Executive Summary

Over the course of one year, Puppeteer AI partnered with +20 Sleep Apnea clinics nationwide. By leveraging patient databases and website forms to effectively re-engage dormant leads and convert high-intent patients into booked consultations, the system initiated 3,924 patient conversations, resulting in 1,768 scheduling links sent, a 45.1% confirmation rate. The approach sustained strong performance over time, consistently driving patient engagement and freeing clinic staff from repetitive follow-ups.

Client Background & Challenge

Sleep Apnea clinics frequently face difficulty in consistently engaging and reactivating potential patients from existing databases or website-generated inquiries. Traditional methods like manual follow-ups, automated email sequences, and standardized text messaging often prove ineffective, labor-intensive, and impersonal. Clinics reported substantial manual effort required in patient follow-up, resulting in missed opportunities and inefficiencies.

Puppeteer AI Strategic Approach

Puppeteer AI implemented a sophisticated, automated reactivation workflow consisting of four specialized conversational AI agents. Each agent dynamically engaged leads based on their specific stage in the patient journey, aiming ultimately to convert them into treatment initiation:

• Initial Engagement Agent: Initiates immediate contact when a patient shows initial interest through a website form or database entry, aiming to schedule an introductory call.
• Declined Agent: Re-engages patients who initially declined scheduling a call, following up after some time to determine if their decision has changed.
• No Answer Agent: Targets patients who scheduled a call but did not respond at the agreed time, sending personalized follow-up messages to reschedule.
• Interested Agent: Connects with patients who completed the initial call but have not yet started treatment, proactively prompting them towards treatment initiation through tailored communication.

This intelligent, AI-driven strategy replaced significant manual workloads previously required by clinic staff, enabling more personalized and contextually relevant patient interactions.

Client Testimonial

“Our goal was to replace a lot of our texting and automated email sequences with more dynamic, AI-generated texting prompts, and Puppeteer seemed to be the perfect fit.” Lane, CEO.

Results & Impact

Over a two-month period across more than 20 clinics, a total of 3,924 patients were contacted. Out of these, 1,825 confirmed their interest, representing a 46.5% engagement rate. From those engaged, 1,768 received a booking link, resulting in a 45.1% scheduling rate.

This approach not only improved patient conversion metrics but also significantly reduced manual administrative work, allowing clinic staff to focus more on patient care and less on time-consuming follow-ups.

Dashboard & Real-Time Analysis

Puppeteer’s platform includes a clear, real-time dashboard designed to make analysis simple and actionable. Providers can track key variables, such as whether the AI sent a booking link, at a glance. With just one click, clinics can analyze every conversation against the metric they care about most, eliminating the need for manual review.

This real-time visibility allows teams to:

• Monitor engagement and booking performance instantly
• Identify trends and opportunities for improvement
• Ensure every patient interaction aligns with clinic goals

Revenue Impact & ROI

With an average lifetime patient value of $1,200, the 1,768 consultations represent $2.1M in potential new revenue, while the 1,010 confirmed treatment starts equate to $1.2M in realized treatment revenue.

Key Takeaways & Next Steps

• Scalable Impact: Puppeteer AI sustained results at scale across thousands of conversations and dozens of clinics.
• Treatment Conversion: Nearly six in ten confirmed consultations transitioned into active therapy.
• Operational Efficiency: Clinics significantly reduced staff time spent chasing leads.

Next Steps: Expand and replicate this successful engagement model to additional clinics and specialties, integrate comprehensive revenue tracking, and explore deeper personalization capabilities to further optimize patient experiences.