While you treat patients, first examinations, appointment changes and calls about pain reach the same number. Your receptionist distinguishes these requests, respects the assigned practitioner and visit length, and confirms a change only after it is recorded, without interpreting symptoms.
$69 CAD / month · 50 Standard calls · 1 local number
The right chart, the right visit type, and one of two schedule outcomes. Write confirmed: the follow-up moves to Tuesday at 2:30 p.m. with Dr. Rivard, confirmation and reminder sent. Write not completed: the record reads “change requested”, the Thursday appointment stays in place, your team decides. Either way the gum question reaches the staff, written word for word, with no answer added.
Tuesday, 12:40 p.m. The front desk is at lunch, both dentists are chairside. A patient calls to move her follow-up appointment.
ReceptionistCentre dentaire Bellerive, good afternoon. Your full name and a number to reach you, first.
PatientSophie Nadeau. I need to move my follow-up on Thursday, an afternoon would suit me.
ReceptionistMay I have your date of birth to pull up your chart? Thank you. I see the Thursday follow-up with Dr. Rivard: I am keeping the same practitioner and I can offer you next Tuesday at 2:30 p.m.
PatientThat works. And my gum bleeding when I brush, is that normal?
ReceptionistI cannot speak to that, it is not mine to answer. I am writing your question into your chart exactly as you put it, and the team sees it before your visit.
She already has an appointment and wants it changed. Date of birth, chart found, practitioner kept, a new slot offered inside your availability. Two possible next steps: changed in the schedule, or “change requested” with the original appointment kept.
Someone who has not been in before and is choosing a clinic. Contact details, the insurer mentioned with no coverage confirmed, a new-patient exam booked into your longest slot, the health-history form sent out.
Name and number first, the patient’s sentence written exactly as spoken, the request flagged priority, the clinic alerted. If the call carries a sign listed in your clinicians’ instruction, she reads that instruction — 911 or hospital emergency — assessing nothing.
What she takes on while the front desk is at the counter and the dentists are chairside, then the clinical line she does not cross. Every line is a call your clinic gets.
She identifies the patient before offering anything.
Full name and number first, then new patient or existing chart, and the date of birth that finds the file — without merging two charts under the same name.
She separates the administrative reason — cleaning, exam, treatment under way — from reported pain.
The visit type decides the length and the practitioner; pain is written as the patient describes it and flagged priority.
She records the insurer mentioned, saying nothing about coverage.
RAMQ by age, private insurance or none: the payer type is noted, eligibility is not — it changes too often to be confirmed on the phone.
She takes the lunchtime, end-of-day and Saturday calls, in French or in English.
The hours patients call are the hours nobody is free at the counter; the call is taken, understood and written down instead of left to voicemail.
She opens an administrative intake record pending the dentist’s decision.
A consultation request for a treatment plan becomes a file your team accepts; consent to treatment and the clinical decision stay with the dentist.
She writes the patient’s sentence word for word and flags the request priority.
Pain, since when, in their words; a same-day priority callback under your instruction, with no assessment of severity.
She reads the safety instruction your clinicians wrote when a sign in it comes up, and alerts the clinic.
Swelling that hampers breathing, bleeding that will not stop, facial trauma: she directs to 911 or hospital emergency before anything else, and books no ordinary appointment.
She routes to the coordinator or the on-call dentist under your team setting.
Emergency to on-call, new patient to the exam schedule, hygiene recall to the hygiene schedule; single-practitioner office: a text to the clinic.
She books, moves or cancels within the availability you allow, with the right practitioner, for the visit type’s length.
Cleaning, new-patient exam, emergency, filling, root canal: each type has its length and its resource — chair, hygienist or dentist.
She confirms to the patient only once the write has completed, and shows you which of the two outcomes you got.
Appointment written: confirmation then reminder go out. Write not completed: “change requested”, original appointment kept, your team decides. No two confirmations for one chair.
She books the new-patient exam into your longest slot and sends the health-history form.
The slot, the form and the practical information you approved go to the patient; their care questions go to the team.
She sends the confirmation and the reminder before the visit — or lets your software send its own.
If Dentitek or Progident already sends its reminders, you keep them. What that software does not do is answer the new patient calling at noon.
Two health-specific options, added separately when they are useful to you.
She offers a chair freed by a cancellation to your waiting list, by your criteria.
A slot proposed, updated after the reply; your team sets the list’s priorities and clinical rules. Availability and recalls
She sends the hygiene recall at the interval you set and stops at the reply.
The cleaning recall is dentistry’s version of follow-up: it goes out under the clinic’s instruction, not a sales calendar. Availability and recalls
She asks for a file’s missing documents and tracks their receipt through to the payer submission.
Referrals, documents, deadlines and authorised quantities; preparing the submission stops eating your end of day. The coverage decision stays with the payer. Files and third-party payers
She continues an administrative exchange about the appointment by text; reported pain goes to the clinical team.
Optional SMS channel, with the same rules as the phone: nothing clinical is answered in writing either.
She finds the patient, reads the resources and writes the appointment in Dentitek, Progident or ABELDent — once access is qualified, vendor by vendor.
Interface access for those vendors is not established. Without a connection she works in native mode, your team stays in charge of the chart, and an exported calendar is not taken as proof of capacity. Dentitek
With Jane, she takes the request and passes it on: the vendor currently rules out direct calendar posting by an artificial-intelligence partner.
No authenticated connection has been tested; the request stays written in your workspace and your team enters it. Jane
She answers from the calls, 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 new patients requested an initial examination?
She retrieves enquiries and requested times from authorized records. She does not determine the required treatment.
Which pains reported yesterday have not had their priority callback yet?
She reads the requests flagged priority and the callback status. She does not rank pain by severity.
Which appointments moved this week are still waiting for a confirmed write?
She tells “changed in the schedule” from “change requested”. She does not force a write that did not complete.
Which slots freed this week were taken up by the waiting list?
Add-onWith Availability and recalls: slots offered, accepted, honoured. Without the option, she keeps no waiting list.
Your appointment types and their length, the practitioner and chair each one uses, your hours, your clinicians’ safety instruction, and what she may not say. All of it can be changed from the app.
Name and callback number in her first sentence, then the date of birth that finds the file. She offers a slot only once the patient and the visit type are settled.
Write completed: the appointment is booked, and the confirmation then the reminder go to the patient. Write not completed: the record reads “change requested” and the original appointment stays in place. A request touching your urgency rule alerts the clinic right away.
She answers in both languages, finds the chart, holds your schedule by your rules and hands everything else to your team. What she refuses to do is part of the product: nothing clinical leaves her mouth.
She does not interpret a symptom or rate how severe pain is: she writes the patient’s sentence exactly as spoken.
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 new patients requested an initial examination?
She retrieves enquiries and requested times from authorized records. She does not determine the required treatment.
Beyond the base plan. Hygiene recalls and administrative follow-up on a file are not part of the base. Each is added on purpose.
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
Continue administrative appointment conversations; reported pain is passed to the clinical team.
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.
The needs are documented — find a patient, read resources, write an appointment, receive a cancellation. Interface access for those vendors is not established: it gets qualified vendor by vendor.
The vendor’s own published article currently rules out artificial-intelligence scheduling partnerships and direct calendar posting. No authenticated connection has been tested.
Mid-treatment a dentist has both hands in a patient’s mouth: the call lands on the front desk, or in voicemail. And the front desk is greeting someone at the counter, building a claim, taking payment, watching three schedules. The hours patients call — lunch, end of day, Saturday — are the hours nobody is free.
Your receptionist takes that call. Name and callback number first, then existing chart or new patient, the administrative reason, and the appointment placed with the right practitioner for the length you configured. What she hears, she writes down; your team decides.
The other lines of work in this section run on the same engine, with their own requests and their own rules.
Health & careYes, inside the availability you allow, with the practitioner concerned, for the length you configured per visit type. She confirms to the patient once the booking is written. If the write does not complete, the patient gets “change requested” and your team decides.
She writes it word for word and assesses nothing. When a sign appears in the instruction your clinicians wrote, she reads that instruction — 911 or hospital emergency — and alerts the clinic immediately. Reading an instruction written by clinicians is not assessing: that is the line she does not cross.
No. The dental preset rules out firm amounts and coverage confirmations: cost depends on the exam and on the plan. She explains that, records the insurer mentioned, and offers an appointment.
Yes, and your number too: you forward the line full time, only when nobody picks up, or on a schedule.
With your email, then one appointment type and one approved safety instruction. You open a test request, and the first record arrives. Add-ons can be tried too, without configuring everything first.
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 practices
