Employee · Nika
AI speed-to-lead caller for dental clinics
Every online appointment request and “do you take my insurance?” message — Sofia rings the patient back within a minute and books the slot.
A patient with a toothache fills in the online form at 11 pm asking for the earliest appointment. By morning they have already booked with the first clinic that answered — which was not yours. The same happens with every insurance-question form: patients call three clinics and pick whoever picks up first.
Sofia watches the clinic’s inquiry channels. The moment a form or message lands, she calls the patient back within sixty seconds. She confirms the reason for the visit, checks the insurance network, and books the earliest available slot into the calendar. You see a one-line note per call and pay only for connected calls.
How it works in your business
- Calls every appointment-request form and insurance inquiry within sixty seconds
- Confirms the reason for the visit and checks the insurance network before booking
- Books the earliest available slot into the clinic calendar and sends a one-line summary
Why the front desk cannot win this race
A dental receptionist’s job is built around the patients who are physically there: greeting arrivals, taking payments, calming the nervous, assisting between rooms. The phone and the inbox lose that contest every time — reasonably so. The result is a predictable rhythm of missed contacts: the lunch-hour cluster of calls, the evening form submissions, the Monday-morning backlog from the weekend.
New-patient inquiries are the worst-hit category because they have no loyalty yet. An existing patient will leave a voicemail and wait; a new one is choosing between three clinics precisely on responsiveness. The clinic that answers first looks organised and careful — qualities people project directly onto the dentistry itself.
Sofia does not sit at the desk and does not touch the work that needs hands and eyes. She takes only the race the desk keeps losing: the new inquiry that needs a call back within a minute, at lunch, after closing, on Sunday.
The first month and the cost shape
Setup in week one is short: connect the website form and the inquiry channels, give Sofia the insurance-network list, the treatment categories she may book directly — usually check-ups, cleanings and consultations — and the rule for everything else. Anything clinical she never answers; she books a consultation instead.
By week two the reception team’s mornings change shape. Instead of a voicemail queue and a form backlog, there is a list of booked slots with one-line notes: reason for visit, insurance status, how the patient found the clinic. The desk stays in charge of the calendar; Sofia only fills the gaps in it.
The cost tracks new-patient flow, not clinic size. At price announced at launch per connected call, a quiet winter week with a handful of inquiries costs little, and a January rush after an insurance-year reset scales in step with the calls that actually reached a patient. One completed first visit typically covers many units of that price — you can check that arithmetic against your own fee schedule.
What Sofia costs
Pricing is announced when Sofia goes live. Reserve a place and we'll tell you first.
Questions about Sofia
Does she call patients after hours?
Yes. Dental pain does not keep business hours, and patients who fill in a form at night usually book with whoever calls first in the morning. Sofia calls within sixty seconds — including overnight — so the patient knows the slot is theirs before they fall back asleep.
What does a connected call cost for dental clinics?
price announced at launch per connected call — the same for a routine cleaning inquiry as for an emergency. You pay only for calls where the patient answered; busy signals and no-answers are not charged.
Can she tell patients about prices and insurance?
Sofia checks the insurance-network list you give her and confirms whether the patient’s plan is accepted. For treatments she does not quote prices herself — she books the consultation and lets the clinic quote after examining the patient.
How does this fit with our practice-management software?
Sofia books into the calendar you already run — whether that is practice-management software or a shared calendar. Slots, buffers and room rules stay yours; she fills openings rather than inventing them. No patient records move anywhere new.
What patient information does she handle?
Only what booking requires: name, phone number, reason for visit in the patient’s own words, insurance name. She asks no clinical history and gives no clinical advice — a patient describing symptoms gets an earlier slot, not an opinion.
What if she books someone into the wrong slot type?
Slot types and their durations are rules you define — a cleaning gets a cleaning-length slot, a consultation a shorter one. If a booking still lands wrong, the desk sees it in the morning list with the call note attached, and reschedules with one call. Mistakes are visible within hours, not on the day of the appointment.