Case Studies
Hayslip Dental
How Hayslip Center's front office stopped chasing unscheduled treatment and started closing it.
about the practice
Practice
Hayslip Center for Family
Location
Warner Robin, GA
Practice Owner
Christa Byrd, C.D.P.M.
Owner / Partners
Dr. Curtis O. Hayslip, DMD
Dr. Robert Vlahos, DMD
Practice Website
Solution
Codent, the Virtual Treatment Coordinator
Codent features used
Native Eaglesoft PMS sync
Patient communication
Revenue insights
Christa Byrd has run the front office at Hayslip Center for Family and Cosmetic Dentistry for thirteen years, alongside Dr. Curtis O. Hayslip and Dr. Robert Vlahos. In that time she's watched the same pattern play out with treatment plan after treatment plan: a patient agrees to the work, walks out the door, and life takes back over.
"A plan that felt urgent in the chair could sit untouched for months, until the patient's next cleaning brought it up again."
Christa Byrd, C.D.P.M.
Office Manager · Warner Robins, GA
A report could hand her team three hundred names. Realistically, working through one properly reading the notes, confirming the plan, making an actual call instead of firing off a form text topped out around ten to fifteen patients a day.
Catching it before that happened meant someone on Byrd's team pulling a report and working it by hand — calls, texts, emails, one patient at a time, whenever there was a gap in the schedule to fill it with. But that kind of follow-up was competing with, as Byrd puts it, "a hundred other things" pulling at the front desk at any given moment.
Bringing in a treatment coordinator who works the list every day
Hayslip Center brought on Codent in January 2026. Codent's AI audits every chart in the database first treatment plan, clinical notes, ledger confirming what's actually still owed before anyone reaches out. A US-based treatment coordinator then contacts the patient directly, works through cost and insurance questions, and books the appointment straight onto Hayslip's calendar the moment the patient is ready.
For Byrd, the shift wasn't just about volume it was about what her team stopped having to do.
"It's freed up telephone time, streamlined our processes, and let our team focus on the patient in front of them," she says, "instead of feeling like they had to stop and cold-call fifty people to fill an opening."
The team now gets handed a patient who's ready to schedule already booked rather than a lead they still have to chase and close themselves.
What the results actually looked like
Six months in, the account showed:
Hayslip Center for Family and Cosmetic Dentistry
Six months, 2026
Metric
Chart audits reviewed
Patients messaged
Real patient conversations
Appointments booked
Production revenuew
Return On Investment
Result
912
556
264 (47.5% response rate)
45
$27,205
3X
Byrd also watches a number important to office managers: reactivation patients.
Six months into the year, the practice had seen 67 patients return who hadn't been in for a while a number she calls unusually high, and one she credits to the same steady, always-on outreach working in the background alongside the practice's other marketing.
"There's a certain amount of value that can't be tracked or tagged specifically," she says a patient might get a text reminder from Codent, not respond to it, and then call the office directly a week later.
Why the math made it an easy decision
Dr. Hayslip, in Byrd's words, is "a numbers man" — production booked, dollars spent, real value or no. Before he asked her to justify the cost, she'd already run the comparison herself.
Broken down across the practice's roughly sixteen working days a month, the Codent fee comes out to $87 to $88 a day. "You can't hire somebody for a day or even half a day of work for that kind of money," Byrd says.
With Codent
Works every single working day
Dental-specific experts
Charts audited automatically
Outreach, questions, scheduling
Consistent, always-on follow up
Part-time Employee
Not every day
Need training
Manual reports
Manual outreach
Easily deprioritized
A part-timer with no dental background runs around $10 an hour, and still needs training just to read a treatment plan or talk a patient through one on the phone. Someone who already knows how to do that — trainable, or already experienced — runs closer to $15 an hour.
And even then, they wouldn't show up every single working day the way Codent does.
Byrd holds any new expense to the same standard: ninety days before drawing real conclusions, and a full look at year-end against the practice's profit and loss. Codent has already cleared that bar for her. "I know that we can't hire a part-time employee to do what
Codent is doing for us behind the scenes, for what we pay," she says. "I see the value in it, and the consistency of having that contact there all the time."
Where it's headed next
Hayslip Center is onboarding a new associate, Dr. Patel, and Codent is already expanding its outreach to help fill his schedule with consults and exams as she comes online.
The same infrastructure is now being pointed at a new offer the practice is rolling out: a $7,999 denture-stabilization package — four mini implants, a same-day denture modification, roughly two hours of chair time, and about $8,000 in production for that time. It's a segment the practice had never marketed before. "It's low risk, high reward," Byrd says.
Codent's team will flag patients with dentures and implants already in their treatment history and reach out directly as the offer launches — the same audit-first, contact-every-day approach that's been recovering unscheduled treatment on the account since January.
Christa Byrd, C.D.P.M.
Office Manager
Hayslip Center for Family and Cosmetic Dentistry
5.0
stars
General Parctice
I see the value in it, and the consistency of having that contact there all the time. It's freed up telephone time, streamlined our processes, and let our team focus on the patient in front of them, instead of feeling like they had to stop and cold-call fifty people to fill an opening. I would absolutely recommend it.
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