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AI front desk for a dental practice

Built for: An independent dental practice owner who misses calls at lunch and after hours

An assistant that answers every call, text and web chat, books straight into the schedule, texts forms and reminders, and hands a person anything clinical or about money, with a summary.

Open the working prototypeWhat it costs

Design and build. Calloway Dental Studio: interfaces, content and workflows by The HQ Labz Agency.

AI front desk for a dental practice, shown on a laptop and a phone
Studio workDesigned and built by The HQ Labz Agency
The problem

What the buyer lives with today

The phone rings at lunch, after five and on Saturday, and every missed call is a patient who books somewhere else. The front desk team spends the day on hold music, insurance questions and reminder calls.

What we built
  • Chair recovery: a cancelled slot is offered first to patients whose insurance benefits reset December 31
  • Answers every call, text and web chat in the practice's own words, around the clock
  • Checks insurance against the practice's plan list and books into open slots
  • Texts the new patient form, the address and two reminders
  • Hands anything clinical, urgent or about money to a person, with a summary
  • A playbook the owner edits in plain words, tested with a practice call
What sets it apart

AI receptionists such as Arini, Weave and Viva answer the phone and book the visit. This one also works the schedule: when a chair opens, it goes first to the patients about to lose their insurance benefits on December 31, so the practice fills the hour and the patient saves money.

Research: getviva.aidentalbase.ai
The screens

Every screen, as built.

Captured from the working prototype. Open it to click through.

Today: calls answered, bookings made and what needs a person
01Today: calls answered, bookings made and what needs a person
Chair recovery: a cancelled slot offered first to patients with benefits that reset December 31
02Chair recovery: a cancelled slot offered first to patients with benefits that reset December 31
An urgent call: the rule that fired, the transfer in 14 seconds, and what it would not do
03An urgent call: the rule that fired, the transfer in 14 seconds, and what it would not do
One call, transcribed, with what was captured and done
04One call, transcribed, with what was captured and done
The week, with front desk bookings and recall offers
05The week, with front desk bookings and recall offers
The playbook the owner edits in plain words
06The playbook the owner edits in plain words
What the patient receives
On the phone

What the patient receives

Designed for the phone first, because that is where the people using it are.

AI Agents and Assistants

Want this for your business?

AI agents that answer, draft, chase and report, so a small team stops doing the same task by hand. See the whole service

$100 an hour

Every project is different; upon discovery we will prepare a quote that meets your needs and budget.

Examples of the kind of work. Your quote comes after discovery.

Smaller scope

Automation audit and one workflow

We map the tasks your team repeats and automate the most expensive one, with a 30 minute handoff.

Get a quote
Typical scope

Two week AI assistant pilot

One assistant on one real job, nothing sent without approval, and a plain report on the hours it saved.

Get a quote
Larger scope

AI assistant build with 30 days of tuning

The assistant, its dashboard and its connections to your email, calendar or books, tuned for 30 days.

Get a quote
More studio work

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Collections follow ups drafted in the owner's voice and sent only on approval, vendor bills read from email and matched to purchase orders, a 13 week cash forecast and a morning summary.

Open the prototypeHow it works