An AI front desk that answers calls 24/7, verifies insurance before patients walk in, recovers no-shows, and rebuilds your recall list. One fixed price, two to four weeks, no monthly retainer.
Sound like your practice?
~30%
of calls go to voicemail
Patients call during cleanings, lunch, after-hours. They don't leave a message, they call the next practice on Google. Industry data from Patient Prism puts unanswered or fumbled calls at 30 to 40% in most practices.
~12 min
per insurance verification
Logging into Delta, MetLife, Aetna, Cigna, copying eligibility into Eaglesoft or Dentrix. Multiplied across daily new patients and recalls, that's 6 to 10 hours of clerical work a week, every week. (CAQH Index 2023.)
~10%
no-show rate without automation
Average across general dentistry. Each empty hygiene chair is $150 to $300 in lost production. For a practice running 50 appointments a week, no-shows quietly drain $1,500 to $3,500 a month.
~12 / yr
average new Google reviews
Practices that rely on staff to ask manually pick up roughly one review a month. 84% of patients trust online reviews as much as a personal recommendation, so this gap directly affects new patient flow.
~30%
of active patients overdue for recall
Roughly one in three active patients is past due for a 6-month cleaning. Most practices run a manual call list once a quarter. The list grows faster than the team can dial.
~25 hrs
a week on repetitive tasks
Reminder calls, recall calls, review chasing, paper intake re-entry, insurance lookups. The work that pulls your front desk away from the patient standing right in front of them.
What's included
Answers every call 24/7 in a natural voice. Books appointments directly into your PMS, answers common questions (hours, insurance accepted, directions, fees), and routes urgent calls to a human on-call.
Pulls coverage from carrier portals automatically two business days before each appointment. Eligibility, deductible, maximum, and frequency limits land in the patient note before the patient walks in.
A multi-step SMS flow: confirmation at booking, reminder at 48 hours, reminder at 24 hours, day-of confirmation. Patients can confirm or reschedule with a tap. Open chairs get filled from a standby list.
Post-appointment review request goes out with a two-hour delay and a direct Google Business link. Recall sequence fires at month 5.5 since last hygiene visit and runs until the patient books or opts out.
What to expect
Based on industry benchmarks (Dental Intelligence, CAQH, BrightLocal, ADA practice reports) for a typical 4-chair, 1,200-active-patient practice. These are projections, not testimonials. We have not yet shipped this for a dental client, the first one to commit gets a discounted build in exchange for a logo and a real testimonial.
10% → 3%
No-show rate
SMS reminder studies in healthcare consistently show a 60 to 70% reduction with two-touch reminders.
+~50
Google reviews per year
From an industry baseline of roughly 12, automated post-visit asks typically multiply review velocity 4 to 6x.
~25 hrs
Front desk time reclaimed weekly
Insurance verification, reminder calls, recall calls, and review asks combined. Staff returns to in-person patient care.
Pricing
$9,000 flat
For comparison, plug-in suites like Weave or Solutionreach run $400 to $700 a month. This build pays for itself in 4 to 9 months and then keeps paying.
Before we start
Short list. Most practices already have everything below or can get it in a day.
PMS access
Eaglesoft, Dentrix, or Open Dental login or API access. We handle the integration setup.
Twilio account
A Twilio number for SMS and voice. We can set this up in 30 minutes if you don't have one.
Google Business Profile
Manager access so we can wire the review request flow directly to your profile link.
Insurance carrier credentials
Portal logins for your top 3 to 5 carriers, stored in our HIPAA-compliant secret manager.
Common patient questions
A 30-minute call with the office manager. We use this to train the AI receptionist's voice and tone.
Signed BAA
Standard HIPAA business associate agreement. We provide the template, your attorney can review.
FAQ
We connect to Eaglesoft, Dentrix, or Open Dental through their APIs or via a secure local bridge for older on-premise installs. The AI reads and writes appointments, patient records, and insurance notes the same way a human staff member would. Your team keeps using the PMS exactly as before.
Yes. We sign a BAA, all patient data is encrypted in transit and at rest, and we use HIPAA-eligible vendors (Twilio HIPAA tier, OpenAI Enterprise with BAA, AWS HIPAA-eligible services). Audit logs cover every read and write to patient records.
The AI identifies itself as an automated assistant and offers to route to a human at any point. For complex clinical questions, urgent issues, or unhappy callers, it transfers immediately. In practice, most calls (booking, rescheduling, hours, directions) are short and patients prefer the instant answer over voicemail.
You own the code, the accounts, and the credentials. We hand off a Loom walkthrough, written runbook, and 30 days of bug-fix support at no additional cost. Ongoing API fees (Twilio, OpenAI) run roughly $50 a month and bill directly to you, not us.
You get a dashboard showing calls answered, appointments booked, no-show rate, recall conversions, and review count, refreshed daily. We benchmark against your numbers from the 90 days before launch so you can see the delta in real terms.
Eaglesoft, Dentrix, and Open Dental cover roughly 80% of US practices and we have integration patterns ready for all three. For anything else (Curve, Carestream, Practice-Web, etc.), we scope an extra integration discovery week and adjust the quote. We've never met a PMS we couldn't read or write.
Ready to see it?
Live demo of the AI receptionist, the verification agent, and the dashboard. No slides, no fluff. If it fits, we send a fixed-price proposal that day.
Book a 15-min walkthrough