Front desk
Every new-patient call answered
An AI receptionist picks up on the first ring, answers the routine questions, books straight into the schedule, and transfers anything complex to the team.
Dental & specialty practices
Front-desk systems for a practice with a full waiting room.
Missed new-patient calls, paper forms, and manual recall are lost production. We put the routine front-desk and back-office work on rails so the team can focus on the patients in the chair.
The pattern
Where practices lose production.
New-patient calls go to voicemail during a rush or after hours, and the caller books elsewhere.
Intake forms are filled on paper, then re-typed into the practice system.
Recall and reactivation are done manually, so lapsed patients quietly stay lapsed.
Insurance verification eats front-desk hours every morning.
Confirmations and reminders are inconsistent, and no-shows climb.
Production, no-show rate, and hygiene reappointment percentage are pulled by hand.
What we build
The workflows that recover production first.
Intake
Forms that fill themselves in
Digital intake sent by text before the visit, returned, and written into the practice system — no paper, no re-keying.
Recall
Reactivation that actually runs
Lapsed and due patients contacted on a schedule across text and email, with booking links, and results tracked.
Insurance
Verification off the front desk
Eligibility checks queued and pre-filled ahead of the day, with exceptions flagged for a person.
Retention
Fewer empty chairs
Confirmation and reminder sequences that cut no-shows, and a post-visit review request that runs itself.
Example system
New-patient call to confirmed appointment.
A representative build: the call is answered and booked by the AI receptionist, intake forms go out by text and are filed on return, an insurance eligibility check is queued, confirmation and reminders are scheduled, and a review request goes out after the visit.
What changes: no new-patient call goes unanswered, and the front desk starts the day without a stack of paper to type.
Questions
About dental practice work
We build to your practice's HIPAA obligations: business associate agreements where a vendor handles PHI, data minimization so a workflow carries only the fields it needs, PHI kept out of logs and reporting unless specifically required, and encryption in transit and at rest. Your compliance owner reviews the design before anything is built.
It depends on the system. Several common dental platforms expose an API or a supported integration path; some older ones need a bridge tool or database-level access. We check yours during scoping and are direct about what is and is not possible before you commit.
Yes — the AI receptionist is designed to be upfront about being automated, handles the routine calls and bookings, and transfers anything outside its scope to your front desk with the context attached. More on that on the AI receptionist page.
Not if the front desk is missing new-patient calls, re-keying paper forms, or letting recall slide. A single high-volume process — new-patient intake or recall reactivation — is a sensible first project and proves the approach before anything larger.
A focused workflow is usually two to five weeks, including testing against your real call types and form flows before it goes live with a monitored fallback.
Related
How we build this.
AI Receptionist
Answering, booking, and routing new-patient calls without missing any.
See how it worksBusiness Process Automation
Intake, recall, reminders, and verification workflows.
Explore this serviceSystems Integration
Connecting the phone, forms, and practice management system.
Explore this serviceHow many new-patient calls go to voicemail each week?
Tell us what your front desk is carrying and we will tell you which workflow to fix first and what it would take.