01 / Estimate
Size the leak with assumptions
Use known call, appointment, recall, or production numbers to estimate missed demand. Useful for prioritizing, but not proof.
Schedule Leakage Prevention
Prevent schedule leakage before it becomes empty chair time.
Xona is an LPS — a Leakage Prevention System for dental schedules. It finds leakage across overflow calls, after-hours requests, cancellation risk, unconfirmed appointments, open slots, and overdue recall — then turns it into staff-ready actions and owner-visible results.
Start with an estimate, then request a leakage review. Recovery only runs after your clinic approves the workflow and rules.
Built to support busy teams, not blame them: prevent what can be caught early, recover what already slipped, and keep staff in control.
Product slides · dashboard + today
Owner view
Outcomes, recovered value, and remaining leakage.
Staff view
Today’s todos: calls, gaps, cancellations, and follow-ups.
Outcome
Dashboard
Action
Today queue
How the first step works
Estimate first. Review safely. Recover only after approval.
Calculators help size the problem. A review checks real clinic signals. Recovery only runs after the workflow is approved.
02 / Safe review
Review real clinic signals
Review calls, schedule risk, recall, or workflow fit before touching patients. No patient contact, schedule changes, or dental software writes in the first review.
03 / Recovery pilot
Run one approved workflow
Staff approves the rules and messages. Xona runs the workflow and reports what was booked, saved, needs staff, or still leaking.
Schedule Leakage Prevention
Five leakage points where patient demand slips before it becomes a booked visit.
Xona is an LPS — a Leakage Prevention System for dental schedules. This is not a front-desk blame chart; it shows the normal pressure points where Xona turns leakage into staff-ready work.
!
Issue
What is slipping?
?
Visible pressure
Where the work piles up
✓
Xona LPS action
Review, approve, or recover
! Issue · what is slipping?
01
Missed calls and web requests
A patient is ready to book, reschedule, or ask a simple question while the team is already helping someone else.
☎
Phone + web request
? Visible pressure
Today queue
Missed calls / web requests
new requests waiting for review
7
Visible today Needs staff-ready path
Check-in, checkout, insurance, forms, phones, and patients at the counter all collide during peak moments.
Owner: Bookable demand, booked outcomes, and follow-ups still open.
✓ Xona LPS action
Xona LPS
Staff review
Captured booking request
Patient wants a hygiene visit. Xona captured intent and contact details.
BookableNeeds approvalClean note
Next: Approve booking path or send follow-up task.
ApproveXona answers or captures the request, follows clinic rules, books when approved, or creates a clean follow-up task for staff.
Front desk: A clear patient note instead of voicemail digging.
! Issue · what is slipping?
02
After-hours demand
Patients call or submit requests at night, during lunch, or on weekends when no one is watching the schedule.
◐
Closed-hour request
? Visible pressure
After-hours signal
After-hours demand
requests arrived while the office was closed
12
Visible today Needs staff-ready path
The patient is ready now, but the office response waits until the next business window and the intent cools down.
Owner: How much demand arrives when the office is closed.
✓ Xona LPS action
Xona LPS
Triage queue
Safe next step prepared
Xona separates urgent, unclear, and safe-to-book requests before morning.
UrgentUnclearSafe to book
Next: Staff starts with sorted work, not raw voicemail.
ApproveXona captures requests 24/7, separates urgent, unclear, and safe-to-book items, and prepares the next booking or callback step.
Front desk: Morning tasks already sorted by intent and priority.
! Issue · what is slipping?
03
Unconfirmed appointments
Reminder replies, failed confirmations, and “can I move it?” messages sit across phones, SMS, and staff memory.
▣
Reminder risk
? Visible pressure
Confirmation risk
Unconfirmed appointments
appointments need attention before tomorrow
5
Visible today Needs staff-ready path
A reminder system can send messages, but it does not always turn risk into a visible task before the slot is lost.
Owner: Protected slots and production still at risk.
✓ Xona LPS action
Xona LPS
Risk review
Appointment reply captured
Patient may reschedule. Xona turns the reply into visible review work.
ConfirmRescheduleCancel risk
Next: Review before the slot becomes an empty chair.
ApproveXona shows which appointments need review, captures patient replies, and routes reschedule or cancellation risk to staff early.
Front desk: Who needs attention before tomorrow’s schedule breaks.
! Issue · what is slipping?
04
Cancellations and open slots
A chair opens up, but finding the right patient fast enough becomes another manual scramble.
◻
Open chair
? Visible pressure
Open-slot risk
Cancellations / open slots
estimated value exposed by openings this week
$1.9k
Visible today Needs staff-ready path
The waitlist, recall list, provider rules, appointment length, and patient preferences are usually spread across tools and staff memory.
Owner: Empty-chair risk and refill progress.
✓ Xona LPS action
Xona LPS
Approved outbound
Refill shortlist ready
Xona shows who can be contacted and what offer is allowed.
WhoWhat to offerWhat to review
Next: Approve outreach instead of hunting through lists.
ApproveXona helps turn the opening into approved outreach: who can be contacted, what can be offered, and what staff should review.
Front desk: A safe shortlist instead of a spreadsheet hunt or phone scramble.
! Issue · what is slipping?
05
Recall backlog
Overdue hygiene and follow-up patients are already in the dental software, but the team has no time to sort and contact them.
▤
Overdue recall
? Visible pressure
Recall backlog
Recall backlog
reachable patients likely due or overdue
184
Visible today Needs staff-ready path
Today’s schedule looks busy, so older patient demand stays hidden until someone sorts the backlog and checks reachability.
Owner: Recoverable recall value and appointments booked.
✓ Xona LPS action
Xona LPS
Recall outreach
Prioritized recovery list
Xona groups patients, runs approved outreach, and tracks replies.
PrioritizeMessage/callBooked
Next: Recover appointments without handing staff a giant report.
ApproveXona groups reachable recall patients, estimates conservative opportunity, runs approved outreach, and tracks appointments recovered.
Front desk: Prioritized patients and replies, not a giant overdue list.
How Xona LPS works
From schedule leakage to a booked, saved, or reviewed next step.
The journey should feel simple to an owner and safe to the front desk: find the leakage, apply clinic rules, act only where approved, then show what happened.
Step 1
Find the work
Missed calls, after-hours requests, reminder replies, cancellations, open slots, and recall backlog become visible in one daily queue.
Step 2
Apply clinic rules
Xona uses approved appointment types, provider rules, escalation paths, message windows, and staff-review boundaries before taking action.
Step 3
Act where approved
Routine requests can be answered, booked, followed up, or prepared for outreach. Anything unclear becomes a clean staff task.
Step 4
Show the outcome
Owners see appointments booked, slots protected, follow-ups captured, patients still waiting, and which leakage point to fix next.
Hidden money story
Some missed revenue is obvious. Recall is not.
Your dental software may contain hundreds or thousands of overdue patients. A recall preview turns that silent backlog into a reachable list and a conservative recovery estimate.
Anonymized ClearDent preview
~2,700
patients past recall date
~88%
with a working phone number
$172k
conservative year-one recovery opportunity from one clinic’s own data
Operational proof
Real clinic signals, with names private until customers approve.
Xona uses anonymized deployment numbers from dental workflows: answered calls, booked appointments, captured follow-ups, and recall opportunity.
157
After-hours calls
handled in a 60-day sampled deployment
13
Appointments booked
from after-hours calls in that sample
35
Staff follow-ups
captured instead of lost to voicemail
$172k
Recall opportunity
conservative year-one estimate from that practice
Blog proof
157 after-hours calls
See what the line actually handled in a 60-day Oryx sample.
Read case study →
Blog proof
Busy-hour overflow
See how in-hours and after-hours demand split in a 24/7 clinic.
Read case study →
Blog proof
$172k recall preview
See how hidden dental software data became a conservative recovery estimate.
Read case study →Vancouver / Lower Mainland clinic
Cleaner staff handoff
Staff could see what the patient wanted and what needed review, instead of digging through voicemail.
Office manager feedback
Victoria clinic
After-hours visibility
Calls stopped feeling like a black box: bookable requests, callbacks, and urgent issues were easier to separate.
Practice lead feedback
Toronto clinic
Overflow without losing control
The team stayed in control of clinic rules while fewer patient requests waited until the next business day.
Operations feedback
Practice names are omitted until customers approve public references. Metrics are sampled, anonymized, rounded where needed for privacy, and workflow-dependent. Results vary by clinic configuration, call volume, dental software, and staff rules.
Watch and hear Xona
The workflow is easier to trust when staff can see it.
Watch the short walkthroughs, hear workflow demos, and see the staff-note examples before a live pilot.
Call sample
Appointment booking
- Patient wanted
- Patient wants to book an appointment and confirm the next available time.
- Xona did
- Xona checks clinic workflow rules, collects the right details, and books where configured or captures a clean follow-up.
- Staff result
- Booking intent reaches the schedule instead of voicemail or a missed callback.
Transcript summary
Patient asks for an appointment. Xona confirms the reason for visit, gathers the scheduling details the clinic requires, and follows the approved booking path.
Staff note example
Booked / confirm Priority: Normal
Patient requested an appointment and accepted an approved booking path. Details were captured for staff review.
Next action: Confirm provider/operatory fit and review the appointment note before the visit.
Call sample
Existing patient reschedule
- Patient wanted
- Patient needs to move an existing appointment to a different time.
- Xona did
- Xona identifies the reschedule request, checks allowed options, and avoids risky changes outside clinic rules.
- Staff result
- Routine scheduling pressure is reduced while staff keeps control of exceptions.
Transcript summary
Existing patient explains they cannot keep the original time. Xona captures the requested change, confirms the patient details, and routes anything outside clinic rules for review.
Staff note example
Reschedule review Priority: Review
Existing patient requested a new time. Xona captured the request and followed the approved reschedule path.
Next action: Review available options, confirm the moved appointment, or call patient if the request falls outside rules.
Call sample
Cancellation request
- Patient wanted
- Patient wants to cancel or cannot keep an upcoming appointment.
- Xona did
- Xona captures the cancellation reason, checks escalation rules, and routes unresolved schedule risk to staff.
- Staff result
- The team gets a clear task early enough to protect the opening where possible.
Transcript summary
Patient says they may need to cancel. Xona captures timing and reason, avoids clinical or policy promises, and creates a high-priority slot-risk note.
Staff note example
Slot at risk Priority: High
Patient indicated they may cancel. Xona captured reason and timing instead of silently losing the slot.
Next action: Confirm cancellation policy, offer reschedule if appropriate, and fill the opening from waitlist/recall.
What staff sees
A clean handoff, not another inbox to babysit.
After a call, the team sees patient intent, priority, what Xona did, and the next action. If the request is outside clinic rules, it becomes review work instead of an unsafe schedule change.
Appointment booking
Booked / confirm
Patient requested an appointment and accepted an approved booking path. Details were captured for staff review.
Next action: Confirm provider/operatory fit and review the appointment note before the visit.
Existing patient reschedule
Reschedule review
Existing patient requested a new time. Xona captured the request and followed the approved reschedule path.
Next action: Review available options, confirm the moved appointment, or call patient if the request falls outside rules.
Cancellation request
Slot at risk
Patient indicated they may cancel. Xona captured reason and timing instead of silently losing the slot.
Next action: Confirm cancellation policy, offer reschedule if appropriate, and fill the opening from waitlist/recall.
Estimate vs proof
A calculator starts the conversation. An LPS review makes it clinic-specific.
Use quick estimates first. Real proof comes from a safe review and one approved leakage-prevention workflow with measured outcomes.
Calculator
Missed calls / overflow
Estimate missed bookings from after-hours calls and busy-hour overflow.
Review
Schedule protection
Check where confirmations, late cancellations, and reschedules put production at risk.
Calculator
Recall backlog
Estimate recoverable hygiene and downstream production from lapsed patients.
Schedule safety
Automation only works if your clinic rules stay in control.
Where approved, Xona can write appointments into your dental software schedule — not just send another callback task. It still follows configured scheduling rules, appointment types, provider availability, handoff preferences, and escalation paths.
✓ Approved appointment types only
✓ Provider and operatory availability
✓ No clinical advice, fee, or coverage promises
✓ Emergency routing by clinic policy
✓ Unclear requests become staff tasks
✓ SMS windows, opt-outs, and staff approval rules
Integrations
Know where your dental software stands before you commit.
ClearDent, Tracker, and Oryx are live today. Dentrix and Open Dental are active integration paths. Other practice systems start with a free review so we can confirm the safest workflow before go-live.
ClearDent
Live today
Schedule lookup, patient context, recall preview, and approved appointment writes into the dental software schedule for configured clinics.
Check integration fit →
Tracker
Live today
Patient lookup, appointment workflows, slot-risk review, and staff-visible handoffs.
Check integration fit →
Oryx
Live today
Cloud appointment workflows, direct booking where approved, and after-hours support.
Check integration fit →In progress
Dentrix
Active integration path. We confirm the safe workflow and supported read/write scope before go-live.
Open Dental
Active integration path. We validate appointment, patient, and recall workflows before go-live.
Free integration review
AbeldentCurvePractice-WebMaxidentDenticonCareStackOther dental software
If your dental software is not listed as live today, we review it free and confirm the safest path before you commit.
Practical questions
What office managers usually ask before a pilot.
The short answer: start with a review, keep clinic rules in control, and only connect software when the patient-facing workflow is approved.
Do we need to connect dental software to start? +
No. The first review can start with your goals, call patterns, recall question, or current patient path. Dental software connection is only discussed if a patient-facing pilot makes sense and your clinic approves the path.
Can Xona book directly into our dental software? +
Where the workflow is approved and configured, Xona can write appointments into the schedule. If the request is unclear, outside rules, or not approved for direct write, it becomes a clean staff task instead.
What if Xona is not sure what to do? +
It should not improvise. Unclear requests, clinical questions, emergencies, unusual appointment types, or policy-sensitive cases route to staff using the clinic rules approved before go-live.
Can staff override the workflow? +
Yes. The pilot starts with clinic-approved rules: appointment types, provider availability, escalation paths, call routing, and handoff preferences. Staff can review and adjust before anything expands.
How are emergency or pain calls handled? +
Xona does not diagnose or give clinical advice. Pain, emergency, and unclear clinical requests follow your clinic escalation policy so the right person is notified.
What does the team receive after a call? +
The team gets the patient intent, what Xona did, priority, summary, and next action. The goal is a useful staff note or approved booking path, not another dashboard to babysit.
Clear pricing for the workflow you choose
Start with one leakage point. Expand after the numbers prove it.
Public packages start at $449/mo with annual billing. The review helps confirm whether call recovery, schedule protection, open-slot refill, recall, or the full Leakage Prevention System is the right first step.