New-patient requests, reminders and intake handled for dental, medical and wellness practices
The front desk is busiest exactly when new patients call. We build the system that answers appointment requests, sends reminders and recall messages to patients who agreed to them, and gets intake forms done before the visit. We work within your existing HIPAA-compliant tools, and anything clinical goes to your staff.
An example site for dental, medical and wellness
A made-up business, built the way we build real ones: the request comes in, the reply goes out with consent, and the job lands in the CRM.
Texts go out only after the visitor ticks the OK box on the form.
Answered by an AI receptionist, after hours or 24/7. No missed calls. Calls are recorded only with the caller's OK. How the AI receptionist works
The chat says it is an AI assistant. Texts go out only after the visitor says OK. Medical questions go to the front desk.
Reminders go only to patients who opted in to texts. They can reply STOP at any time.
- A new patient sends a request on the website
- They get a text right away
- The request shows up in the front desk list
- They say yes to Tuesday morning
- It goes straight onto the hygiene schedule
- Confirmation sent and a reminder set
- A new patient asked for a cleaning and said yes to Tuesday morning. It went onto the hygiene schedule for Tuesday at 9am, with a confirmation text and a reminder.
- A parent calls while the team is with patients
- The AI receptionist answers right away
- The call shows up in the front desk list
- It goes straight onto the hygiene schedule
- Confirmation sent and a reminder set
- Nina called to book a cleaning for her son, a new patient. The AI receptionist answered, recorded with her OK, and booked Tuesday at 9am on the hygiene schedule. Insurance is left for the front desk.
- A visitor asks questions in the website chat
- The AI assistant answers and sends medical questions to the front desk
- The request shows up in the front desk list
- It goes straight onto the schedule
- They get a confirmation text and a reminder is set
- Omar asked in the website chat about new patients and tooth pain. The AI gave no medical advice and sent it to the front desk, then booked Wednesday at 8am with a confirmation text and a reminder.
- Ruth is due for a cleaning
- She gets a reminder text (she opted in)
- She picks a time online
- It goes straight onto the hygiene schedule
- Confirmation sent and a reminder set
- Ruth was due for a cleaning and had opted in to texts. One reminder text, she picked Tuesday at 10am online, and it went onto the hygiene schedule with a confirmation and a reminder.
Example tool
A tool your customers can use on your site
Try it. A few plain questions give a clear answer and one next step, and the answers go straight into the request.
Insurance check
Type or pick your dental plan to see if it is in network at this practice, and what to bring to your first visit.
Type or pick a plan and press "Check my plan".
What to bring to your first visit
- Your insurance card, front and back
- A photo ID
- The name and birth date of the person who holds the plan, if it is not you
- The new-patient forms we send before the visit
Example list for a fictional practice. The front desk confirms coverage with your plan.
Want a tool like this on your site? Get plugged in
Email campaigns
Bringing back past customers, every week and every month
Your existing list is worth more than new ads. These emails go out on a schedule to people who opted in, stop the moment someone replies or books, and put the booking on the right calendar.
Scheduling and reminders only. Nothing clinical in email. We work within your existing HIPAA-compliant tools.
Sent only to people who opted in or are existing customers. One-click unsubscribe in every email. Business address in every footer.
6-month visit reminder. Who gets it: Patients whose last visit was 6 months ago · opted in to email. What starts it: Next visit due date from the practice system.
- Month 5: email "Your next visit is coming up", with a button "Book my visit". Early notice, before the calendar fills.
- Month 6: email "Time to book your next visit", with a button "Pick a time". The main reminder, with times.
- Month 6, week 2: email "A reminder from the front desk", with a button "Reply with a day". A personal-feeling nudge.
- Month 7: email "Should we remind you later?", with a button "Remind me later". The last check-in.
When it stops:
- Replied: Sequence stops, a person follows up.
- Booked: On the team calendar, confirmation sent.
- No opens after 3 emails: One last check-in.
- Unsubscribed: Removed right away.
When someone books, the appointment goes straight onto the front desk calendar and a confirmation is sent.
No reply: moved to the not-seen-lately list.
Scheduling and reminders only. Nothing clinical in email. We work within your existing HIPAA-compliant tools.
Sent only to people who opted in or are existing customers. One-click unsubscribe in every email. Business address in every footer.
Win back patients who have not been in. Who gets it: Patients with no visit in 18+ months · opted in to email. What starts it: Pulled from the practice system each quarter.
- Day 0: email "It has been a while, we hope you are well", with a button "Book a visit". A warm check-in with no pressure.
- Day 7: email "New patient forms are online now", with a button "See the forms". Removes a small hassle.
- Week 2: email "Evening and Saturday times", with a button "Pick a time". Answers the usual reason people wait.
- Day 24: email "Still want to hear from us?", with a button "Keep me on the list". The last check-in, then the list is cleaned.
When it stops:
- Replied: Sequence stops, a person follows up.
- Booked: On the team calendar, confirmation sent.
- No opens after 3 emails: One last check-in.
- Unsubscribed: Removed right away.
When someone books, the appointment goes straight onto the front desk calendar and a confirmation is sent.
No reply: removed from the email list.
Scheduling and reminders only. Nothing clinical in email. We work within your existing HIPAA-compliant tools.
Sent only to people who opted in or are existing customers. One-click unsubscribe in every email. Business address in every footer.
Holiday note. Who gets it: All patients who opted in to email. What starts it: Two weeks before the holidays.
- Day 0: email "Happy holidays from the front desk", with a button "See holiday hours". A thank you and the hours, nothing to sell.
- Day 10: email "We are closed this week", with a button "Contact the office". Practical information when it matters.
- Day 20: email "We are open again", with a button "Book a visit". One soft booking link after the break.
When it stops:
- Replied: Sequence stops, a person follows up.
- Booked: On the team calendar, confirmation sent.
- No opens after 3 emails: One last check-in.
- Unsubscribed: Removed right away.
When someone books, the appointment goes straight onto the front desk calendar and a confirmation is sent.
Sequence ends. Replies go to the front desk.
What gets handled
Replies, follow-up, onboarding and reporting for dental, medical and wellness
01 · Inquiries in
New-patient requests from the website, calls during busy front-desk hours answered and booked, and questions about hours, location and insurance plans accepted answered the same way every time.
answered right away
02 · Follow-up out
Appointment reminders, recall and hygiene reminders, and a rebooking message after a missed visit, sent only to patients who agreed to texts or calls.
on schedule, with consent
03 · Onboarding
Intake forms sent before the first visit, a confirmation with directions, parking and what to bring, and a check that the forms came back.
sent in order
04 · Monthly overview
A monthly overview of new-patient requests, appointments booked, show rate and recall reminders sent, compared with last month, plus a check on every process we run. Then a monthly review call to go through it. Live dashboards are available when a practice needs them.
reviewed with you
The website
A website built for your practice
New patients compare practices online before they call. The site answers their first questions and turns a visit into a request your front desk can act on.
01 · Website
New-patient request form
Patients choose the reason for the visit and the times that suit them, and say whether they agree to texts or calls. The request goes to your scheduling tools, not a shared inbox.
02 · Website
Insurance questions page
A plain page listing the plans you accept and what to bring to the first visit, so the front desk answers fewer of the same calls.
03 · Website
Forms before the visit
Intake and consent forms patients can complete before they arrive, through the forms tool you already use, so check-in takes less time.
04 · Website
Built around your tools
We work within your existing HIPAA-compliant tools. Requests and forms go where your practice already keeps patient information, and anything clinical goes to your staff.
Built with the automation behind it
Workflows
How the workflow fits together
Calls during busy hours and after hours get answered, common questions handled, and appointments booked, with a summary saved for the front desk. Anything clinical is passed to a person.
Simulated. Counts in the diagram are illustrative.
Texts and consent
What a new lead hears first
Texts only go to people who said yes to texts on your form. The first one arrives within a minute or two of the request, from a number registered with the carriers, and STOP and HELP work the way they should. Outbound calls follow the same rule. Incoming calls are answered, and AI calls are recorded only with consent stated at the start.
Qualifying questions we would start with
- 01 Are you a new or returning patient?
- 02 What kind of visit are you looking for, such as a checkup, a cleaning or a consultation?
- 03 Which insurance plan do you have, if any?
- 04 What days and times usually work for you?
- 05 Would you like your intake forms by email or by text?
You choose the final questions and wording. Answers are saved to your CRM, and anything the system cannot answer goes to a person.
- Hi [First name], this is [Practice]. We got your new-patient request. Can we ask a few quick questions to find the right appointment? Please do not send medical details by text. Reply STOP to opt out.
- Yes that works
- Thank you. Are you a new or returning patient?
Words in [brackets] are filled in with your business and the lead's own request.
Why reply speed matters
Published research on following up
7×
Firms that responded to a web lead within an hour were nearly seven times as likely to qualify it as firms that waited longer.
23%
of the 2,241 companies in the same audit never responded to a web inquiry at all.
53%
of mobile site visits are abandoned when a page takes longer than three seconds to load.
Common questions from dental, medical and wellness
What can a dental or medical practice automate?
The front-desk work around an appointment: answering new-patient requests, booking, reminders, recall messages, rebooking after a missed visit, and sending intake forms before the visit. Clinical questions and decisions stay with your staff.
How does this fit with HIPAA?
We work within your existing HIPAA-compliant tools, such as your practice management and patient communication software. Automated messages are written to avoid medical details, and anything clinical goes to your staff.
Can an AI receptionist answer the phone for a practice?
Yes. An AI receptionist can answer common questions such as hours, location and insurance plans accepted, and book or move appointments in your calendar. It hands the call to a person for anything clinical or whenever the caller asks. Calls are recorded only with consent stated at the start of the call.
Which patients get reminder texts?
Only patients who agreed to texts. Messages come from a number registered with the carriers, and STOP and HELP work the way they should.
How do we know it is working?
You get a monthly overview and a monthly review call. The overview covers new-patient requests, appointments booked, show rate and recall reminders, compared with last month, and flags anything that needs a fix. Live dashboards are available when a practice needs them.
What should a dental or medical practice website include?
A page for each service you offer, a new-patient request form, a page that answers insurance questions, and a way to complete intake forms before the visit. We work within your existing HIPAA-compliant tools, so requests and forms go where your practice already keeps patient information. Reminders go only to patients who agreed to them.
Walk us through how work comes in today
A free 30-minute call. We look at how requests reach you today, where follow-up slips, and what we would set up first. Every engagement is scoped on the call.