Missed calls at peak hours
During check-in, checkout and lunch, calls stack up. A new patient who reaches voicemail simply calls the next practice.
For dental practices
Book More New Dental Patients With an AI Receptionist
Your front desk is checking in a patient, taking a payment and answering the second line at once. The AI answers every call, handles intake and books the appointment — so no new patient is left on hold.
- Answers calls 24/7 — after hours, at lunch and during your busiest blocks.
- Handles new-patient intake: details, new or returning, insurance if offered.
- Books into the chair-time slots you release, with reminders.
- Keeps hygiene recall and the six-month prophy on a steady cadence.
No obligation. We reply by email, usually within one business day.
Thanks for calling the practice. This is the after-hours assistant. Are you looking to book a visit, or do you need something else?
I’d like to book a first appointment. I’m new to the area.
Welcome. Have you been a patient with us before, and is this for a routine new-patient exam or something urgent?
New patient, routine exam and cleaning.
Great. Do you have dental insurance you’d like us to verify before the visit? You can also let the front desk know on the day.
Yes, it’s a PPO plan. I can bring the card.
Perfect. I can hold a new-patient exam on Thursday at 9 AM. Can I get your full name, a mobile number and the best email for your intake forms?
Mara Ellison. 555-0126. mara@email.com.
Booked for Thursday at 9 AM, Mara. Your intake form link and a text reminder are on the way.
Illustrative example
Transcript is an illustrative example of the conversation the agent is configured to handle for a dental practice. Wording, windows and routing are set to your rules.
The problem
New dental patients are lost to a busy front desk
The schedule is a mix of new-patient exams, hygiene recall and the six-month prophy, urgent calls about pain, and longer work like crowns, implants and aligners — all while the front desk handles the patient in front of it.
Recall that slips
When hygiene recall reminders and rebooking fall behind, chairs sit empty and established patients drift away.
Intake handled twice
Without a clean intake flow, staff re-ask the same questions on the phone and again at the desk — time that could go to patients.
The system
One connected intake, from ring to booked chair
Praktivo builds a system around the admin work you already do — the new-patient call, the web form, the recall list, the intake forms and the reminder that keeps a chair filled.
- 24/7 AI phone answering with honest disclosure.
- New-patient intake using the details your front desk already collects.
- Scheduling into the chair-time slots you release, with reminders.
- Hygiene recall and six-month prophy cadences that stop on reply.
- Reactivation of patients who have not been in for a while.
From new-patient call to booked chair
- 6:41 PMInbound call captured — new-patient tag applied
- 6:42 PMAI receptionist confirms new patient and visit type
- 6:43 PMInsurance noted for front-desk verification before the visit
- 6:44 PMNew-patient exam booked; intake link and SMS reminder sent
- Next morningFront desk sees the booking with full intake detail
- After visitRecall date and review request queued
The workflow
The nine steps, connected
Every new-patient enquiry moves through the same journey — with a human one clear step away.
1
Traffic
Ads, search and referrals to a page built to convert.
2
Lead Capture
Calls, forms and messages captured with source detail.
3
AI Response
The agent replies in seconds, on the caller’s channel.
4
Qualification
New or returning, visit type and insurance noted.
5
CRM
A clean record with source, timeline and next action.
6
Follow-Up
Email and SMS sequences that stop on engagement.
7
Appointment
Booked into your live schedule, with reminders.
8
Sales
Your team closes, briefed and unblocked.
9
Analytics
Which campaign produced the booked appointment.
Human in control
What stays human
Automation removes busywork and slow response. Clinical judgement and money stay with your team.
- All clinical assessment, diagnosis and treatment planning.
- Insurance benefits verification and cost discussions.
- Treatment plan presentations and any financial commitment.
- Urgent clinical triage by your clinical team.
- Any patient who asks for a person — routed instantly, with full context.
Administrative only — never clinical
The agent handles scheduling, intake and reminders only. It shares just the answers you have approved and never offers clinical advice, diagnoses anything or explains coverage. Anything outside that scope is flagged for your team.
A person always owns the clinical and financial conversation.
What you get
Deliverables, configured for your practice
AI agent
Phone and message agent configured with your scheduling rules, intake questions, availability and escalation paths.
CRM setup
Patient enquiries, stages, source tagging and a timeline on every record, connected to your existing tools.
Sequences
Hygiene recall, prophy reminders and reactivation cadences with opt-out handling.
Dashboard
Visibility on new-patient calls, response time, booked visits and which campaign produced them.
FAQ
Dental questions, answered
Can the AI book a new-patient exam and handle intake?
Yes. It answers every call, captures the patient’s details, whether they are new or returning, and their insurance information if offered, then books into the chair-time slots you release. It never gives clinical advice.
Does it handle insurance and PPO questions?
It collects the plan name and member details so your team can verify benefits, and shares only the scheduling and administrative answers you have approved. Anything about coverage or treatment cost is routed to your front desk.
Will it work with our practice-management software?
We build around common dental practice-management and scheduling platforms plus general CRMs. Where no native connection exists, we connect honestly through the best available integration.
What happens on a call about tooth pain?
It captures the details and urgency, offers the earliest administrative appointment window you have made available, or routes the caller to your team. It does not assess the problem or recommend any treatment.
Get your plan
See what an AI receptionist could do for your dental practice
Tell us how new-patient calls and recall flow today. On a free strategy call we will map the fastest fix — usually after-hours answering or recall follow-up.
Step 1 of 3
Your Dental business, in plain terms
Two quick steps and we’ll map the fastest automation win for your team.
Step 2 of 3
Where do you lose the most leads?
Pick the one that hurts most — that’s what we’ll fix first.
Step 3 of 3
Where should we send your plan?
We prepare your plan before the call — no obligation.
You’re all set!
We’ve got everything we need to prepare your plan. We’ll reply by email within one business day.
Your fastest win:
How It Works30 minutes · We come prepared with custom recommendations
Prefer to skip ahead? Book a strategy call →
Ready to stop losing new dental patients to voicemail?
Book a free AI strategy call and we will walk your new-patient intake, recall and reminders against this system.