Your Front Desk Should Never Miss a Patient Inquiry Again
We build and deploy a done-for-you AI front desk system that responds to new patient inquiries, handles qualification, and books appointments automatically — without adding headcount.
“My front desk used to spend the first hour every morning just catching up on overnight inquiries. That time is gone — they walk in and the schedule is already updated.”
If you run a private dental clinic or med spa, this situation will feel familiar:
A prospect submits a consultation inquiry through your Instagram DM at 7 PM. Your front desk sees it at 9 AM the next day. By then, they've already booked elsewhere.
Peak morning hours look like this: phones ringing, a patient checking in, a billing question, and three website form submissions sitting unread.
You invested in Google ads and Instagram content. The inbound interest is there. But your conversion rate on inquiries is lower than it should be because follow-up is inconsistent.
New patient consultations for Invisalign, veneers, or filler require a qualification step — without a structured process, those slots get wasted on patients who aren't ready.
Appointment reminder calls take your front desk 20 to 40 minutes every morning — time that comes at the expense of patients physically in the office.
When your front desk person is sick, on vacation, or overwhelmed, the inquiry response process doesn't slow down — it stops.
Instagram DMs, website forms, text messages, and phone inquiries come through different channels with no unified system to manage them.
How Your AI Front Desk System Works
Deployed in 7 business days. Runs automatically after that.
A patient inquires — from Instagram, your website, or a text
The message is captured and responded to within minutes, regardless of what time it is or how busy your front desk is.
We gather what matters before the appointment
Service of interest, new or returning patient, insurance, and how soon they want to come in — collected conversationally, not through a clunky form.
The appointment gets confirmed to your calendar
The patient picks a time from your live availability and receives confirmation with pre-visit instructions automatically.
Your team starts each day already caught up
A morning summary shows all inquiries received, appointments booked, and anything that needs your attention — without anyone having to compile it.
Why business owners choose this over building it themselves
This is a fully deployed service — not a software subscription you have to configure, learn, or manage.
Positioned as Front Desk Automation
The system handles intake, scheduling, and communication — not clinical guidance. The clinical relationship stays entirely with your team.
Service-Specific Qualification Tuning
A dental implant consultation is handled differently from a teeth-whitening booking, and filler differently from laser. Logic is tuned to your specific service menu.
Multi-Channel Inbox Management
Instagram DMs, website forms, SMS, and Facebook inquiries handled from a single system. Your front desk isn't switching between four platforms.
Human Escalation Built In
Clinical questions, complaint handling, and scenarios outside the defined scope are flagged and routed to a human immediately.
Done-For-You Build and Deployment
Your team reviews the workflow before launch. We build the qualification logic, message sequences, and calendar integration. You approve, we launch.
Full Interaction History
Every conversation is logged. If a patient calls in and references their earlier message, your front desk can pull full context without asking them to repeat themselves.
Is this right for your business?
Read through both columns. If the first one sounds like you, we should talk.
This is for you if
- Handle 20 or more inbound inquiries per week
- Offer elective or scheduled services — cosmetic dentistry, orthodontics, med spa treatments, implants
- Have a front desk team regularly stretched during peak hours
- Want consistent inquiry response without adding headcount
This is not for you if
- Emergency-only or walk-in urgent care practices where scheduling isn't the primary conversion point
- Clinics looking for EHR integration or clinical workflow tools
- Practices wanting a self-managed DIY software subscription
Setup starts at $1,500. Monthly operation from $297. Scope confirmed on your call.
We take on a limited number of new clinic clients each month — each deployment is custom-built.
Book A Free System DemoThe system uses a conversational AI agent configured around your specific service offerings, qualification criteria, and business tone. It follows a structured workflow: respond to inquiry, qualify the patient's needs, present available appointment times, and confirm the booking. It does not improvise or deviate from its defined scope.
The system handles scheduling and intake data only — it does not touch clinical records, diagnoses, or treatment history. For HIPAA-adjacent considerations, we review your data handling requirements during onboarding and configure the system accordingly.
No. It handles inbound inquiry response and appointment booking so your front desk can focus on patients physically in the office. Most clinic clients see their front desk team become more effective, not smaller.
Most dental and med spa clients are live within 5 to 7 business days. We conduct a 60-minute onboarding call to map your services, qualification flow, and calendar system, then build, test, and deploy.
The system commonly integrates with Calendly, Google Calendar, Jane App, Mindbody, and standard website forms. Social channel connections for Instagram and Facebook are included.
No. If a patient asks a question that requires clinical knowledge, the system acknowledges it and lets them know a team member will follow up. It does not provide health information.
The operational agent layer runs on OpenClaw, which provides the conversational agent framework, integration layer, and audit logging. It is purpose-built for business operations, not a repurposed consumer AI tool.
Every Missed Inquiry Is a Missed Appointment
Your practice generates real business value from consultations and bookings. When an inquiry goes unanswered for hours — or falls through the cracks entirely — that is revenue your practice does not recover. This system changes how reliably your practice captures interest and converts it into a confirmed appointment.
30 minutes. No obligation. No pitch deck required.