What happens on the call
The short version: it does what a good front desk does when they have time to do it properly. Here is the same thing at length, because the detail is where these systems usually fall down.
- 01
The phone rings and nobody is free
It is 6:40pm, or your front desk is on another call, or it is Saturday. Right now that call goes to voicemail. The assistant picks up on the second ring instead.
- 02
It works out what they need
New patient or existing. Routine or urgent. A cleaning, a broken crown, a child's first visit. It asks the questions your front desk would ask, in the order they would ask them.
- 03
It checks your actual schedule
Not a generic calendar — your practice software, with your appointment types, your lengths, and the hygienist's column separate from the doctor's.
- 04
It books, and says so out loud
The patient hears the day and time confirmed before they hang up, and gets a text. The appointment is in your schedule when your team opens up.
- 05
It takes the insurance while it has them
Carrier, member ID, group number. The details that are painful to chase later and easy to collect while the patient is still talking.
- 06
It hands over when it should
Bleeding that will not stop, facial swelling, a patient who is angry, or a treatment question that needs the dentist. Those reach a person, with everything gathered so far.
What we set with you before it goes live
- Your appointment types and how long each one actually takes.
- Which providers take which appointments, and which columns it may book into.
- What counts as an emergency at your practice, and who it reaches at 2am.
- What it should never attempt — fee quotes, clinical advice, anything you want a human answering.
- How it introduces itself. It says it is an assistant. It does not pretend to be a person.
What it will not do
It does not call your patients. Everything above happens on calls that come in to you. Automated outbound calling to people who have not given written consent is illegal in the US, and we do not offer it — not as an add-on, not as a favour.
Once you are a client, we can send appointment reminders and confirmations to patients who have agreed to receive them. That is a different thing, and it stays on your terms.
Then a report, every month
Calls answered, appointments booked, what was handed to your team and why. The point is that whether this pays for itself is a question with a number attached, not a matter of impression.