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Ring Call Diagnosis Guide

Ring data provides great insights into the practice. Knowing a practice has a new staff, a disconnected VM, a closed office, etc.

Benefits of Ring

RingAi can help you add 30 appts (x $300 = $4,500) a month from existing marketing.

  • Improve your conversion rate (+10 patients per month)
  • Reduce service issues, get happier patients referring family and friends (+10 patients per month)
  • Reduce missed calls and call them back (+10 patients per month)

Check 5 Key Performance Indicators

  • Only for the past 7 days. Very topical, but might miss important information if you are only reviewing monthly. 


1. Number of calls

Should be > 150 per week.

On the Dashboard, check the “All Calls” monthly chart to see if there was a longer-than-normal “plateau” of calls.


If low, then:

  • If calls are still “flat”, check that the tracking number is still on the GMB, Website, and Apple Maps
  • If calls were flat for 3-7 days, they likely closed the office for a vacation.


  • Is the practice in a hard-to-see / low-traffic location and needs more marketing to gain online visibility?
  • Is practice in a high foot traffic location (like Walmart), where most of the business is from foot traffic.
  • Is there high competition?
  • Check SEO, etc

2. Appt Calls %

Should be > 35%.  If low, then check:

  • Check the missed calls heat map. Are there times when the phone is not being answered? 
  • Is practice doing marketing to drive new customers.
  • Does the practice have a working recall and reminder system?

3. Conversion Rate

Should be > 70%.  If low, then check:

  • Check the not-booked heat map. Is an untrained operator handling lunchtime calls, or 1 day a week when a regular person is off?
  • Keyword list, what are the main reasons for not being booked?
  • New/untrained staff answering phones?
  • Is there an availability issue?
  • Is there an insurance problem?
  • Are there high cancellation rates?

4. Service Calls

Should be < 50%.  If high, then check:

  • Keyword list, what are the main reasons?
  • Is there a supply chain issue with getting glasses ready on time
  • Are there high reschedule rates?


Frustrated clients don’t refer to family & friends.


5. Missed Calls

Should be < 15%.  If high, then check:

  • Check the heatmap. Are there times when the phone is not being answered
  • Is there a long IVR or Voicemail resulting in more hangups


~10% of missed calls are likely appointment bookings. Critical to call them back.