Callivera · An industry-ready agent for your business
Design dental phone intake for appointment requests, office questions and human escalation without providing medical advice.
Where customers slip away today
Patients in sudden pain call several clinics at once. If you don't answer within a few rings, you lose the opportunity as the patient immediately moves to the next number on their list.
The first two hours of the day are often a battle with phones while staff simultaneously welcome patients in person. This lead to chaos and scheduling errors.
Hiring staff to answer phones in the evenings or on weekends is rarely cost-effective, but leaving patients with voicemail usually results in them calling a competitor instead.
A defined solution, not an empty builder
Start with an industry workflow: questions, intake details, and clear boundaries. Tailor knowledge, hours, and human handoff to your business.
You approve the scope. The agent does not invent prices, availability, or outcomes.
Dentists / Incoming calls
Callback details, the reason for calling, and a next step for your team.
Ask for the caller’s name, callback number and general appointment category. Avoid collecting a full medical history in a first phone interaction.
300 included minutes · €0.39 per extra minute.
What to prepare first
This selection compares the offer; it does not save or activate an agent. AI Receptionist: €149/month, 300 minutes. Outbound and chat: scope and pricing confirmed separately.
„Hello, I have a severe ache in my wisdom tooth, do you have any slots today?”
Agent: Asks about the pain level and if they are a returning patient, then checks the calendar for available emergency slots.
Your team gets: The team receives a priority notification with symptom descriptions and a pre-selected emergency time slot.
„How much does a dental implant with a crown cost at your clinic?”
Agent: Provides price ranges according to the price list and explains that final cost depends on a surgeon's consultation, which they offer to book.
Your team gets: A note about interest in implantology and a request for a doctor to call back to clarify the treatment plan.
„I'd like to move my dental cleaning tomorrow to next week, please.”
Agent: Verifies identity, checks the hygienist's availability for next week, and proposes a new slot while releasing the old one.
Your team gets: Updated system entry and a freed-up slot in the calendar that can be offered to another patient.
„Do you offer laughing gas? I'm very anxious about the pain.”
Agent: Confirms the availability of sedation methods and reassures the patient, explaining the comfort standards during procedures.
Your team gets: Information for the dentist about the patient's anxiety and preference for anesthesia methods before the visit.
„I need an invoice for my last visit; I forgot to ask for it at the clinic.”
Agent: Collects the necessary invoice details and email address, informing them that the document will be prepared and sent by administration.
Your team gets: A ready document request for the administrative staff including all tax IDs and contact data.
„Will the clinic be open this coming Saturday for the holiday?”
Agent: Provides precise information about the holiday work schedule approved by the clinic owner.
Your team gets: Information provided without involving staff in routine calendar queries.
Know what you are buying
Choose the agent’s job. Define intake fields, questions, urgent situations, and the person who handles exceptions.
Your services, service area, hours, contact rules, and approved answers. Missing information goes to your team.
Review mistakes, opt-outs, unavailable slots, and human handoff. Activate services only after verifying connections.
A dental AI receptionist supports administrative calls: appointment requests, opening hours, directions and callback details. It must not diagnose symptoms or promise insurance coverage. Actual booking requires a connected calendar and office-approved scheduling rules.
Ask for the caller’s name, callback number and general appointment category. Avoid collecting a full medical history in a first phone interaction.
Record the requested change, verify the patient through your approved process and follow your cancellation rules. Do not say a cancellation is complete until the scheduling system confirms it.
Answer approved questions about directions, office hours and published fees. Insurance eligibility and out-of-pocket estimates need staff or an authorized system.
Illustrative script, not a real call.
Caller
I would like to book a cleaning.
AI receptionist
I can take an appointment request. Are you a new or returning patient?
Caller
A new patient.
AI receptionist
What is your name and callback number? Your office will confirm the available time.
Approve business knowledge, data handling and routing rules. Test phone, calendar and staff handoff with fictional data. Saving a draft agent does not activate live calls.
Our agents hold natural, fluid conversations. Patients appreciate not having to wait on hold or listen to music, and their issue is heard and recorded immediately. In complex situations, the agent simply hands it off to your team.
The agent operates strictly based on rules we set together. If a procedure requires extra time or specific equipment, the agent will collect data and request a callback rather than blocking the calendar without certainty.
No, Callivera works with your team. The agent can collect requests as clear reports for your front desk to enter into the calendar when free, or we can establish other workflows suited to your needs.
The subscription cost is a fraction of a full-time employee's salary, and the agent can also take calls outside clinic hours. One extra implant or ortho lead per month is often enough to cover the service cost, not to mention staff peace of mind.
The agent answers only from the offer, prices and rules you approve.
We check common and difficult questions with fictional data before anyone calls.
We test when the agent stops and who receives the case.
The number and calls go live only after you agree.
Free implementation consultation
No setup on your side. We'll get in touch, review your phone workflow, prepare the agent on approved knowledge and launch only after you approve.
AI Receptionist from €149/month · 300 min included
An AI receptionist for a dental practice answers calls when the chairside team cannot pick up the phone. Callivera's virtual front desk books appointments, answers patient questions, and covers after-hours calls, starting at 149 EUR per month.
Dental patients call mainly to book an appointment, reschedule, ask about treatment prices, confirm opening hours, or check whether a specific dentist is available. An AI voice agent answers every one of these calls without putting a caller on hold or transferring them between staff members. It holds a natural conversation, understands questions phrased in the patient's own words, and answers using information the practice has reviewed and approved in advance. That means even during peak hours, when the front desk physically cannot keep up with the phone, callers reach a competent conversation instead of a busy signal.
On every call, the virtual receptionist collects the details the practice needs to follow up: the caller's name, phone number, preferred appointment time, the type of visit, and any notes such as a toothache that needs urgent attention. This information is passed to the practice's team in an agreed format so staff can confirm the booking in whatever calendar or system they already use day to day. The agent does not make clinical decisions or diagnose anything — its job is to gather information accurately and hand it off, not to replace a dentist or hygienist in assessing a patient's condition.
Clinical judgment, treatment planning, and anything requiring a dentist's assessment always stay with the practice. The AI receptionist does not give medical advice and does not substitute for a dental consultation — its role is phone handling: booking, rescheduling, or cancelling visits, and routing questions that only staff can answer. For ambiguous or urgent calls, the agent can flag the caller for a callback from the front desk rather than attempting to resolve the matter itself.
We'll prepare this agent for your business.
Send an inquiryMany practices lose new patients simply because the phone rings when nobody can answer it — mid-treatment, between patients, or after the front desk has closed for the day. An AI voice agent keeps answering regardless of how busy the office is or what time it is, so someone calling in the evening or on a weekend can still book the next available slot. This matters most for practices actively growing their patient base, where a missed first call often means a lost patient.
Deployment starts when the practice submits an inquiry through the form on the Callivera website. Our team contacts you to confirm which calls, prices, and booking rules the agent should know, builds a knowledge base from that approved information, prepares the receptionist, tests it against realistic call scenarios, and launches it only after you sign off. Outbound follow-up calls and website chat are scoped and priced separately once we understand how your practice would use them.
A caller phones in the evening, after the front desk has closed, saying they've had a toothache for two days. The agent greets them, asks for their name and phone number, then checks whether the pain is severe and whether they've been a patient at the practice before. Based on rules the practice has set up, the agent explains that urgent requests are passed to staff first thing in the morning, and offers the next available consultation slot from the calendar. The caller confirms the time, the agent repeats the details back to avoid mix-ups, and closes by noting the practice will call back if anything changes. The whole call takes under two minutes, and in the morning the front desk finds a ready note with the symptoms and chosen slot instead of a missed call and an unknown reason for calling.
The key to a successful AI receptionist in dentistry is a precisely prepared knowledge base. During deployment, our team helps you catalog not just prices, but primarily answers to the most common patient concerns regarding pain, recovery, or pre-visit requirements. Instead of generic phrases, the agent uses your specific terminology and clinic rules. You can specify which procedures require preparation (e.g., fasting) – the agent will pass these instructions during the call, reducing cancellations due to technical reasons. Well-prepared knowledge ensures the patient feels cared for from the very first contact, even when speaking with a digital employee.
Dentistry has clear peaks, such as 'back to school' or pre-holiday periods, when call volumes can spike by hundreds of percent. An AI receptionist allows you to navigate these periods stress-free by handling the overflow. Furthermore, the agent can actively manage a waiting list. When a patient cancels, the agent can be notified to immediately call those waiting for an earlier slot. In this way, calendar 'gaps' are filled almost automatically, directly translating to higher clinic revenue without additional work for your front desk, who can instead focus on providing post-op instructions to patients leaving the office.
Implementing Callivera is not just about phone handling; it's a powerful analytical tool. Every conversation is recorded and analyzed to see what patients ask about most. You might discover you're losing many inquiries about a specific type of anesthesia or treatment you don't currently offer. Reports allow you to precisely measure how many after-hours calls resulted in data left for booking. As a result, you stop guessing if you need more staff and start basing your clinic's growth on hard data about real interest in your services that previously vanished in missed calls.
This page also answers:
Use your assumptions, not someone else’s promises. Compare potential customer contribution with the offered plan cost.
An estimate, not a forecast or ROI guarantee. Contribution is revenue minus the cost of serving that customer. Setup, other services and taxes are not included.
Your estimate appears when all four values are entered.
€149/month · 300 minutes included · €0.39 / extra minute
How an AI agent can support dental patient intake and appointment reminders to help reduce missed visits.
Define safe dental appointment intake, staff escalation and privacy review before live patient calls.
A practical launch sequence covering business knowledge, access, call routing, action verification and fallback.
Review required information, staff ownership and automation boundaries before making a decision.
A hygiene visit, new-patient examination and a request about a broken restoration may require different staff and durations. Use categories the office approves, not an AI-selected procedure. Record new versus existing patient status and date preferences. Clinical questions must reach the team; an administrative category does not establish clinical priority.
Before changing or canceling an existing visit, the office needs an approved identity process. Capture what the patient wants, but preserve the original appointment until the calendar or staff confirms the change. Never provide another patient’s details as a way to verify identity. Tests should include duplicate names, a wrong phone number and a rejected calendar update.
Start with routine requests, directions and published office information. Review whether the receptionist captured enough information without collecting unnecessary health details. Measure requests completed by staff and those requiring another clarification call. Before live patient calls, review retention, access and provider agreements; this page is not a HIPAA or GDPR compliance assessment.
