Dental and medical
Three more ring while you are on the first.
The front desk is on the phone with one patient and checking another one out, so the rest go to voicemail. One of them was a new patient, and one was calling to give back a Thursday morning nobody will now refill. The agent answers all of them, takes the intake in the same conversation and offers the open hour to the waitlist before lunch.
Demo Dental is our demo company, and its prices are invented. The system answering is the real one.
Yours would answer from your schedule, your providers and your own intake rules.
The three leaks
Where dental practice hours actually go.
The three calls behind the one you answered
The front desk is on the phone with one patient and has another one standing at the counter. The other lines ring out. One of those callers was a new patient, and they rang the next office on the list rather than leave a message.
The 9am cancellation nobody refilled
An hour of chair time opens at twenty to nine and nothing goes back into it. Refilling it means working a waitlist by hand during the busiest part of the morning, so most days it just stays empty.
The recall that quietly slipped
Six months becomes nine, then a year and a half. Nobody was watching the interval, and the patient did not think about it again until something started bothering them.
What the agent handles
New patient intake
Collects the fields your own new patient form asks for during the booking call and texts a link for the rest. What used to be twenty minutes at the counter is done before they park. It records what the patient tells it and comments on none of it.
Recall and hygiene reminders
Watches the interval per patient rather than per month, and reaches out when a recall comes due with two actual times attached instead of a request to call back.
Cancellation and waitlist backfill
A slot that comes back at twenty to nine is offered down the waitlist in order, and the first patient to reply takes it. Your front desk finds out the hour was refilled rather than spending the hour refilling it.
Confirmations and reschedules
Confirms the day before and, when somebody cannot make it, offers the next fitting slot in the same conversation. A reschedule keeps the patient. A cancellation loses them for six months.
Insurance and plan questions
Answers what you have told it about the plans you accept and what a new patient visit costs. Anything about one patient’s benefits or balance goes to your office instead of a guess.
After hours and overflow calls
Picks up what rings out while the desk is with someone, and works the same way at seven in the evening. Anything urgent or clinical goes to your on-call number with the caller’s own words written down.
Reads from your systems
It works from your schedule, not a copy of it.
Openings, recall intervals and the waitlist are read at the moment of the question, so a time the agent offers is a time that is genuinely free. Patient information goes to your practice and nowhere else.
FAQ
Dental and medical questions.
Will it answer a patient’s clinical question?
No, and this is the line it will not cross. It does not answer anything clinical and does not discuss symptoms, history, medication or results with anyone. It writes the question down in the patient’s own words, routes it to the practice, and tells the patient who will be calling back and roughly when. It stops and hands off rather than guessing.
Can it actually fill a same day cancellation?
This is the one that pays for it. When a slot opens the agent works your waitlist in order, offers that specific time, and stops the moment somebody takes it. Nobody at the desk spends the morning making those calls, and the chair is not empty at nine.
Does it handle new patient intake?
Yes. It takes the booking, the plan details and the fields your form asks for during the call, then texts a link for the rest so the patient fills it in at home. The office gets a complete record instead of twenty minutes at the counter with a clipboard.
Will it tell a patient whether we are in network?
It answers only what you have told it about the plans you accept. Beyond that it takes the plan and member number and passes it to your office to verify, rather than telling a patient what they are covered for. Benefits are not something to guess at out loud.
More industries
Step through the trades one at a time, or see all twelve on the hub.
Stop losing the hour nobody refilled.
Fifteen minutes on how calls, recall and cancellations are handled now, and where the chair time goes. You keep the findings either way.