Patients get booked; your team gets time back.
Dental front desks lose patients to missed calls and phone tag. This snapshot books, confirms and cancels appointments on the call, tells patients how to register and find you, and brings your team in when a person is needed. It never diagnoses or gives treatment advice.
Four visit types
General care, gum and implant at two locations, and sleep appliances.
Patient email
Time, registration link and directions.
Spanish
A Spanish receptionist for Spanish speakers.
The snapshot contents.
English voice front desk.
The same front desk in Spanish.
Booking, confirmations, cancellations, messages, staff and the Spanish handoff.
Patient confirmation and team notice for every booking.
General, gum and implant at two locations, and sleep appliance.
Five call outcome stages, practice settings and a knowledge base for your approved information.
Two agents, one patient journey.
Text version of this diagram
The receptionist thanks the caller and offers to book, confirm or cancel an appointment, take a message or reach the team. Booking asks whether the visit is for gum care, implants or a sleep appliance, or for general care. General care books a General Appointment. Specialty care asks for the main office, the second location or a sleep appliance consultation and books that appointment type. A booking moves the patient to Appointment Scheduled and confirms; a failed booking takes a message for the team. Confirming collects name, phone, date and location, moves the patient to Confirmation Request, emails the team and says what was recorded. Cancelling collects the same details, moves the patient to Cancellation Request, emails the team, says the team will confirm, and offers to reschedule, which returns to the service question. A message collects name, phone, email and the message, moves the patient to Left a Message and emails the team. Asking for staff, or speaking a language other than English or Spanish, moves the patient to Call Forwarded and transfers to staff; when nobody answers or the office is closed, the receptionist takes a message. Spanish speakers are handed to the Spanish receptionist; if that handoff fails, a Spanish message is taken and emailed to the team.
Text version of this diagram
Each of the four appointment types has its own booked trigger. When an appointment is booked, the patient is emailed a confirmation with the appointment time, the practice's registration link and directions, and the team is emailed the patient's details.
Text version of this diagram
The Spanish receptionist runs the same call flow in Spanish, with a Spanish voice setting: new appointments on the same four booking types, confirmations, cancellations with a reschedule offer, messages and a staff transfer that falls back to a message.
Seven practice steps make it yours.
- 1Set your practice globals
Practice name, patient registration link and directions.
- 2Set up the four appointment types
Provider, location, hours and length, then publish.
- 3Enter your staff phone
On the transfer step in both agents, with office hours.
- 4Connect your email sender
And confirm the team support address.
- 5Add approved practice information
Hours, services, insurance and new-patient policies, in the knowledge base.
- 6Assign the English agent to your line
Spanish speakers are handed to the Spanish receptionist automatically.
- 7Run the acceptance calls
In English and Spanish, with a synthetic patient.
Run the acceptance calls.
Offered times, booked; confirmation email with registration link and directions; team notice.
Booked on the second-location appointment type.
Booked on the sleep appliance consultation.
Name, phone, date and location; Confirmation Request stage; team email; no claim to see the calendar.
Cancellation Request stage; team email; told the team will confirm; call ends.
Returned to the service question and booked.
Left a Message stage and a team email.
A message is taken for the team.
Handed to the Spanish receptionist, which books in Spanish.
Transferred to staff.