Case H · AI Receptionist — Dental Clinics
The phone gets answered while the front desk looks after the room
Dental clinic
Client preferred to stay anonymous.
Handle the existing flow of calls without pulling the front desk away from patients in the clinic.
Starting point
A dental clinic with a busy reception: patients at the desk, phones ringing, a queue of both. Calls outside opening hours went to voicemail. Nobody had time to ring back everyone who had called during a busy hour.
Business task
Handle the calls the clinic already receives — overflow during the day, everything after hours — without adding staff and without the front desk choosing between the person in front of them and the phone. The assistant was not asked to create demand, and this case does not claim it did.
Solution
What we would build, module by module.
- 01Overflow and after-hours handling: the assistant picks up when reception cannot.
- 02New or existing patient identification at the start of the call.
- 03Booking, rebooking and cancellation according to the clinic’s rules and its practice calendar.
- 04Urgent call escalation to the assigned contact, using the clinic’s own definition of urgent.
- 05Permitted FAQ only: hours, parking, service basics, preparation guidance — nothing clinical.
- 06Payment link, deposit and refund workflow where the clinic enabled it.
- 07SMS or email summary to the clinic after every call.
Outcomes
What changes in how the business runs.
Directional, not measured: this is what the setup makes possible, described without figures we cannot stand behind.
- Calls that would have rung out during a busy hour get answered.
- After-hours callers can book, or leave a message with the details already taken down.
- Reception time spent on the people in the room.
- A written record of every call: who, what, how urgent, what was booked.
Services used
Industry
Category
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Is this close to your situation?
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This case study is illustrative. Actual results depend on your market, budget, offer, operational capacity and other factors outside our control.