Proposal · Prepared for Dr. Sheldon Hoppe Dentistry
An AI front desk built across your three Toronto locations.
A four-week build of a 24/7 voice receptionist and an intake-automation layer that handles SMS forms, insurance triage, and reminders. Fixed price, fixed timeline, with the first three months of managed operations included as a founding-client inclusion.
- Prepared by
- Thomas Peng · Roux Agency
- Date
- 2026-05-18
- Valid until
- June 1, 2026
- Currency
- CAD
01 · What we see
Multi-location dental, in numbers.
- 01Dr. Sheldon Hoppe Dentistry runs three Toronto locations on Yonge Street and Queen East, with combined coverage hours of roughly 64 hours/week. At that scale, inbound call volume typically produces an estimated 8–12 missed calls per location per day during peak hours, lunch breaks, and weekday evenings after 6pm.
- 02Multi-location dental practices typically lose 20–35% of new-patient inbound to voicemail or unanswered ring-outs (industry benchmark).
- 03Each missed new-patient call carries $1,200–$2,500 of lifetime value. Across your three locations, that's $9,000–$30,000 per month in unrecovered revenue, conservatively.
- 04The two highest-leverage front-desk fixes — 24/7 voice receptionist and intake automation — are what owners we work with consistently flag first. As a CDCP-participating practice, your inbound call surface is meaningfully larger than non-CDCP peers — eligible patients regularly call to verify coverage before booking, which compounds the missed-call problem.
- 05Roux integrates with existing practice management software (Open Dental, Dentrix, or Eaglesoft — we'll confirm yours at kickoff). We never replace your PMS.
02 · Scope of work
Four weeks. Built, tuned, cutover.
- —Phone number per location (or one shared) connected to a Claude-powered voice agent.
- —Greets caller in your brand voice; routes by intent (new patient, existing patient, emergency, billing, hours/directions).
- —Books new-patient cleanings directly into your scheduler via PMS API.
- —Captures lead data (name, phone, insurance, reason for call) into a structured CRM record.
- —Handles 80%+ of routine queries (hours, insurance accepted, location, directions).
- —Escalates to a human via SMS-to-front-desk for emergencies, complex cases, or any explicit human request.
- —Optional second-language pathway available at kickoff if needed (no additional cost) — English-only is the default for Ontario-area practices.
- —Automated post-call SMS to new patients with intake forms, location info, parking instructions.
- —Insurance verification triage (flags missing or mismatched info before the appointment).
- —Appointment reminder + confirmation flow (SMS at 48h and 24h pre-visit).
- —Post-visit follow-up SMS with rating prompt + Google review request.
- —Voice agent fine-tuned to Dr. Sheldon Hoppe Dentistry's tone — the ‘Dentistry With Heart’ positioning carries into the agent's voice: warm, calm, dental-specific reassurance language.
- —Custom scripts validated against two weeks of your real call logs across the top 12 call scenarios.
- —Side-by-side parallel run against your current front desk for one week (no traffic switch yet).
- —Cutover with rollback plan.
- —Owner dashboard: weekly call volume, recovery rate, booked appointments, escalated calls.
- —30 days of post-launch tuning included.
03 · Boundaries
What's out of scope, on purpose.
- —PMS migration or any replacement of existing scheduling software — we integrate, never replace.
- —On-site IT hardware, deskphones, headsets, or premises wiring — cloud telephony only.
- —Marketing or new-patient acquisition campaigns.
- —Additional locations beyond the initial three (added as Phase 2 if needed).
- —Expanded review-request flow + post-visit Google review automation beyond the included basics.
04 · Expected outcome
What you can plan around.
Based on industry benchmarks for well-tuned voice agents in dental. We'll calibrate against your real call logs in Week 3 and adjust the bookings target before cutover.
- 60–80%
- Missed-call recovery rate
- 8–25
- New-patient bookings per location per month, recovered
- 8–15h
- Front-desk time freed per location per week
- 60–90d
- Conservative payback window
05 · Timeline
Launch in four weeks from kickoff.
- 01Week 1 · Voice agent core + PMS integration drafts; first end-to-end test call.
- 02Week 2 · Intake automation layer + SMS flows operational on staging.
- 03Week 3 · Brand/voice tuning + 12 scripted scenarios pass UAT.
- 04Week 4 · Production cutover + handoff Loom + dashboard live.
Launch target: 4 weeks from kickoff. 30-day support window closes 8 weeks from kickoff.
06 · Investment
One-time. All-in.
Total, one-time
$15,000CAD
Payment terms
— 50% deposit ($7,500 CAD) on signed proposal → kickoff within 5 business days.
— 50% balance ($7,500 CAD) on production cutover.
— Invoice on acceptance; no payment link required to start the conversation.
07 · Optional retainer
Managed AI operations — recommended for production.
Production AI front desks need ongoing care: weekly review of call logs, occasional script tweaks, holiday-hour updates, new-service scripting. The first three months are included as a founding-client inclusion (see below). After that, choose a tier or cancel anytime.
Essentials
$1,500/mo CAD
- —Monthly health check
- —Prompt tuning
Standard
$3,000/mo CAD
- —Everything in Essentials
- —One new feature per month
- —Incident response
Premium
$5,000+/mo CAD
- —Everything in Standard
- —Priority response
- —Quarterly roadmap session
08 · Founding-client inclusion
Dr. Sheldon Hoppe Dentistry only.
First three months of managed operations included at no charge — a $4,500 CAD value.
Dr. Sheldon Hoppe Dentistry would be the first multi-location voice + intake build Roux ships. The founding-client inclusion is how we calibrate alongside you in the early months, with the volume of operator attention that the system actually needs.
—Weekly call-log + intake review with a written summary.
—Prompt tuning as your front-desk patterns reveal themselves.
—Small adjustments (new services, holiday hours, scripting tweaks).
—Incident response within 24 hours.
Standard retainer of $1,500/month CAD begins Month 4. Cancel anytime with 30 days' notice.
09 · Clarity-first
What's not included.
- —Practice management software changes — we integrate via your existing PMS API, not replace it.
- —Telephony hardware — we use cloud telephony (Twilio or similar). No on-site equipment.
- —Compliance attestations beyond standard PHIPA + PIPEDA-aligned data handling on our side. We'll provide our DPA on signing.
10 · Next step
Reply if this is worth a closer look.
Hit reply to the email this came in on, or write to thomas@rouxagency.com. If a 20-minute live walkthrough is easier than email, propose two times that work for you and we'll lock one in. Invoice for the deposit goes out on signing — no payment link required to start the conversation.
This proposal expires June 1, 2026 (14 days from issue).
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