casestudy30

When Growth Outpaces Systems

Raden Wellness was scaling fast, with new leads pouring in from Facebook and a constant flow of patient calls. But their staff was stretched thin. Calls went unanswered, follow-ups were inconsistent, and opportunities to build deeper patient relationships were slipping away.

The admin team was overloaded, and despite best efforts, the experience for potential and existing patients lacked consistency and speed. That’s when they turned to VOKSICA to reimagine the process — with a voice-powered automation system designed to feel personal, not robotic.

The Vision: Smart Agents, Seamless Care

The project was built around three AI-powered systems working together:

– Outbound AI Agent: Instantly reached out to new Facebook leads, providing timely information and guiding them toward booking appointments.
– Inbound Agent: Handled return calls from missed leads, ensuring no opportunity slipped away.
– AI Receptionist: Became the first point of contact for incoming calls, identifying callers via GoHighLevel, creating new contact profiles, answering FAQs, booking or rescheduling appointments, and escalating to human staff when needed.

This orchestration meant every patient call — new, returning, or rescheduling — was answered consistently and professionally.

Building the Experience Step by Step

We rolled out the system in five weeks:
1. Weeks 1–2: Crafted human-like scripts, mapped call scenarios, and configured backend systems like calendars, pipelines, and tagging logic.
2. Weeks 3–4: Designed the AI agents, integrated Retell AI and Make.com, and connected workflows in GoHighLevel.
3. Week 5: Ran full-scale testing, gathered feedback, and trained the Raden Wellness staff to manage and scale the system independently.

The priority wasn’t just automation — it was building conversations that felt helpful, natural, and emotionally aware.

Results: A Clinic That Answers Every Call

Within 30 days of launch, the transformation was clear:

– 85% increase in appointment bookings thanks to instant outreach.
– 70% drop in manual follow-ups, freeing staff for in-clinic care.
– Sharp decline in missed calls due to the inbound AI receptionist.
– Family scheduling streamlined, turning a headache into a guided experience.

Most importantly, patients felt supported. The AI didn’t just process calls — it created trust through human-like interaction.

Industries That Can Benefit from AI Wellness Agents

While this system was tailored for a wellness clinic, its design applies across industries where customer communication and appointment management are critical:

– Healthcare & Wellness Clinics – Patient outreach, intake, reminders, and reschedules.
– Dental & Chiropractic Practices – Appointment booking and repeat care follow-ups.
– Fitness & Sports Centers – Class signups, membership renewals, and no-show prevention.
– Mental Health & Counseling Services – Intake management and compassionate rescheduling.
– Hospitality & Spa Services – Automated bookings and reminders without losing the human touch.

Any industry where missed calls equal missed revenue can benefit from this model.

Designed for Human Moments

At VOKSICA, we didn’t just give Raden Wellness automation — we gave them a system that never sleeps, always answers, and always sounds kind.

For Raden Wellness, that meant scaling operations while protecting the patient experience.
For their patients, it meant a clinic that always listens.

Because automation shouldn’t just be efficient — it should be human at its core.