New families registered and booked for first exams
A parent who just moved to Barrie calls four offices on a lunch break. The first one that answers and books the whole family gets them for the next twenty years. Now that's you.
Someone calls asking if you take new patients, for themselves or a whole family.
Registers each person, books first exams and cleanings in a row, takes the dental plan details.
A chart for every family member, booked first visits and the plan details, before the front desk opens.
How it works
- Says yes, warmly
If your office is taking new patients, she says so and welcomes them. If a dentist's list is closed, she offers the dentist who is accepting.
- Learns who's coming
Each person's name and date of birth, any child under three, anyone nervous in the chair, and the reason they're calling: a checkup, a sore spot, a second opinion.
- Books the family in a row
A new-patient exam and cleaning for each person, back to back with the hygienists, so the parent makes one trip. Kids go with the hygienist who's good with kids, if you have one.
- Takes the plan details
Insurer, policy and member numbers, and the plan holder's name and birth date for each dependant. She tells them whether you bill that insurer directly.
- Asks for old records
The name of their last dentist, so your team can ask for X-rays and save the patient a new set.
- Sends the forms
A text confirmation with the address and parking, and the medical history forms by email for each family member.
Example call
- AI agentGood morning, Lakehead Family Dental, this is Emma. How can I help?
- CustomerHi, are you taking new patients? We just moved up from Mississauga, me and my two boys.
- AI agentWe are, and welcome to Thunder Bay. How old are the boys?
- CustomerSeven and eleven. The little one's terrified of the dentist.
- AI agentHe's not alone. Meg is our hygienist who sees most of our younger patients, and she takes it slow. I can book all three of you with her on Saturday starting at 9, about three hours together. Does that work?
- CustomerYes, Saturdays are perfect.
- AI agentBooked. Do you have dental coverage? ... Great, and we bill Canada Life directly, so you won't pay that part up front. Who was your dentist in Mississauga?
- CustomerDr. Haddad at Square One Dental.
- AI agentThanks, we'll ask them for your X-rays. I'll text you the confirmation and email three health forms tonight.
After the call: Three new charts sit in the schedule with Meg on Saturday from 9, each with the plan holder and member number filled in, a note that the seven-year-old is anxious, and a records request ready for Dr. Haddad's office.
What your team gets
- A chart for each family member with plan, policy and member numbers
- First exams and cleanings booked back to back with the right hygienist
- Notes on anxious patients and young children before they arrive
- The previous dentist's name for an X-ray request
- Medical history forms sent by email for each person
Questions
Can she tell a parent what their plan covers?
She takes the plan details and says whether you bill that insurer directly. What a plan pays for a filling or a cleaning comes from your office once the plan is on file.
What if a dentist isn't taking new patients?
You tell her which dentists are accepting. A caller asking for a closed list is offered the dentist who has openings, or put on a waitlist if they want to wait.
Can she book a nervous patient gently?
Yes. She notes the nerves, offers a longer first visit if you allow it, and books with the hygienist you name for anxious patients.
What about a new patient who is in pain?
She books them into your emergency time first and the family exams after. Swelling or a fever goes to the dentist on duty.
Hear it on your phone
Request a demo call and the agent phones you, set up for dental clinics like yours.