Recalls, treatment plans and emergency booking for dental practices
Your reception spends the morning ringing patients who are overdue for a check-up. We build a system that sends each recall, follows up unfinished treatment and books the morning's emergency slots overnight.
What can AI do for a dental practice?
AI can take the phone work off a dental reception. It sends each patient's recall when their check-up or hygiene visit is due, books a family back to back, follows up treatment that was planned but never booked and answers emergency messages at night. Your reception team looks after the patients at the desk.
Recall intervals differ from patient to patient. One sees the hygienist every three months, another needs a check-up once a year. The system uses the interval your dentist set for each patient.
Messages that arrive overnight turn into a list for reception at 8am, the same approach we used to turn an inbox into a task list.
What we build for a dental practice
Recalls that follow up when nobody answers
The first recall goes out by the channel the patient prefers. If a week passes with no reply, a second goes by the other channel. After that, the patient lands on reception's call list with the date of their last visit.
Patients answer in their own words, such as "any Saturdays?", and get times back. We build those conversations with our WhatsApp automation and run SMS beside it.
When reception can't get to the phone
A missed call gets a WhatsApp or text within a minute, with a link to book or a question about what the caller needs. The assistant replies in the language the customer writes in, and you read every conversation in your own.
If you want, an AI assistant answers the call instead, books it into the diary and sends reception a short summary. Bills, clinical questions and anything else it can't handle go to your team. It tells callers they're speaking to an assistant. We set it up on a proven voice platform and connect it to your diary.
- Booked3 check-ups
- Moved2 hygiene visits
- Emergencybooked 10:40
Treatment plans that never got booked
Dr Shah plans a crown in March, the patient says they'll call back, and the plan sits in the notes. Each week the system lists plans with no appointment. The dentist ticks who should get a reminder, and the patient gets a message to book or to talk it through first.
The weekly list arrives in the practice chat on a schedule, as in our automated reporting work.
Emergency messages at night
Toothache wakes a patient at 11pm and they message the practice. The AI sends your own out-of-hours instructions, takes the details and offers the first emergency slot in the morning. It gives no clinical advice.
You choose which words, such as swelling or bleeding, put your urgent instructions at the top of the reply. An AI employee answers through the night and hands reception a list at 8am.
A morning list for reception
At 7:45 reception gets the day in one message: gaps in each chair, emergencies booked overnight, patients to call back and recalls with no reply. Each line has a button to act on it.
The list pulls from your practice software and the message history. We build these daily runs as part of our operations automation.
- Emergencies2 booked overnight
- GapsDr Shah 11:20, Jo 14:00
- Call back3 patients
What you get with a dental practice build
Recalls at each patient's interval
Check-up and hygiene recalls at the gap your dentist set, offered back to back where both are due.
Family bookings
Parents and children linked, so one message books the whole family in a row.
Unbooked treatment list
Each week, planned treatment with no appointment, for the dentist to choose who hears from you.
Overnight emergency booking
Your out-of-hours instructions, the patient's details and the first emergency slot, ready for reception at 8am.
Google reviews asked and answered
The same review request to every patient, with no reward, as Google's rules require. We draft a reply to each review for you to approve, and post holiday hours to your Google profile.
Forms before the first visit
New patients fill in their medical history on their phone before they arrive. The form lands on their record, stored securely, and only the practice sees it.
How we set it up for your practice
The audit
FreeYou show us how recalls, treatment plans and emergency calls run today, and which practice software you use. We tell you what to automate first and what your software allows.
You getA written plan of what to automate first, yours to keep.Build and test
One fixed priceWe connect to your practice software, build the recall and follow-up messages, and test each one on our own phones. Your dentists approve the wording before a patient sees it.
You getA working, documented system. Once you've paid, the code we wrote is yours.Running it
A monthly rateWe keep it running, adjust the messages as you see what patients answer, and add surgeries, clinicians or a second practice when you grow.
You getA monthly rate for the scope we agreed.
How much does a dental recall system cost?
A dental recall and follow-up system costs a fixed price to build and a monthly rate to run. The audit that scopes it is free. If the practice needs a new website, our managed websites start from $790 at launch prices.
WhatsApp and SMS providers charge per message. You can use your own provider accounts and pay the providers yourself, or we manage them and estimate the cost from your patient numbers. For a first number, estimate your build. See how the build price and the monthly rate work.
Questions dental practices ask us
How often should a dental practice send recall reminders?
A dental practice should send recall reminders at the interval the dentist set for each patient, which can be three months for one patient and a year for another. The system we build reads that interval from the patient's record and sends the recall when the visit is due. If the patient doesn't reply, a second recall goes by another channel a week later.
Can AI book dental emergency appointments out of hours?
Yes. AI can answer emergency messages out of hours, send the practice's own out-of-hours instructions, take the patient's details and book the first emergency slot of the morning. The AI gives no clinical advice. Words you choose, such as swelling or bleeding, put your urgent instructions at the top of the reply, and reception gets the full list at 8am.
How can a dental practice follow up treatment plans patients haven't booked?
A dental practice can follow up unbooked treatment plans with a weekly list of planned treatment that has no appointment. In the system we build, the dentist ticks which patients should get a reminder. Those patients get a message to book the treatment or ask for a call first, and the patients who ask for a call go on reception's list.
Can you connect recalls to our dental practice software?
Often, yes. If your dental practice software lets other software read appointments and recall dates, through an API, a database link or a regular export, we build the recalls and follow-ups on top of that practice software. Some systems allow more than others. The free audit checks what your practice software allows before you pay anything.
Can a dental practice book a whole family's check-ups in one message?
Yes. A dental practice can link parents and children in the system we build, so one recall message offers the whole family check-ups in a row. The parent picks a time, and each family member gets their own appointment. Children's recalls follow the interval the dentist set for each child, so the family message goes out when most of them are due.
Where is patient information kept in a dental system you build?
Patient information stays in your practice software or in a database we set up for your practice, with access by role. Chat messages carry booking details and the practice's instructions, and clinical notes stay out of the chat. Your practice owns the records and can export them whenever you want, and once the build is paid in full, the custom code is yours too.
Do I need this if my practice software already sends reminders?
Maybe not. Keep your practice software. We add only what the practice software can't do, such as WhatsApp messages, recalls by a second channel when nobody answers, the list of unbooked treatment and answering the phone when you can't. If your practice software already does all of that, the free audit tells you so, and you don't need us.
How much does a recall and follow-up system for a dental practice cost?
A recall and follow-up system for a dental practice costs a fixed price to build and a monthly rate to run, and the audit that scopes the work is free. Managed websites start from $790 at launch prices. The monthly rate is set for the scope we agree, and we re-quote if the scope or the number of messages changes a lot.
The services behind it
AI integration
AI connected to the email, CRM, spreadsheets and chat you already use, so it acts when something happens and writes the result back.
About AI integration
AI employees
An AI worker that owns one recurring job, such as the morning report or client follow-ups, runs it on a schedule and logs every step.
About AI employeesHow many patients are overdue for recall at your practice?
Bring the number from your practice software and we'll show you what to automate first, before you spend anything.