Engineered Systems for Dental Practices
Agents and automations answer calls, book appointments, send recall reminders and collect patient forms for dental offices, with the front desk in charge.
Challenges for dental practices
- 01
Phones answered between patients
The front desk cannot answer every call while checking patients in and out, and an unanswered call may become a booking elsewhere.
- 02
Empty chairs from cancellations
Open slots stay empty because reminders and confirmations depend on someone making the calls.
- 03
Recall that falls behind
Patients due for a visit are not called or texted on schedule, so the recall list keeps growing.
- 04
Calls missed at lunch and after closing
Calls that come in while the office is closed wait for the next morning, and some callers do not wait.
- 05
Paper intake and insurance forms
Patients fill in clipboards, and someone retypes the forms into the practice system.
- 06
Unpaid patient balances
Statements go out, and the follow-up call or text depends on someone remembering to send it.
Solutions for Dental Practices
These solutions book appointments, send recall reminders and collect patient forms, with the front desk in charge.
- 01
Voice Receptionist
Answers the main business line, handles common questions and books appointments, day or night.
- 02
Practice Phone Intake
Phone intake, scheduling and reminders designed for medical, dental, veterinary and therapy practices.
- 03
Appointment Setting Agent
Books, confirms and reschedules appointments by phone or text.
- 04
Two-Way Business Texting
Texts patients appointment reminders and confirmations, handles replies and passes anything unclear to the front desk.
- 05
Outbound Call Campaigns
Calls patients with appointment reminders and recall, and invites lapsed patients back to book, with each result logged for the front desk.
- 06
Missed-Call Text-Back
Sends a text to each missed caller and logs the request for staff follow-up.
- 07
Caller Intake & Verification
Collects and verifies caller details, then writes them to the system of record already in use.
- 08
Electronic Forms & Signatures
Digital forms and e-signature routing, with a record of who signed and when.
- 09
Accounts Receivable Follow-Up
Drafts payment reminders and an aging list, and a person approves each send.
- 10
Managed Automation Support
Monitoring, tuning, exception handling and a monthly report as an ongoing service.
How an engagement runs
- 01
Consultation
A working session at the office to see how booking, recall, forms and billing move through the front desk today.
- 02
Assessment
An in-depth review of one department, such as the front desk or recall, with a written findings memo and a prioritized roadmap.
- 03
Build & Launch
A review of how patient information is handled comes first. Then one workflow at a time is tested under supervision and goes live on sign-off.
- 04
Managed Support
Monitoring, tuning of the messages and a monthly report, with the next workflow added when the office is ready.
Frequently asked questions
Can the system send recall reminders to patients?
Yes. It calls or texts patients who are due for a visit, books them into open times and logs each result. The front desk sees every outcome and takes over any conversation that needs a person.
Who stays in charge at the front desk?
The front desk does. Staff approve what the system says and sends, see every booking it makes and take any call that needs a person. The team can pause the system at any time.
What goes into the text messages patients receive?
The office approves the wording of every message before it is used, and each message sent is recorded. How patient information is handled is also reviewed with the office before anything is built.