An AI front desk for dental clinics: answers, books, tracks and follows up
01 — The challenge
The same questions arrive all day: prices, opening hours, whether a dentist does implants, how to prepare for a treatment. Every answer, booking and follow-up depends on the front desk being free, and records end up scattered.
- 24/7patient answers
- Owndocuments as the source
- 1 tapattendance marking
- Safehandover rules
02 — How it works, step by step
CustomerAISystemYour team
- 01Customer
A patient asks a question
On Messenger or chat they ask about prices, opening hours, a treatment or how to prepare.
Northside DentalWebsite chat · exampleHow much is teeth whitening and do you do it on Saturdays?
- 02AI
It answers from the clinic's own documents
The receptionist searches the clinic's price list, policies and treatment notes, so the answer matches what the clinic would say.
Northside DentalWebsite chat · exampleIn-chair whitening is £350 (sample price) and we offer it on Saturday mornings. Would you like me to book a consultation?
Yes, this Saturday if possible
- 03System
It books with the right dentist
It checks each dentist's availability, confirms with the patient and creates the appointment.
- 04System
The patient record updates itself
New patients are added and existing records updated automatically, so there's no copy-typing.
Patient record (sample)- Name
- Jordan P.
- Status
- New patient
- Next visit
- Sat 10:00 · Dr Ahmed
- Reason
- Whitening consultation
- 05Your team
Reception marks attendance with one tap
On the day, reception marks each patient present or absent from their phone. No-shows are recorded for follow-up.
- 06AI
Anything it shouldn't answer goes to a person
Clinical questions or anything outside its documents open a support ticket and email the team, so a person replies.
Support ticketTEAM- Patient
- Alex R.
- Asked
- Is this swelling normal after my extraction?
- Why
- Clinical question
- Sent to
- Dental team inbox
- 07System
Feedback and a dashboard for the owner
After each completed visit it asks for feedback, and the owner sees tickets, appointments and treatments on one dashboard.
Names, messages and figures in these examples are fictional sample data.
03 — What it changes for your business
Accurate answers at any hour
Patients get the clinic's real prices and policies, not guesses.
Less time on repeat questions
The front desk stops answering the same twenty questions all day.
Tidy records without typing
Bookings and patient details are saved automatically.
A person for anything clinical
The agent knows its limits and hands over straight away.
04 — What you need
You provide
- Price list, policies and treatment information
- Dentists and their working hours
- Who should receive handed-over questions
Accounts we connect
- Facebook Messenger or website chat
- Your calendar and patient list
- An email inbox for tickets
Decisions to make
- Topics it must never answer
- Which bookings it can make alone
- What the dashboard should show
05 — How set-up works
- Day 1
Discovery call
We go through how you work today, what the automation should handle and what it must never do.
- Week 1
Build and connect
I load your documents into its knowledge base and connect chat, calendar and patient list.
- Week 2
Test together
We ask it every awkward question we can think of and check each answer against your documents.
- End of week 2
Go live
It goes live with real customers. I watch the first week closely and adjust the wording and rules.
06 — Questions owners ask
Will customers know it's automated?
They should, and it says so up front. People mostly care that they get a fast, accurate answer and can reach a person when they need one.
Where does it get its answers?
Only from the documents you give it. If the answer isn't there, it says so and passes the question to your team.
What if it gets something wrong?
It works from your own information, hands over anything it isn't sure about, and every conversation is logged so you can see exactly what was said and fix the rule.
What does it cost to run?
Running costs are the messaging and AI usage, usually a small monthly amount at a small business's volume. Set-up is a one-off cost. I give a fixed quote after the discovery call.
Want to see this working for your business?
Book a live walkthrough