Voice Assistant for Dental Clinic
A custom AI voice agent that answers calls 24/7, handles common questions, and books appointments into the clinic's scheduling workflow—reducing missed calls and front desk overload.
Client
Family Dental Clinic
Duration
2-4 weeks (pilot)
Call Volume
~120 calls/day
Client Snapshot
A quick look at the environment this assistant was designed for.
Clinic
Family Dental Clinic (Ontario)
Team Size
4 dentists, 9 staff
Call Volume
~120 calls/day
Primary Pain
Missed calls + lost bookings
The Problem
Dental clinics lose revenue when calls aren't answered quickly and consistently—especially during peak hours and after-hours.
- Front desk overload: check-ins + insurance + phone calls at the same time.
- Missed calls: many callers won't leave voicemail; they just call another clinic.
- After-hours gap: voicemails don't convert well into bookings.
- Repeat questions: hours, location, parking, pricing ranges, insurance coverage.
What we optimized for
Reliability > fancy features
The assistant must behave like a trained receptionist: fast, polite, accurate, and able to hand off to humans instantly when needed.
Our Solution
We built a custom voice assistant that answers inbound calls 24/7, resolves common requests, and books appointments into the clinic's scheduling workflow.
24/7 Call Answering
Always available—captures bookings after hours and during peaks.
Booking & Rescheduling
Books, reschedules, or cancels appointments based on availability.
FAQ & Policy Handling
Hours, directions, parking, insurance questions, and prep instructions.
Smart Escalation
Transfers to staff for complex cases—never traps callers in a loop.
SMS Confirmation
Sends appointment details via text immediately after the call.
Call Logging & Review
Transcripts + outcomes for QA, training, and operational reporting.
How It Works
The point isn't "AI" — it's consistent call handling with a clear handoff path and clinic-specific workflows.
- 1
Caller dials the clinic's number.
- 2
Voice assistant answers instantly and identifies intent (booking, reschedule, FAQ, billing question).
- 3
For scheduling: checks availability + confirms details + saves appointment.
- 4
For complex cases: transfers to staff and shares call context.
- 5
Sends SMS confirmation and logs the interaction.
Goal: clinic-approved answers with smart escalation.
Do you accept SunLife insurance?
Caller
Yes — we work with SunLife. Coverage depends on your plan. If you share your provider and policy type, I can tell you what we typically need at the appointment.
AI Assistant
I'm not sure. Can I talk to someone?
Caller
Absolutely — I'll connect you to the front desk now.
AI Assistant
Key Results
Performance metrics from pilot deployment. Results may vary based on clinic size and call patterns.
-32%
Reduction in missed calls
+24%
Increase in completed bookings
15 hrs
Staff time saved per week
What changed operationally
Front desk focused more on in-clinic patients. After-hours calls converted into bookings. The clinic gained visibility into call reasons and outcomes using transcripts and call tags.
Tech & Approach
Production-grade voice pipeline with clinic-specific workflows.
Core Capabilities
- Real-time speech: low latency, interruption handling (barge-in).
- Workflow engine: booking/rescheduling, validation, fallback.
- Safety & QA: transcripts, redaction options, call review.
- Integrations: calendar/EHR scheduling via API or assisted workflow.
Example Stack
Stack varies based on requirements. We select the best tools for each use case.
Want this for your clinic?
If you handle more than ~30 calls/day, a voice assistant can typically pay for itself quickly by capturing missed bookings and reducing front desk overload.