Give your front desk fewer reminders to send.
Your team is checking patients in while appointment reminders wait. We review your practice software and data-handling requirements before proposing a reminder workflow.
Start with the work behind each appointment.
Look at a week of reminders, rescheduling requests, and routine patient follow-ups. Count the manual steps and the time each one takes.
Illustrative example, not a client result: 15 minutes of manual work per weekday adds up to 75 minutes per week, or five hours across four weeks. Use your own time records to decide whether a setup is worthwhile. Time freed up isn’t automatically cash saved.
Let your front desk focus on patients, not phones
We start by checking the features and connections in the tools you already use. Your proposal identifies the workflow, supported integrations, and any plan upgrades or running costs. You don’t need the strategy service first.
Phone Answering
Handle routine questions and capture caller details when your team can’t pick up. We agree on routing, escalation, and any supported booking connections before the build.
Learn moreAppointment Reminders
Set up reminders with timing and wording you approve. Customers get a clear next step to confirm or ask to reschedule. Availability depends on your scheduling tool.
Learn moreConnect Your Tools
Your practice management software doesn't talk to your patient communication platform. Your intake forms don't auto-populate records. Your front desk re-enters the same patient information across two or three systems. We connect your tools so data flows automatically. Enter it once, it updates everywhere.
Learn moreAutomatic Follow-Up
After every cleaning, every procedure, every new patient visit. Review requests go out at the right time. Recall reminders hit at the six-month mark. Patients who haven't been in for a year get a re-engagement message. This is the follow-up that never happens consistently when it depends on your front desk remembering.
Learn moreHands-On AI Help (Hourly)
Your front desk wants to use ChatGPT for patient emails but can't get the voice right. You're trying to pick between three different AI tools. Book an hour and we'll work through it together. No minimum, no package. Good for practices that want coaching on one specific thing instead of a full managed build.
Learn moreAn example of the work before and after setup
Illustrative workflow, not a client result or a guarantee. Available features depend on your tools and the agreed setup.
Before
- ✗8:00am. Front desk arrives. Three voicemails from yesterday afternoon, two from last night. One is a new patient inquiry. She called 14 hours ago.
- ✗9:15am. Phone rings while Jessica is checking in a patient and pulling up insurance. Voicemail.
- ✗10:30am. Dr. Garcia finishes a crown prep. Asks Jessica to call back yesterday's missed calls. Jessica is on the phone with an insurance company.
- ✗12:00pm. Lunch. Two calls go to voicemail.
- ✗2:00pm. Jessica realizes she forgot to send recall reminders this week. She'll get to it tomorrow.
- ✗3:30pm. No-show for the 3:30 slot. No reminder went out. Chair sits empty for an hour.
- ✗5:00pm. Jessica enters today's new patient info into both Dentrix and the communication platform. Same data, typed twice.
After
- ✓8:00am. Front desk arrives. Overnight calls already handled. AI booked a new patient for Thursday. Summary waiting in the inbox.
- ✓9:15am. Phone rings while Jessica is checking in a patient. AI picks up, schedules a cleaning, sends Jessica a notification.
- ✓10:30am. No callbacks needed. Every call was answered.
- ✓12:00pm. Lunch. AI handles calls. Patients don't know the difference.
- ✓2:00pm. Recall reminders went out automatically on Monday. Three patients already rebooked.
- ✓3:30pm. The 3:30 patient confirmed yesterday via text. She's here.
- ✓5:00pm. New patient info captured during the AI call auto-populated into the system. Jessica didn't type it twice.
Common questions
We’ll check what your tools support before quoting the work. Some connections are straightforward. Others need custom work or a different approach.
Most won't. The AI is trained on your practice's information, your services, your hours, your insurance policies, and how you communicate with patients. It answers calls naturally and handles routine requests like scheduling and rescheduling. For complex clinical questions, it routes the call to your team or takes a message. It's not pretending to be human. It's just handling the calls your front desk can't get to.
Good question. We take patient privacy seriously. Our systems are configured to handle patient communication in compliance with HIPAA requirements. We don't store protected health information in unsecured systems, and we work with you to make sure every automated message meets your practice's compliance standards. We'll walk through all of this with you before anything is built.
Maybe not, and we'll tell you if you don't. Weave and RevenueWell handle messaging well, and both sell AI receptionist add-ons now. What they don't do is connect your systems: the patient typed into Dentrix still gets typed again somewhere else unless the sync is actually wired up and working. We fill the gaps between the tools you already have. Sometimes the honest answer is turning on the thing you're already paying for.
Yes. Practice size doesn't change the problem. A solo dentist in Burlington runs into the same phone-answering bottleneck a group practice in Chittenden County does. Front desk can't answer calls, verify insurance, and check in patients at the same time. Smaller practices just take less time to set up.
Related reading
What it costs
There aren’t packages. You pay for the hours we work, and we’ll discuss rates directly once we know the scope. Software and usage costs are billed separately.
How billing worksStart with one task.
Tell us which task is taking too much time. Chris will email you within 24 hours to set up a call. We’ll review your tools and explain the options and costs.
- Start with a conversation. No commitment.
- After your call, you get a short email with a practical next step and what your current tools can do.
- You get guidance on setup and ongoing costs, with anything that still needs checking clearly marked. If automation isn’t worth it, we’ll say so.
Or call us directly: (802) 404-1443
Start with the task and the software you use.
Chris will email you within 24 hours.
Loading the form. You can also call (802) 404-1443.