A patient unsure which clinic they attend
They name a neighbourhood, a practitioner, or nothing at all. She asks the questions that identify the site without guessing, and does not assign the chart to the nearest clinic out of convenience.
Dental clinic groups
Patients may remember their dentist without knowing which clinic to call. Your receptionist identifies the relevant location, follows that clinic’s rules and prepares authorized transfers. Patients with matching names and each team’s access permissions remain distinct across the group’s configured locations.
$69 CAD / month · 50 Standard calls · 1 local number
Each request reaches the right clinic
The appointment is written into the Cartier clinic schedule, with the hygienist, and neither same-name chart was touched. Management sees the request attributed to the right site, with its reason and its source channel.
Read the full conversation
Monday, 9:05 a.m. The group runs four clinics. A patient calls the number shown on a Google listing, unsure which clinic he attends.
ReceptionistGood morning, you have reached the group front desk. Let me take your name and a callback number, then we find your clinic.
PatientFrançois Bissonnette. 418 555-0129. I have been going to you for two years, the one near the boulevard.
ReceptionistThank you. I can see two charts under that name, in two different clinics — I am not merging them. Do you recall your dentist’s name, or the street?
PatientDr. Aubin, yes, on Cartier street.
ReceptionistRight, that is our Cartier clinic. I can see a hygiene recall due on your chart. I can offer Thursday at 10:30 with the hygienist, at that address.
For the requests you receive
Same name in two clinics
Two people, one name, two separate charts. She verifies the match inside the site with your authorised staff instead of bringing the two records together — the documented failure case for a dental group.
A recently acquired clinic
Different software, different habits, a team learning the group standard. She applies the local instructions you wrote for that site, and escalates requests that are not flowing as intended.
Other requests you can delegate
Overflow from one site to another
One clinic is full, another has open slots. She offers the neighbouring site only where your rule explicitly allows it, confirming address and language of service before booking.
What she does for your clinic group
What she takes on to find the right site, apply that site’s own rules and not mix up two records for the same name, then the line she does not cross. Every line is a call your group gets.
Finding the right clinic before opening a file
She asks the questions that identify the right site — neighbourhood, practitioner, street name — before opening anything.
A patient unsure which clinic they attend is not assigned to the nearest site out of convenience.
Two people sharing a name at two clinics stay two separate files: she verifies the match with the staff of the site concerned, without bringing the records together herself.
That is the documented failure case for a dental group, and the default rule in the configuration.
She captures the administrative reason, reported pain exactly as stated, and the insurer named, before attaching them to an appointment.
Those three fields are shared across the group; the allowed values, on the other hand, belong to each site.
Emergencies and overflow, handled site by site
Swelling that hampers breathing or a major trauma send her straight to 911 before any question of clinic.
The safety instruction applies the same way across every clinic in the group.
Severe pain becomes a priority callback from the site concerned, without being redirected to another clinic absent your authorisation.
Overflow between two clinics in the group follows your written rule, not a convenience call of her own.
She offers the neighbouring site only where your rule explicitly allows it, confirming address and language of service before booking.
A full clinic and a nearby one with open slots trade patients only on written permission.
Every site’s schedule, kept by its own rules
She books, moves or cancels in the identified site’s own schedule, with the practitioner and chair that site allows.
One clinic’s schedule is not confused with another’s, even under the same administration.
She applies the language of service and the local preferences that specific site configured.
One clinic may serve mostly in English, another mostly in French; the rule follows the site, not the whole group.
She sends the confirmation and the reminder under the name of the clinic actually booked.
The patient recognises the site treating them, not an anonymous head office.
Between clinics, what you can add
- Add-on
She routes between clinics by your group rules and shows the information specific to each site.
A second or third site joins the same organisation without mixing local administrations. Multi-site and entities
- Add-on
A slot freed by a cancellation circulates to that specific site’s waiting list, by the criteria that clinic set.
Hygiene recalls follow the cadence each clinic in the group set for itself. Availability and recalls
- Add-on
A file’s documents and administrative stages advance under one shared definition across the whole group.
That is what finally makes reporting comparable from one clinic to the next. Files and third-party payers
By text, and with a different software at each clinic
- Channel
She continues an appointment confirmation or change by text, respecting the clinic and the language on the open file.
The SMS channel follows the same per-site separation as the phone: nothing crosses from one clinic to another.
- Software
Where a clinic in the group runs Dentitek, Progident or ABELDent, she writes to it once access is qualified for that specific site.
A recently acquired clinic’s access is not inferred from another clinic in the same group. Dentitek
What stays outside her reach between clinics
- She does not bring two same-name records together: the match is verified per site, with your staff.
- She opens no automatic cross-site access to another clinic’s records.
- She does not move a patient to another clinic in the group without your explicit authorisation.
- She gives no dental opinion, makes no diagnosis and does not rate how severe pain is.
- She performs no clinical triage: signs listed in the instruction trigger the approved sentence and an alert, nothing more.
- She does not confirm a firm price or insurance coverage, regardless of the site.
- She merges no local administration without the Multi-site and entities option you chose.
What you can ask her yourself
She answers from your group’s requests you are allowed to access. A question about an option only applies once you have switched it on.
The questionUnder which clinic was this request opened?
She retrieves the site, the reason and the request’s status. She does not bring together two same-name files from different sites.
Which of tonight’s urgent requests were routed to which site?
She reads each priority request’s status and the site alerted. She says nothing about how serious the case is.
What volume and split between clinics did we get this week?
Add-onWith Multi-site and entities: the consolidated table and the split per clinic. Without the option, each site stays viewed on its own.
Which slots freed by a cancellation were taken up at a given site?
Add-onWith Availability and recalls: slots offered, accepted, honoured, per site. Without the option, she keeps no waiting list.
What happens to the request
You configure one site at a time
Every clinic carries its hours, its practitioners, its appointment types, its language of service, its safety instruction and its overflow rules. Administration is central, permissions are per entity: nobody sees what their site should not see.
She identifies the site before the request
Usual clinic and requested site, patient identifier inside that site, visit type and authorised practitioner, cross-site coordination permission where it is required, local preferences and language of service. Only then, the booking.
You compare what is comparable
Every request is attributed to a site, with an owner and a status. The consolidated dashboard shows volume split and service quality per clinic, using one shared set of definitions — and the log keeps who changed which setting.
What the Health and care base covers
A receptionist who answers in both languages, sorts requests apart, holds the authorised schedule by your rules and hands everything else to the right site’s team. No setup fee, and you keep your numbers.
- Calls answered in French and in English, following the caller
- New patient, existing chart and administrative reason told apart
- Booking, rescheduling or cancelling inside the availability you allow
- Practitioner, length and chair required by the appointment all respected
- Approved practical information sent out, and care questions handed to the team
- A written summary after every call, readable in the app, and the option to ask her what happened
She opens no automatic cross-site access to another clinic’s charts.
Decisions that stay with you
- She does not bring two same-name charts together: the match is verified inside the site, with your staff.
- She does not move a patient to another clinic in the group without your explicit authorisation.
- She gives no dental opinion, makes no diagnosis and does not rate how severe pain is.
- She performs no clinical triage: the signs you list in the instruction trigger the approved sentence and an alert, nothing more.
- She confirms no firm price and no insurance coverage.
- She records only what you authorise, and confirms nothing from a patient's file to a third party: health information stays sensitive information. She is built for Quebec's Law 25, with a database in Canada; live voice processing runs through a US-based subprocessor, as the Security and data handling page explains.
Ask your receptionist, too
This is included in your base plan. She answers using the calls, requests and business information you are allowed to access.
Talk to your receptionistA question you can ask
Which patients requested a visit at another clinic in the group?
She retrieves the usual clinic and requested clinic. She does not automatically merge two patient records.
What else you can hand to her
Beyond the base plan. Each one is added on purpose, separately from the base. None switches on unless you choose it.
When your customers prefer to write
You can add a channel so she can continue the conversation with your customers. Any action she takes follows the same rules and the options you have chosen.
Optional customer channel
Customer text conversations
Clarify the requested clinic and appointment while preserving each clinic’s access permissions.
The transactional messages provided by your base plan and your own questions to the receptionist remain included.
Keeping your current software?
Check the actions supported, connection requirements and how to work when your software cannot perform the requested action.
Mapping site and patient identifiers is the real subject for a group, and it gets tested vendor by vendor. No authenticated access is established to date.
A group’s problem is not volume, it is the gap between sites
One clinic answers well, the one next door lets it ring. One inherited a software package at acquisition, another runs a third one. Local rules differ, so does the language of service, and operations management finds out from a report a month later.
The phone is where that gap shows up fastest: a patient calls the number they found, not the clinic that has room. Routing properly means knowing which site, which team, which language — and above all not confusing two people who share a name in two different clinics.
Your receptionist applies the same standard everywhere. She identifies the usual clinic, routes the request to the team that can take it, applies the local rules of the authorised schedule, and logs every decision. Administration stays central; rights stay per site.
In the same section
The other lines of work in this section run on the same engine, with their own requests and their own rules.
Health & careDental practices and groups
Dental clinic groups — your questions
Can she send a patient to another clinic in the group?
Only where your rule allows it for that site, and only after confirming the address before booking. Without that explicit authorisation she offers the usual clinic’s availability and escalates the lack of capacity.
What if two patients share a name?
She merges nothing. She verifies the match inside the site concerned, using the questions you authorised, and hands the call to your staff while doubt remains. That is exactly the failure case the research documents for a group.
Our clinics do not all run the same software. Is that a problem?
No. Where a connection is qualified she uses it; elsewhere she works in Zenvox native mode and your team takes the chart back. Service rules stay identical across the group either way.
Who sees what, on the administration side?
Permissions are per entity. Head office sees the consolidated view and the configuration, each site sees its own traffic, and the log keeps who changed what. No cross-site chart access is open by default.
Do we keep our existing numbers?
Yes, site by site. Each clinic forwards its line when it wants to, and you can add a local number for a new site without touching the others.
Your rules, before the first call
Start your free trial with your email. Your website can help prepare your business information, but it is optional. Confirm the facts, choose a first task and test your receptionist. You can try options too, starting with the ones you need.
Keep my phone numberDental clinic groups