smilesearch · smileox
MODULE 01 · LEADS
Patient Experience Management
Every lead.
Every conversation.
One platform.
SmileOX captures leads from every channel, replies in seconds, and walks each one from first enquiry to booked patient, all without a single tool switch.
Meta Lead Ads
Instagram Forms
Landing Pages
New Lead
10
Brayden Gorman
BG
ObservationTreatment
Created17 Jun 2026
ClinicDental Corner
Debbie Lester
DE
ObservationTreatment
Appt Scheduled
58
Rachel Allen
RA
ObservationTreatment
Created7 Jun 2026
StatusConsult Booked
Tammy Ison
TA
ObservationTreatment
No Answer
165
Rick Mullan
RI
ObservationTreatment
Created23 May 2026
StatusContacted
Allan Turner
AL
ObservationTreatment
Lead quality
86
High intent
PRIORITISE NOW
AI VOX AI · SMS replied 1m 43s
Great choice! What would you like to improve most about your smile?
Capture→Organise→Understand→Engage→Automate→Score→Convert→Measure
The platform
Stop stitching tools together.
Leads scattered across ad managers, inboxes, spreadsheets and phones quietly slip through the cracks. SmileOX brings capture, conversation and conversion into one connected system, purpose-built for dental practice growth.
Lead sources
Meta & Instagram
Landing pages
Website forms
Phone enquiries
SmileOX PXM
One unified inbox for every lead, every channel
Outcomes
Reply in seconds
More consults booked
Nothing slips away
Capture everything
Every enquiry from every channel lands in one inbox automatically, with its source attached.
Engage instantly
AI replies in seconds by SMS and voice, qualifying and booking around the clock.
Convert more
Automated journeys guide each lead to a booked consult, scheduled straight into your PMS.
Inside this module
01–03Capture & organise
04–05Profile & conversations
06–07Automation & scoring
08–11AI, email & booking
12The dashboard
SmileOXPatient Experience ManagementOverview02
01Capture
Connect every lead source.
Plug in your ad campaigns, landing pages, website forms and phone lines once. From then on, every enquiry flows into one inbox, tagged with where it came from.
One-click connect
Auto-sync
No lead left behind
Source attribution
Connected sources
Meta Lead Ads
Instagram Forms
Landing Pages
Website Forms
Phone Enquiries
ALL LEADS
All Leads502
Sync Now
BG
Brayden Gorman
Veneers enquiry
Meta2m
RA
Rachel Allen
Invisalign enquiry
Instagram8m
DL
Debbie Lester
Implant consult
Website21m
TI
Tammy Ison
Whitening enquiry
Landing34m
RM
Rick Mullan
Check-up enquiry
Phone52m
5+
Sources
connected
<60s
Continuous
auto-sync
100%
Tagged by
source
0
Leads
missed
SmileOXPatient Experience ManagementCapture03
02Organise
A board built for the lead journey.
See exactly where every lead sits at a glance. Drag a card to move a lead forward, and mark each one won or lost so nothing stalls in limbo.
Custom columns
Drag to progress
Win & loss
Stage automation
LEAD BOARD
Facebook Page Leads502 leads
New Lead
10
Brayden Gorman
BG
ObservationTreatment
Created17 Jun
Sarah Choi
SC
Observation
Created17 Jun
1st Call No Answer
37
Tammy Ison
TI
ObservationTreatment
Moving to1st Call
Allan Turner
AT
Observation
Created11 Jun
Appt Scheduled
58
Rachel Allen
RA
Consult booked
Booked21 Jun
Priya Nair
PN
Consult booked
Booked23 Jun
No Answer
165
Rick Mullan
RM
Observation
Attempts3
Megan Doyle
MD
Observation
Attempts2
502
Total leads
142
Won
38
Lost
79%
Win rate
WONLOST
SmileOXPatient Experience ManagementOrganise04
03Analytics
The numbers behind every lead.
Response speed, conversion and lead sources, measured in real time. Spot what is working and where consults are won or lost.
Avg first response
1m 43s
AI-assisted
Replied within 5 min
88%
▲ up 12 pts
Fastest response
1s
Vox AI
Slowest response
3h 52m
flagged
New leads over time
LAST 6 MONTHS
502
▲ 18%vs prev
JanFebMarAprMayJun
Won vs lost
CONVERTED CONSULTS
79% WON
Won
142
Lost
38
Leads by source
SHARE OF 502 LEADS
Meta Lead Ads
38%
Instagram Forms
22%
Website Forms
18%
Landing Pages
14%
Phone Enquiries
8%
SmileOXPatient Experience ManagementAnalytics05
04Understand
Everything about a lead, in one place.
Contact details, patient files, scans, smile summary and payments, all on one record. No more digging through inboxes and folders to get the full picture.
Full contact record
Files & 3D scans
Smile summary
Payments
LEAD PROFILE
Lead
Personal Details
Patient Files
Communication
Lead Score
Clinical
Smile Summary
Treatment Plan
Workflow
Scheduling
Tasks
BG
Brayden Gorman
brayden.g@email.com · 0412 884 201
ObservationTreatment
High intent · 86
Personal details
Full name
Brayden Gorman
Phone
0412 884 201
Email
brayden.g@email.com
Date of birth
14 Mar 1991
Source
Meta
Treatment interest
Veneers
Clinic
Dental Corner
Created
17 Jun 2026
Smile summaryAI
Main concernSpacing & colour
Focus areaUpper arch
GoalEven, whiter smile
2 scans
3D · STL
Payment
Quoted$4,200
Deposit$500 paid
Plan12 months
Response timeline
Lead created
17 Jun · 9:02
First SMS
+1m 43s
First note
+1h 45m
Consult booked
+2d 4h
SmileOXPatient Experience ManagementUnderstand06
05ENGAGE
Talk to leads on their terms.
SMS, email and calls in one thread, sent and received right from SmileOX. Every message is saved to the lead, so the whole team sees the full story.
SMS
Email
Click-to-call
Full thread history
COMMUNICATION
BG
Brayden Gorman
Veneers0412 884 201
SMS Email Calls
Hi, I saw your veneers ad on Facebook. Roughly how much are they?
Incoming · 9:01am
Hi Brayden, thanks for reaching out! Veneers at our clinic start from $4,200 depending on how many you need. Happy to talk it through.
Replied +1m 43s
9:02am
Great. Could I see a few before and after photos?
Incoming · 9:14am
Of course, sending a few through now. Would you like to book a quick consult to see what would suit you?
9:15am
Yes please, sometime this week works.
Incoming · 9:21am
SMS
Type a message, or pick a saved reply…
Two-way SMS
Texts that actually get read.
Rich email
On-brand, sent in a click.
Click-to-call
Dial straight from the lead.
SmileOXPatient Experience ManagementEngage07
06AUTOMATE
Set it once. It runs itself.
Build journeys that react to where a lead came from and where they are in your pipeline. Trigger an SMS, an AI call or an email the moment something changes, with no manual chasing.
Visual builder
Source & stage triggers
Multi-step
Conditional branches
JOURNEY BUILDER
Veneer enquiry journeyActive
Auto-saved
YES NO
Lead enters
Trigger · New Lead column
Wait 2 minutes
Delay
Send welcome SMS
Action · SMS template
Replied?
Condition · within 1 hour
Book consult
Action · into PMS
AI follow-up
Action · AI SMS + call
SmileOXPatient Experience ManagementAutomate08
07SCORE
Know who to call first.
Every lead is scored 0 to 100 from real signals, so your team spends time where it counts. No guesswork, no gut feel.
Signal-based
Explainable
Auto-prioritised
Decays over time
LEAD SCORE
Brayden Gorman
82
OUT OF 100
High intent
COLDHOT
Score breakdownUpdated 2m ago
Intent32 / 35
Engagement24 / 30
Proximity16 / 20
Source7 / 10
Timing3 / 5
Why this score: enquired about veneers, opened 3 messages, lives 4km away.
Top of your list
BG
Brayden Gorman
Veneers · Meta
82
SR
Sophie Reid
Implants · Website
76
MK
Marcus Kelly
Whitening · Landing
58
SmileOXPatient Experience ManagementScore09
08AI SMS
An AI that replies in seconds.
Train an AI on your clinic and let it answer new leads instantly, day or night. It qualifies, answers questions and books the consult, then hands over to your team whenever you want.
Replies in seconds
Trained on your clinic
Qualifies & books
Hands to team anytime
AI SMS · VOX
Vox AI agentAI
Active · replying to new leads
AVG FIRST REPLY
8s
Hi, do you do veneers? How much roughly?
Incoming · 11:47pm
Hi! Yes we do. Veneers start from $4,200 depending on how many you'd like. Are you after a full smile or just a few teeth?
VOX AI
+8s
Just the top front ones.
Incoming · 11:48pm
Perfect. The best next step is a quick consult so we can check what suits you. I've got Thursday 2pm or Friday 10am, which works?
VOX AI
+11s
Thursday 2pm.
Incoming · 11:49pm
Done, you're booked for Thursday at 2pm. You'll get a reminder the day before. See you then!
Booked
+6s
Captured by AI
Treatment
Veneers
Scope
Upper front teeth
Timeframe
This week
Consult
Booked · Thu 2pm
Synced to the lead and ready for your team.
Enquiry landed at 11:47pm. Booked by 11:49pm.
No one on shift. Nothing missed.
SmileOXPatient Experience ManagementAI SMS10
09AI VOICE
It answers the phone, too.
Vox AI picks up when your team can't, holds a natural conversation and books straight into your calendar. When a caller wants a person, it bridges the call to your clinic live.
24/7 answering
Live call bridge
Natural voice
Books into calendar
VOX AI · VOICE
On a callinbound
01:24
New lead
0413 552 901
Vox AI speaking
Live transcript
AI
You've reached Dental Corner, I can help you book in. What were you after today?
Caller
Hi, I wanted to ask about Invisalign.
AI
Of course. I can book a consult, or put you through to the team now, which would you prefer?
Live call bridge
Lead
Calling in
Vox AI
Connecting…
Your clinic
Front desk
Bridge call in progress
Warm-transferred only when the caller asks for a person.
Answers 24/7
No missed after-hours calls.
Natural voice
A real conversation, not a menu.
Books straight in
Consults land in your calendar.
SmileOXPatient Experience ManagementAI Voice11
10Lead Bridge
The lead lands. Your phone rings.
Lead Bridge calls your team the instant a new enquiry comes in. Accept the call, and it rings the lead and connects you both, live. No call-backs, no chasing, no cooling off.
Auto-dials your team
Accept to connect
Rings the lead for you
Works after hours
11:47pm
INCOMING · LEAD BRIDGE
New lead
Veneers · Southwest Sydney
Connecting a new enquiry to you
Decline
Accept
Tap accept to be connected
How the bridge works
A new lead lands
Brayden enquires about veneers from a Meta ad.
We call your team
Your allocated number rings: a new lead is in, do you want to talk?
You accept
Press accept and stay on the line. Decline, and it leaves the lead to your follow-up journey.
Connected, live
Bridge active
We ring Brayden and join you both on the same call, in seconds.
Seconds
From enquiry to a live call.
No call-backs
Speak while they are still keen.
Your number
Rings whoever you nominate.
After hours
Or hand off to the AI agent.
SmileOXPatient Experience ManagementLead Bridge12
11EMAILS
Emails worth opening.
Build on-brand emails with a simple drag-and-drop editor, then have them send automatically at any stage of the journey. See exactly who opened and clicked.
Drag-to-build
On-brand
Stage-triggered
Open & click tracking
EMAIL BUILDER
+ Text + Image + Button + Divider
Dental Corner
You're all booked in, Brayden.
Thanks for booking your veneer consult. Here are your details, we look forward to seeing you.
DateThursday 20 June
Time2:00pm
LocationDental Corner, Wollongong
Add to calendar
Need to reschedule? Just reply to this email.
Trigger
Sends automatically when
Consult booked
Performance
Open rate62%
Click rate28%
240
DELIVERED
67
CLICKS
Last sent 2h ago
SmileOXPatient Experience ManagementEmails13
12CONVERT
Booked straight into your diary.
Schedule consults directly into your practice management system, run video consults without leaving the platform, and approve booking requests in a tap.
Book into your PMS
Video consults
Booking requests
Reminders
SCHEDULING
Thursday 20 June Synced to PMS
10:00
New patient exam
10:00 – 10:30 · Dr Lewis
11:00
1:00
2:00
Veneer consult · Brayden Gorman
JUST BOOKED
2:00 – 2:45pm · Dr Lewis
3:00
Video consult
BG
Brayden Gorman
Starts 2:00pm
Join
Booking requests2 new
HL
Hannah Lee
Whitening · Fri 10am
Approve
TN
Tom Nguyen
Check-up · Mon 9am
Approve
SmileOXPatient Experience ManagementConvert14
13DASHBOARD
The full picture, one screen.
A live view across every lead, conversation and booking. Spot what's working, catch what's slipping, and watch the numbers that matter.
Live metrics
Trends over time
Source performance
Conversion
DASHBOARD
Pipeline overview
Last 30 daysLive
New leads
502
▲ 18%
Avg response
1m 43s
Fast
Consults booked
142
▲ 12%
Win rate
79%
▲ 5%
New leads over time6 months
Jan Feb Mar Apr May Jun
Won vs lost
79%
WIN RATE
142 Won
38 Lost
Leads by source
Meta Ads
210
Website
132
Landing
96
Instagram
64
SmileOXPatient Experience ManagementDashboard15
Patient Experience Management
The whole journey
Every lead,
all the way through.
From the first click to a booked consult, PXM keeps every lead, message and milestone in one place, so nothing slips and no one falls through the cracks.
Capture
Organise
Engage
Automate
Convert
Measure
Ready to see it live?
Let's walk through PXM with your clinic.
SMILESEARCH · SMILEOX