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Our process

How we work, end to end.

Most agencies hand you a logo and a calendar invite. We hand you a system. Here is the funnel we run, the problems we address at each stage, and the deliverables you can hold us to.

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A Nova Buzz partner shakes hands with Dr. Wilson at the entrance of his dental practice on the first day of the engagement.
Week 1 · Discovery

It starts with a handshake

Week one, we show up in your clinic.

Discovery is not a slide deck. It is a real day with your team. We sit at the front desk, shadow recall calls, audit insurance follow up, and listen to how your clinic actually runs.

By the end of week one you have a map of every leak. By the end of week two you have a swarm designed around it. The rest is build.

The funnel

From audit to autonomous.

Five stages. Each one is named, scheduled, and tied to a specific set of problems we solve. The funnel narrows as we move from broad operational scan to focused, live agent work.

01

Week 1

Discovery

We sit down with your operation.

Problems we tackle here

  • You don't know what calls you're missing
  • You don't know what your recall list is actually worth
  • You don't know which hours leak the most revenue

What we do

A 90 minute working session plus a 5 day audit of your phone logs, recall list, insurance follow up, and review pipeline. We come back with a clear map of where money is leaving the building.

You get

  • Operations audit
  • Revenue leak diagnosis
  • Stack inventory
02

Week 2

Design

We propose a custom swarm.

Problems we tackle here

  • Generic AI tools don't match your protocols
  • Your voice and tone are unique. Templates don't cut it.
  • You need to know exactly what gets handed off to your team

What we do

We map a specific swarm for your clinic. Which agents, which channels, which hand off rules. You see the architecture and the conversation samples before we write a line of code.

You get

  • Agent architecture
  • Voice and tone guide
  • Hand off rules
03

Weeks 3 to 5

Build

We integrate. You watch.

Problems we tackle here

  • You already paid for a PMS. Replacing it is not an option.
  • You've been burned by "AI" products that don't actually plug in
  • You need to trust the system before it talks to your patients

What we do

We integrate with your PMS (Dentrix, Open Dental, Curve, Eaglesoft), your calendar, your phone system, and your CRM. Agents run in shadow mode beside your team. You hear them speak before they go live.

You get

  • PMS + calendar + phone integration
  • Shadow run validation
  • Staff training
04

Week 6

Deploy

The swarm goes live, 24/7.

Problems we tackle here

  • You can't be on call at 11pm. Your front desk can't either.
  • Recall calls during business hours interrupt actual care
  • Manual insurance verification is the worst use of staff time

What we do

Agents take over their specific lanes. Marcus answers calls. Sofia runs recall. Zara verifies insurance. Your team is freed up to focus on patients in the chair.

You get

  • 24/7 coverage
  • Live agent dashboard
  • Weekly executive reports
05

Week 6 onward

Drive

We tune. You recover revenue.

Problems we tackle here

  • Every clinic shifts month to month. A frozen system goes stale.
  • Without iteration, recovery rates plateau
  • You need visibility, not vanity metrics

What we do

We meet you weekly to review recovered revenue, fine tune voice and rules, and expand to new lanes when ready. The Friday recap email shows you exactly what each agent did and what it returned.

You get

  • Weekly tuning calls
  • Recovered revenue report
  • Continuous expansion

How we think about it

Four rules we don't break.

01

We don't bring AI. We bring an operation.

Tools alone don't move the needle. We design, integrate, and run a system that fits inside your existing operation. The result feels less like software and more like a team that showed up to work.

02

We start with the problems, not the features.

We don't pitch AI at problems we haven't verified you have. Discovery is where we listen, audit, and only then propose. The system gets built around your real bottlenecks.

03

You stay in charge.

Every agent has a hand off. The AI handles volume, your team handles judgment. You see every conversation, override anything, and tune the system as the practice grows.

04

We earn the next month.

Most clinics see ROI in 60 days. If we are not recovering multiples of what we cost by month two, that is on us to fix or step aside.

The guarantee

By week 6, recovered revenue covers us 5 times over.

If we don't hit that, you don't pay the next month. Final terms are reviewed during your discovery call.

Book a discovery call