SETUP GUIDE · DENTAL AI RECEPTIONIST

Set it up in plain language.

Most of the work is normal practice setup: add your practice details and reviewed knowledge, assign providers and calendars to the four appointment types, connect your email sender and forwarding hours, then run the acceptance tests before you switch it on.

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01 · REQUIREDPrepare 02 · REQUIREDPractice identity & knowledge 03 · REQUIREDProviders & calendars 04 · REQUIREDLinks, email & handoff 05 · REQUIREDChannels 06 · REQUIREDTest & activate 07 · OPTIONALIn-call confirmation email

Before you start

The 3 business settings you'll add

Create or find each one in Votel under Global Variables and fill in your practice's value.

Setting	What it holds
company_name_	Practice name patients hear and see in every confirmation
dental_patient_registration_url	Link to your new-patient registration form
dental_practice_directions	Directions or location details for arriving patients

Settings > Global Variables: Settings, Global Variables: the practice name, patient registration link and directions, each marked SETUP REQUIRED until you replace it. — Settings, Global Variables: the practice name, patient registration link and directions, each marked SETUP REQUIRED until you replace it.

01 · Required

Prepare

Confirm the install before changing anything.

Confirm the correct sub-accountInstall into the practice's own account, not a shared agency workspace.

Agency > Sub-Accounts: Open the practice's own sub-account with the access icon on its row. — Open the practice's own sub-account with the access icon on its row.Example screen from a demo account. Yours shows your own names.

Check the installed assetsLook for both receptionists, the Incoming Call and Appointment Notification workflows and the four bookables.

Agent > Dental AI Receptionist > Agent Workflows: The receptionist after install, with Incoming Call and Appointment Notifications under Agent Workflows. — The receptionist after install, with Incoming Call and Appointment Notifications under Agent Workflows.

Keep both receptionists offNothing should reach a real patient while you configure.

Done when: Everything is installed and nothing can contact a real patient.

02 · Required

Practice identity & knowledge

Make the receptionist yours and give it approved answers.

Add the practice nameSet company_name_ and review the greeting and closing copy.

Settings > Global Variables > company_name_: Editing the practice name: change only the Value and save. The key stays the same. — Editing the practice name: change only the Value and save. The key stays the same.

Add reviewed practice knowledgeServices, locations, hours, insurance, payment policies, emergency language and escalation rules.

Approve privacy and clinical boundariesMinimum-necessary data collection, prohibited claims and emergency escalation, signed off by the practice.

Done when: The greeting names your practice and every answer comes from knowledge the practice approved.

03 · Required

Providers & calendars

Connect real availability to each appointment type.

Assign the providerReplace the [DENTAL] Provider setup profile with your real clinician.

Set up the four bookablesLocation, timezone, availability and conflict calendar for General, Gum & Implant, Secondary Location and Sleep Appliance.

Connect the calendar on each booking routeEach of the four booking steps in Incoming Call needs your connected calendar account.

Done when: Each of the four appointment types finds availability in the intended calendar.

04 · Required

Links, email & handoff

Make confirmations correct and give patients a real route to staff.

Add patient linksSet dental_patient_registration_url and dental_practice_directions for every patient confirmation.

Select and verify an email senderFrom name, reply-to address and domain authentication. Team emails go to your practice support inbox.

Settings > Integrations > Sender Identities: Add and verify the email sender under Sender Identities. — Add and verify the email sender under Sender Identities.Example screen from a demo account. Yours shows your own names.

Set forwarding destination and hoursAnswered, no-answer and outside-hours handling for patients who ask for staff.

Agent Workflows > Incoming Call > Call forwarding step: The call forwarding step: the default rule covers weekday hours but has no number yet. Add your front-desk number here. — The call forwarding step: the default rule covers weekday hours but has no number yet. Add your front-desk number here.

Done when: Test confirmations show your practice name and working links, and staff requests reach the right person.

05 · Required

Channels

Connect where patients reach you.

Select the phone number or chat widgetConfirm consent, opt-out handling and the voice or SMS route.

Agent > Channels: Open Channels in the agent header and add a Voice, SMS or chat channel. — Open Channels in the agent header and add a Voice, SMS or chat channel.Example screen from a demo account. Yours shows your own names.

Check every recipientPatient confirmations go to the patient's email; team notifications go to your practice support inbox.

Done when: Patients reach the main receptionist on the channel you chose.

06 · Required

Test & activate

Prove every route with made-up details before you switch on.

Pass the booking and confirmation testsOne test appointment per bookable, and one confirmation email per template, using agency-owned test data.

Pass the cancellation, message, Spanish and forwarding testsNo false cancellation, message saved to Left a Message, Spanish transfer and failed-transfer both handled, forwarding follows your hours.

Activate deliberatelySave your results, then turn on only what you reviewed.

Agent > Header: Run tests with the Test button, then turn on the Active switch as the very last step. — Run tests with the Test button, then turn on the Active switch as the very last step.Example screen from a demo account. Yours shows your own names.

Done when: Every acceptance test has evidence and activation is a deliberate last step.

07 · Optional

In-call confirmation email

Email the patient from inside the call once your sender is ready.

Enable the confirmation stepSwitch on [DENTAL] Confirmation Email | ENABLE AFTER EMAIL SETUP only after your sender is verified.

Check what the receptionist saysThe spoken line about the email should match what is actually sent.

Done when: A test call sends one correct confirmation to the test patient.

Ready for your practice.

Switch it on only after every acceptance test passes on your installed copy.

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