Call it. It thinks you are a patient.
TODO: demo phone number
Try booking a cleaning, then change your mind halfway through and ask for an evening slot instead. That is where these things usually fall over.
Dental clinics
Your front desk cannot answer the phone at 11:40 in the morning.
They are checking a patient out, taking a payment and answering the phone at the same time. The phone loses. We answer it. Every line, first ring, after hours.
Demo
Hear it answer a call.
Two ways to judge this before you talk to us. Both are the same system a patient would reach.
A booking call, start to finish.
TODO: /public/audio/demo-booking-call.mp3
Unedited, including the pauses. If it does not clear your bar, do not buy it.
The problem
What the phone is already costing you.
The calls you miss do not leave a record. That is the whole difficulty with this problem: the evidence is the thing that is absent.
A new patient calls three clinics. Two go to voicemail. They book with whoever picked up, and you never learn the call happened.
| Measure | Baseline |
|---|---|
| Calls answered | 68% |
| After-hours calls to voicemail | ~30/week |
| Voicemails never returned | About a third |
| Average callback time | 4+ hours |
Worked example, not a client account
These are modelled from typical practice volumes, not measured at a named clinic. They are here to show the shape of the problem, not to claim a result. During the measurement week we replace every one of them with your own numbers.
What it does
What it does.
It answers, it books, and it writes what happened into your software. Nothing here needs your front desk to do anything differently.
Booking, rescheduling and cancelling
Written into the practice software, respecting appointment types, provider schedules and block booking rules. It will not put a 90-minute new-patient exam into a 30-minute hygiene slot.
The repeat questions
Hours, parking, whether you are accepting new patients, direct billing, which plans, what happens at a first visit.
Text confirmations and reminders
Sent after the call, with a reply option to confirm the appointment or move it.
After-hours calls
Get a conversation and an appointment instead of a beep. Evenings and weekends are when most new-patient calls go unanswered.
A record of every call
Each one leaves a transcript and a short summary in the practice inbox, so you can check what it said rather than take our word for it.
Limits
What it will not do.
This list is not a limitation we are apologising for. It is the design.
- Anything that sounds like an emergency is routed to the on-call line, with the caller's name and number already captured.
- Anything clinical. It does not answer questions about symptoms or medication.
- Anyone upset, confused, or asking for someone by name goes to a person.
- Billing disputes go to a person.
Calls still transferred to a human
12%
We publish that on purpose. It is the emergencies, the clinical questions and the billing calls, where a person is the better answer. Anyone quoting zero is not measuring it.
Integration
Your practice software.
A booking that does not land in your schedule is not a booking.
- Dentrix
- Open Dental
- ClearDent
- Curve Dental
- Tracker
- Power Practice
Integration depth varies by system, and by which version and hosting arrangement you are on. Two clinics running the same software can have very different options.
We assess yours during the measurement week, before you have spent anything on a build. If bookings cannot be written into your software, we will say so then, rather than hand you a second calendar that someone has to re-key into the first one every morning.
TODO: confirm which of these we can integrate with today; mark the rest "assessed during the measurement week"
Privacy
Privacy and data handling.
Short version, because the long version belongs in a contract and not on a landing page.
- Reviewed against PHIPA and the provincial equivalents, plus PIPEDA, before go-live rather than after.
- Where call audio, transcripts and patient details are processed and stored is written down and given to you before you sign anything.
- Defined retention limits, with access logged.
- Callers are told at the start of the call that they are speaking to an automated system.
TODO: verify data residency against what Retell AI and the model provider actually offer, and write the specifics into the second bullet. Publish no claim about where data is processed until that is confirmed.
Price
What the measurement week costs.
$500 CAD, fixed.
- The fee is credited against the pilot if you go ahead.
- The report is yours either way, including if you decide to do nothing with it.
- No retainer, no contract to sign before the report exists.
The measurement week
Start with your own numbers, not ours.
You should not buy this on the strength of modelled figures. This is how you get real ones.
- Week 1
Measurement
We pull your call logs and give you your real baseline: answer rate, abandonment, after-hours volume, missed calls by hour and weekday, and how many unique callers never got through and never called back. Most owners have never seen that last number.
- Days 1–30
Pilot
It runs on one line alongside your existing phones. Nothing gets switched off. If it does not work, you unplug it.
- Day 30
Your numbers
The same before-and-after table, with your figures in it instead of modelled ones.
If the baseline turns out to be fine, we will tell you, and you have saved a purchase.
Timeline: Going live takes about six weeks after the measurement week, including two weeks running alongside your existing phones before anything is switched over. Most of that time is the practice software, not the voice.
FAQ
Questions dentists ask us.
Will it sound like a robot?
It sounds like someone working from a script, which is close to what it is. Callers are told at the start that it is automated, and most of them carry on and book anyway. The recording above is the honest test. Listen to it before you decide.
What about patients with strong accents, or who speak French?
Accents are where it fails most often, and it fails by asking people to repeat themselves. After two failed attempts it stops guessing at a name and hands the call to your front desk or takes a message. It can take calls in French. If a meaningful share of your callers speak French, we test that on your own calls during the pilot rather than assuming it works.
What happens if it double-books, or books into the wrong appointment type?
It books through the same rules your front desk follows: appointment type, provider, length, block booking. It cannot offer a slot your schedule does not have. When it is unsure which appointment type applies, it books nothing and passes the call to a person. Every booking lands in your inbox with the transcript attached, so a mistake is visible that afternoon rather than at eight the next morning.
Will my front desk lose their job?
It handles after-hours and overflow, which is work nobody is doing today. If headcount reduction is the goal, say so upfront and we will be straight with you about whether it is achievable before you spend anything.
Can I turn it off?
Yes. It runs on one line beside your existing phones, so turning it off means pointing that line back where it was. Nothing in your current setup gets removed to make room for it.
Does it work with my phone system?
It needs a number that can be forwarded, which covers most VoIP and most traditional lines. We test forwarding from your actual system during the measurement week, before you commit to anything.
What happens to calls it cannot handle?
It transfers, with the caller's name and number already captured and a summary of what they have said so far, so the person picking up is not starting from nothing. If nobody is there to take it, it takes a message and books a callback rather than dropping the caller into voicemail.
How long until it is live?
About six weeks from the end of the measurement week, including two weeks running alongside your existing phones before anything is switched over. Most of that is the practice software integration, not the voice.
Find out how many calls you are missing.
The measurement week is a fixed fee and the report is yours whether or not you build anything with us.