions:
Add appointment/showed tag
Update opportunity
Move patient to Showed / Service
No-Show Automation
Trigger: Appointment Status = No Show
Actions:
Add No Show tag
Move opportunity to No Show
Send follow-up communication
Completed Appointment Automation
Trigger: Opportunity moves to Completed
Actions:
Add Appointment Completed tag
Send thank-you email
Wait 1 day
Send review request
Wait 30 days
Send future-care email
TESTING & TROUBLESHOOTING
During development, I tested the system using different patient scenarios.
Successfully Tested
Contact creation
Appointment booking
Appointment reminders
No-show workflow
Showed / In-Service workflow
Pipeline stage updates
Completed workflow
Email follow-ups
TOOLS USED
GoHighLevel
A dental clinic may need to manage:
Funnels
Forms
Calendars
CRM
Pipelines
Workflows
Email Automation
SMS Automation
Tags
Opportunities
MY ROLE
GHL CRM & Automation VA
I designed and configured the CRM structure and automation flow for this portfolio project.
Responsibilities included:
Funnel building
CRM setup
Pipeline configuration
Tag management
Calendar configuration
Workflow creation
Appointment reminders
No-show automation
Post-appointment automation
Email follow-ups
Testing
Troubleshooting
PROJECT OUTCOME
The final system demonstrates how a dental business could organize the patient journey inside a CRM while automating repetitive appointment and follow-up communication.
The project focuses on organization, automation, consistency, and customer follow-up rather than simply creating a website.
LIVE FUNNEL DEMO
Want to See the Funnel?
Note: This is a fictional portfolio project created for demonstration and learning purposes.
PROJECT TAKEAWAY
From Landing Page to Automated Patient Follow-Up
This project demonstrates my ability to connect different parts of a CRM system into one customer journey:
Funnel → Contact → Appointment →
CRM → Workflow → Follow-Up
The goal is not simply to build individual features, but to make those features work together as one organized process.
I am available for projects involving GoHighLevel setup, CRM organization, funnels, appointment automation, workflow automation, and technical VA support.