AI receptionist
AI receptionist for dental practices and private clinics
Answers every patient call, books and moves appointments, fills cancellations, and sends anything clinical straight to your team.
- Fixed build price
- Prototype in days
- You own it
Reception at a busy practice is the hardest job in the building. The phone rings while a patient is paying, while someone is checking in, and while the last caller is still deciding between Tuesday and Thursday. Calls that ring out at those moments are often new patients, and new patients ring the next practice.
An AI receptionist takes the routine calls off the desk: bookings, changes, cancellations, opening hours, prices, and directions. It answers immediately, at 8am and at lunchtime and after you close, and it passes anything clinical to a person.
Calls it handles
What the agent does on the phone
New patient enquiries
Explains whether you are taking new patients, what a first appointment involves and costs, and books it or takes the details for your team to call back the same day.
Booking, moving, and cancelling
Checks real availability and books, reschedules, or cancels appointments in your practice system where it offers an API, then confirms by text.
Filling cancellations
When a slot frees up, it can call or text patients who asked for an earlier appointment, so gaps in the diary get filled instead of lost.
Prices, hours, and practical questions
Treatment price ranges, payment plans, parking, access, and opening hours, answered consistently from the information you approve.
Urgent and clinical calls handed over
Pain, swelling, bleeding, or trauma is never triaged by the AI. It transfers the call to your team or, out of hours, gives your approved emergency instructions, including NHS 111 where appropriate.
Reminders and recalls
Appointment reminder calls and check-up recall calls to existing patients, which cut no-shows without tying up a member of staff.
In detail
Doing it properly
What it must never do
A practice's AI receptionist is an administrator, not a clinician. It does not assess symptoms, suggest treatment, or reassure someone that pain can wait. We design the conversation so that clinical language triggers a handover, and we test that specifically before launch, with scenarios written with your team.
Patient data and UK GDPR
Patients mention health details on the phone even when nobody asks. That makes call recordings and transcripts health data, which is a special category under UK GDPR. In practice this means a clear notice in the greeting, a lawful basis recorded in your data protection documentation, a short retention period for recordings, providers whose terms do not allow your data to be used for training, and access limited to the people who need it.
Working with your practice system
Booking directly into the diary is where most of the value is. Some practice management systems offer an API that allows this, and some do not. Where yours does, the agent books real slots. Where it does not, the agent captures the request in full and your team confirms it, which still removes most of the time spent on the phone. We check which applies to your practice on the first call.
NHS and private
Mixed practices have rules about who can book what. The agent can follow them: which appointment types are NHS or private, which clinicians see new patients, and what to say when NHS lists are closed. Those rules are written down with you before anything is built.
FAQ
Dental and private clinics questions
Can an AI receptionist book into our practice management system?
If the system offers an API for appointments, yes. If it does not, the agent captures the full request and your team confirms it. We check your specific system on the first call before quoting.
What happens if a patient calls with an emergency?
The AI does not triage. It recognises urgent or clinical language and transfers the call to your team, or out of hours gives the emergency instructions you approve, including NHS 111 where appropriate.
Is it compliant with UK GDPR for health data?
It can be, and we build it to be: a clear notice to callers, a recorded lawful basis, short retention for recordings and transcripts, providers that do not train on your data, and restricted access. Your practice remains the data controller, so we work through it with whoever handles data protection for you.
Will patients be put off by talking to an AI?
Most callers want their appointment booked quickly. The agent says it is an AI at the start, answers immediately, and offers a person at any point. That is usually a better experience than ringing out or waiting on hold.
Can it handle several clinicians and treatment types?
Yes. Appointment lengths, which clinicians offer which treatments, and NHS or private rules are all configured with you and tested before launch.
Next step
Stop missing calls
Tell us how many calls you get, when you miss them, and which systems you use. You get a written plan, a fixed build price, and an estimated monthly running cost before anything is built.
Usually within one working day