Luxe Dental — Unified CRM with Offline AI Agent & Open Dental Sync
How Luxe Dental replaced five lead dashboards with a single CRM that uses an offline AI agent to reply 24/7 and syncs won patients to Open Dental.
Overview
Luxe Dental was running ads on Meta, TikTok, and Google, plus taking phone calls and web form submissions — five lead sources, zero unified view. The team was logging into each platform separately, copying data by hand, and losing warm prospects when no one was online to reply. Patients reaching out at night or on weekends often heard nothing back until the next business day. Gain Rhino built a single CRM that pulls every lead into one inbox, deploys an offline AI agent to respond to messages instantly when the team is away, summarizes each call automatically, and syncs won patients to Open Dental — no manual entry, no missed follow-up, no revenue lost.
Research
We started by mapping every lead source and auditing the existing workflow. Two bottlenecks stood out: fragmented data (the same patient often appeared in two systems with no shared history) and slow response time outside business hours, when most after-hours dental inquiries were happening. We also confirmed that Open Dental was the system of record for the practice, so the new CRM had to be a layer on top — not a replacement — to avoid disrupting a tool the clinical team already trusted. From there we designed the inbox, the AI agent's reply logic, and the Open Dental sync so each won lead creates a new patient record with the same fields the front desk was already used to filling in by hand.
Result
All five lead sources now flow into a single inbox the front desk actually opens in the morning. The offline AI agent responds to leads 24/7, answering common questions, capturing intent, and booking interest — so patients who reach out at 11pm get a real reply before the office opens. Every call is auto-summarized by AI with notes, intent, and follow-up preferences visible to the team in seconds. Won leads are synced to Open Dental as new patient records automatically.
By the numbers (first 90 days):
• First-response time: ~5 hours to under 90 seconds
• Manual data entry: ~12 hours per week saved per location
• Five separate dashboards collapsed into a single unified inbox
• 100% of won leads synced to Open Dental with zero manual record creation
The CRM and VoIP side of the same engagement, across all three Luxe Dental locations, is covered in Luxe Dental: Three Locations, One CRM, One Phone System.
