An initial consultation, an adjustment and a fitting need different documents and appointment slots. Your receptionist prepares each step against the approved plan, identifies the authorized representative and passes on requests that need a professional decision before the next visit can proceed.
$69 CAD / month · 50 Standard calls · 1 local number
Fitting, adjustment, try-in, removal. She pulls up the file, places the next stage at the cadence the practitioner set, and honours the resource and the length that stage requires — a short adjustment does not take a fitting slot.
A referral without a radiograph, an unsigned form, a decision that is taking time. She asks for the item, tracks its arrival, and follows up without pressure at the rhythm you set — and stops everything the moment the plan is revised, rather than pushing an outdated version.
A parent sent by a family dentist, or an adult calling on their own. She records who the appointment is for, the age, who consents, the referring dentist and any exams already received, then books the initial consultation while stating your billing policy for that first meeting.
A wire hurting a cheek, a loose bracket, a lost aligner, a broken denture that makes eating impossible. She takes the name and number, writes down what the caller describes, flags the request as priority and books the short slot you keep for those cases. No do-it-yourself advice leaves her mouth.
The consultation is written into the schedule with the billing policy your clinic approved for a first meeting. The file carries one expected document, and the coordinator can see in the app that the radiograph is still missing — without having made a single call.
Thursday, 4:20 p.m. The treatment coordinator is chairside. A mother calls after a visit to her family dentist, who suggested an orthodontic consultation for her eleven-year-old daughter.
ReceptionistClinique orthodontique Papineau, good afternoon. Let me take your name and a callback number first.
MotherNancy Dupuis, 450 555-0173. Our dentist told us to come in for my daughter.
ReceptionistThank you. How old is she, and are you the person who consents to care? Did your dentist give you a radiograph or a report?
MotherEleven, and yes, that is me. He said he would send the radiographs. Does she really need braces?
ReceptionistI cannot answer that — the orthodontist assesses it, at the consultation. I am booking that first meeting and noting a radiograph is expected from your dentist; if it does not arrive, we ask again before the visit.
What she takes on between an orthodontic consultation and a denture request, a referral and a broken appliance, then the line she does not cross. Every line is a call your clinic gets.
She first establishes whether the call is about orthodontics or denturology, before talking appointments.
The two services share neither a practitioner nor a schedule; the wrong routing wastes time on the call.
For a child, she captures the age and who consents to care before booking anything.
A parent or guardian must consent for a minor; she asks explicitly instead of assuming it.
She checks whether the caller already has a denture or appliance on file, or whether this is a first consultation.
An existing denture or a treatment in progress changes the next question; a new file starts with the referral and the insurer.
A wire hurting a cheek or a loose bracket gets the short slot the clinic keeps for that, with no do-it-yourself advice at all.
No wax, no pliers, no painkiller suggested; only the name, the number and the slot.
A denture that breaks before a wedding or a trip becomes a priority request, with no promise of same-day repair.
The upcoming event is recorded, the first open slot is offered, and the clinic confirms the real turnaround based on the break.
Facial trauma, a knocked-out tooth or swelling that hampers breathing send her straight to 911 or emergency, with no ordinary appointment booked.
The safety instruction comes before any file question, and the clinic is alerted right after.
She books a fitting, an adjustment or a try-in at the exact length that appointment type needs, with the right professional.
A bracket placement runs far longer than a monthly adjustment; the schedule does not mix them up.
For a new denture, she places the impressions and then the try-ins in order, without skipping a stage of the series.
A multi-visit series is booked as one sequence; skipping a stage delays the whole rest of the plan.
She sends the confirmation and the reminder ahead of every appointment in the sequence.
A forgotten adjustment appointment wastes a short slot that could have gone to somebody else.
She tracks a referral’s missing documents — a radiograph, a form, a referring dentist’s decision — and follows up without pressure.
Follow-up stops the moment the plan is revised, instead of continuing on an outdated version. Files and third-party payers
She books the linked stages of a multi-visit plan as one sequence, with their prerequisites and their resources.
An orthodontic plan spanning months or a multi-visit denture is scheduled as one block instead of one appointment at a time re-taken by phone. Care pathways and home visits
Your payment provider’s link goes out with the booking when a deposit is required, and the follow-up stops once it lands.
A denture quote or an orthodontic plan requiring a deposit follows its own rule, separate from clinical follow-up. Deposits and payments
She continues an administrative appointment question by text; reported pain goes to the clinical team.
The SMS channel applies the same limits as the phone: nothing clinical is answered in writing either.
With Dentitek, Progident or ABELDent, she writes the appointment once access is qualified, vendor by vendor.
Without an established connection she works in Zenvox native mode, and your team stays in charge of the chart. Dentitek
She answers from the requests and records of your clinic you are allowed to access. A question about an option only applies once you have switched it on.
The questionWhich referrals arrived without their radiograph or their form?
Add-onShe retrieves files flagged “document expected” in authorised requests. She does not chase beyond the pace you set.
Which appliances flagged this week have not had their short slot yet?
She reads requests flagged priority tied to a wire or a bracket. She says nothing about how serious the problem is.
Which plan stages are still waiting on the patient’s or parent’s approval?
She tells a booked stage apart from a merely proposed one. She forces no booking without confirmation.
Which deposits sent this week have not been received yet?
Add-onWith Deposits and payments: the link sent, its real status, and follow-up that stops once it lands. Without the option, she tracks no payment.
Your appointment types and their length, the resource or practitioner each one takes, the prerequisites of a stage, your policy for a first consultation, who consents when a patient is a minor, and the safety instruction your clinicians wrote for trauma.
Name and callback number first. Then the specialty asked for, whether this is an initial consultation or a stage of an approved plan, the referral and exams already received, and whatever paperwork is missing. If a prerequisite is unmet, she says so, and books once it is met.
An authorized consultation and its reminders are included in the base. Files and third-party payers adds missing-document follow-up; Care pathways and home visits adds booking for linked stages and their resources, with approval of the new pathway when a plan changes.
A receptionist who answers in both languages, tells a first request apart from a plan stage, holds your schedule by your rules and hands everything else to your team. No setup fee, and you keep your number.
She promises no treatment length, no fabrication lead time and no outcome.
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 calls concern a first consultation rather than an existing treatment plan?
She retrieves the stated administrative stage and practitioner. She approves neither the treatment plan nor its price.
Beyond the base plan. Each one is added on purpose, separately from the base. None switches on unless you choose it.
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
Attach appointment enquiries and referring-provider emails to the record under your clinic’s permissions.
The transactional messages provided by your base plan and your own questions to the receptionist remain included.
Check the actions supported, connection requirements and how to work when your software cannot perform the requested action.
Needs are documented — plans, acceptance status, documents, schedule and invoices. Which operations these vendors actually open remains unknown: they get qualified one by one, with each vendor.
An orthodontic consultation, an appliance adjustment and a denture request need different information and resources. The receptionist first identifies the service requested, the patient and the professional involved.
That is where calls get lost. A referring dentist sends a patient, but the referral arrives without the radiograph. A parent calls three times to find out what is included. A wire starts poking on a Saturday. And your treatment coordinator is in an operatory, or on hold with a laboratory.
She books the consultation using known prerequisites and your clinic’s rules. Files and third-party payers follows missing documents; Care pathways and home visits organizes stages of an approved plan. The practitioner assesses the need and decides the treatment.
The other lines of work in this section run on the same engine, with their own requests and their own rules.
Health & careWith Care pathways and home visits, appointments that depend on the old version wait for approval of the new pathway. With Files and third-party payers, follow-ups for documents no longer required stop. The clinic approves the plan; the base does not decide treatment or its duration.
You write the rule, she applies it: she asks the age, records who consents and who accompanies, and discloses nothing to a third party outside the legal basis you defined. That question comes before the booking, not after.
She answers, captures, and applies your instruction. For trauma, bleeding or swelling that affects breathing, she reads the sentence your clinic wrote and directs to emergency care. For a wire or a bracket, she books the short slot you keep for that and alerts whoever is on call.
No, and her preset spells it out. She takes no position on the need, on the age to start, or on an image. She captures the request, records the referral and books the consultation where the practitioner will assess.
Whatever you configured, she states plainly before booking — either policy can be described without ambiguity. The cost of treatment itself is presented after the exam, with the plan.
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 numberOrthodontics and dentures
