Clinics and dental
At a clinic, reception answers the phone, greets patients at the door and runs the card machine, often in the same minute. The calls that ring out are usually new patients.
A working day
Illustration of a typical day in this industry, not a client’s.
- 07:55The receptionist unlocks the door and switches on the card machine. The phone starts ringing before her coat is off.
- 09:20Three patients at the desk: one paying, one filling in a form, one asking for directions. Two calls ring out.
- 11:40A new patient calls about a cracked tooth. The dentist is mid-procedure and the receptionist is walking someone to the chair. Voicemail, no message.
- 14:10The 14:00 patient has not come. The reminder was meant to go out yesterday, between calls.
- 16:30The receptionist calls back the morning’s missed number. The patient has already booked at the clinic across the road.
Where clients slip away
One person for the phone and the desk
Nobody can greet a patient and take a new-patient call in the same minute, so the call loses. A voice agent picks up, asks what the problem is, since when and when the patient can come, and books into the practice calendar. The receptionist sees a booking, not a missed call.
No-shows nobody reminded
An empty chair is an hour of the dentist, the assistant and the room, paid for and unsold. Automated reminders go out a few days before and on the morning of the visit, with a reply that reschedules, so the slot is confirmed or freed while there is still time to fill it.
Patient numbers on sticky notes
Phone numbers on sticky notes and a reminder list in a spreadsheet are a data protection risk and a slow way to work. One patient record, in software with access rights and a processing agreement, holds the contact details, the visit history and the consent, and every reminder goes out from it.
What fits, in the order to build it
- AI voice agentsAnswers every call, day and night, and books the job into your calendar.
- Client data and operationsOne up-to-date record per client, with calendars and tasks that update themselves.
- Social media automationA month of posts in your voice, approved in one sitting and published on schedule.
- Web designWebsites that load fast on a phone and send every enquiry to your calendar and inbox.
- SEOPeople searching for what you do find you, without you paying for every visit.
- AI-SEOWhen someone asks ChatGPT who to hire, the answer includes you.
- AI consultingWhere AI pays off in your business, where it does not, and what to build first.
What an assistant looks for
Asked for a dentist nearby, assistants quote the opening hours, services and reviews they can find. A clinic without those on a readable page is described vaguely or not at all.
See what AI says about your businessQuestions from this industry
Can an AI agent take patient calls under GDPR?
It collects what a booking needs: a name, a number, the reason in the caller’s own words and a time. Whether it writes straight into your practice software depends on that software, and we tell you during the audit. Recordings and transcripts are kept under a data processing agreement, and callers are told they are talking to an assistant.
Will older patients hang up on an agent?
Some will want a person, and asking for one is enough: the agent passes the call on or takes a message for the receptionist to return. It removes the busy tone and the voicemail. A patient who wants a Tuesday appointment books it during the call, and a patient who wants the receptionist still gets her.
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