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01 · AI Receptionist

An AI receptionist that
nurtures, talks, calls, books and reports back.

For dental offices, medical offices and med spas.

The AI Receptionist is set up to sound like your practice in seven days. Then it picks up every call, day or night. Listens like a real person. Qualifies insurance. Books appointments straight into your PMS. Including the 2 AM Saturdays your front desk never hears.

Book a demo See the interface
Sounds like your practiceBooks into your PMSHIPAA compliant

Updated

yourpractice.com
LIVE
72%
AFTER HOURS BOOKED
average across web, search, ads, and CRM channels, 90 days post launch
4
CHANNELS LIVE
7 days
SIGN TO LIVE
300+
INTEGRATIONS
web · search · ads · CRM300+ integrationsalways on
Book a demo 20 minutes, no pressure, no pitch.

Free, about two minutes. It checks your website and your Google profile, not your phones.

What the AI receptionist does for dental and medical offices

Nurtures, talks, calls, books and reports back. Here is what each one means for your front desk.

Nurtures new leadsNot every new lead books on the first try. The AI Receptionist follows up with people who asked about a visit, so they hear back from your practice while they are still deciding.
Talks with patientsIt talks the way your front desk does, with your practice's name, tone and answers, and it asks follow-up questions. If a patient asks, it says it is an AI assistant and offers to transfer to a person at the next opportunity.
Answers and makes callsIt picks up every call, day or night, weekends included. It also makes calls, like calling a new lead back. Emergencies go to your on-call provider.
Books appointmentsIt finds open times in your practice management system, offers two to three, and books the one the patient picks before they hang up. A confirmation goes out by text and email.
Reports backYour front desk sees what happened on every call: who called, what they needed and what was booked. Every call is recorded with consent, transcribed and searchable in your CRM.

One call, from hello to booked

Here is an example with a made-up practice, Tideline Family Dental. A new patient calls on a Sunday night with a cracked tooth. The AI dental receptionist answers, books the first opening on Monday, texts him the address and new patient forms, and reports back to the front desk.

An AI receptionist for a medical office or a med spa works the same way, with that practice's own services, scripts and schedule.

02 · THE JOB

Sounds like your practice.
Answered by Patientfy AI.

Patientfy AI is trained on your scripts, your tone, your insurance list, and your routing rules. Then the AI Receptionist picks up every call, listens, qualifies, and books. Practices without after hours coverage miss 27% of calls. With the AI Receptionist, under 1% ring unanswered. The voice your patients hear at 2 AM sounds like the practice they trust at 2 PM.

SETUP

Trained, scripted, deployed

Setup starts with your front desk, to capture the cadence and warmth of how your practice speaks. Scripts are written for every common scenario. Routing rules are mapped: when to book, when to transfer, when to take a message. Every voice and script is custom. Trained on your practice, not a template.

VOICE
SCRIPTS
ROUTES
LIVE
7 days · voice to live
JOB · 02

Listens, identifies, routes

Every call gets classified within the first three seconds: new patient, existing patient, emergency, billing, vendor. New patient calls go to booking. Emergencies escalate to on call. Existing patient calls route by inquiry type. Your front desk never wastes a minute on a vendor sales call again.

CALL CLASSIFICATION
3 SECONDS | 91% ACCURACY
JOB · 03

Books, confirms, syncs

Real time PMS lookup finds open slots that match the patient's requested timeframe. Patientfy AI offers two to three options. Patient picks one. Slot books. SMS and email confirmation sent. CRM record created. All before the patient hangs up.

FRONT DESK
61%
PATIENTFY AI
72%
+11pt lift in after hours bookings
JOB · 04

Verifies, qualifies, escalates

Insurance compatibility is verified during the call against your accepted payer list. Out of network callers get the cash pay options. Emergency symptoms trigger immediate escalation to your on call provider. Vendor and sales calls go to a separate queue you never have to hear.

New patient 52% Existing 28% Emergency 6% Vendor 14%
JOB · 05

Records, transcribes, logs

Calls can be recorded and transcribed, and every transcript is searchable in your CRM. Patient information on calls is covered by Patientfy's Business Associate Agreement.

CONSENT TRANSCRIPTION BAA SEARCHABLE
JOB · 06

Logs, refines, adapts

When a caller asks a question Patientfy AI did not know, the question gets logged and the script gets updated. When the practice adds a new service, the script is updated the same day. When the front desk corrects a routing decision, Patientfy AI does not make that mistake again.

THIS WEEK
5 scripts refined · last 14 min ago
03 · THE INTERFACE

Watch a 2 AM call
book a Monday morning appointment.

A real call to a cosmetic dentistry practice on a Saturday at 2:14 AM. Patientfy AI picked up. Listened. Verified insurance. Booked the appointment. The patient was a stranger when the call started. By the time it ended, they were on the calendar.

patientfy.app/receptionist · live call · 2:14 AM Saturday
LIVE · 2:14 AM · BOOKING
CALL · 2:14 AM SATURDAY · COSMETIC DENTISTRY
A stranger called at 2 AM. They left as a Monday booking.
Every word of this conversation is happening in real time. Insurance is verified live. The CRM record is created as Patientfy AI listens. The patient gets the same attentive experience your best front desk team member would deliver.
LIVE CALL · 2:14 AM SATURDAY
CONNECTED · 2:14 AM 0:47
+1 (415) 555-0142
Inbound · Unknown caller
PATIENTFY AI
Thank you for calling Bright Smile Dentistry. This is Maya. How can I help you today?
CALLER
Hi, sorry to call so late. I just chipped a tooth and I am wondering if I can get an appointment Monday morning. I have never been to your office before.
PATIENTFY AI
I am so sorry to hear that. Let me get you on the calendar. Can I have your insurance carrier so I can check your coverage while we talk?
CALLER
Delta Dental.
PATIENTFY AI
Verifying Delta Dental coverage now
WHILE THE CALL HAPPENS
PATIENTFY CRM · BUILDING RECORD
NEW PATIENT · IN PROGRESS
Record #PF-2026-08471 · auto-created
PHONE +1 (415) 555-0142 ✓
REASON Chipped tooth · emergency triage ✓
PATIENT TYPE New · first time ✓
INSURANCE Delta Dental
SLOT REQUESTED Monday AM · awaiting confirmation
SMS CONFIRMATION Pending booking
NEXT STEP
Offer 8:00, 9:30, or 10:45 AM Monday slots
PATIENTFY AI ACTIVITY · LISTEN · BOOK · CONFIRM
0:02
RECEP
Classified the call within 2 seconds. Tone analysis flagged urgency. Reason extracted: chipped tooth. Patient type: new. Risk: emergency triage needed if symptoms worsen. All before Patientfy AI finished its greeting.
0:14
RECEP
Verified Delta Dental coverage in 12 seconds via real time API call while the conversation continued. Confirmed the patient was in network for the cosmetic dentistry practice. Pulled the patient's annual benefit remaining. Surfaced cash pay alternatives in case the chip required a procedure outside coverage.
2:18
RECEP
Booked the appointment and sent confirmation. Monday 9:30 AM slot. SMS sent the moment the call ended with the appointment time, address, intake form link, and a kind note. Calendar synced to the practice's PMS. Front desk saw the new appointment when they opened at 8 AM Monday.
04 · IN ACTION

What the AI Receptionist did
last week.

Five calls the AI Receptionist answered and resolved in the last seven days. Different practices, different hours, real bookings the front desk never had to touch. Names changed. Numbers are not.

TIME
SPECIALTY
WHAT HAPPENED
WHAT IT MEANT
Monday 09:14 AM
PEDIATRICS
A parent called a pediatrics practice at 11:14 PM with a child running a 102°F fever. Patientfy AI classified the symptom as urgent but not emergency, walked the parent through the practice's after hours fever protocol, and booked the first slot at 8:00 AM the next day. The child saw the doctor before school.
Booked at 11:14 PM
first slot · 8:00 AM next day
Tuesday 02:48 PM
OBGYN
An OBGYN practice received a Saturday call from a patient at 36 weeks pregnant reporting contractions. Patientfy AI recognized the symptoms as potential labor, escalated to the on call provider in 7 seconds, and stayed on the line with the patient until the doctor took over.
Escalated in 7 seconds
on call OB notified
Wednesday 11:23 AM
PRIMARY CARE
A primary care practice was getting 22 pharma rep and vendor sales calls per week interrupting the front desk during clinic hours. Patientfy AI classified each one within 3 seconds and routed them to a separate queue. The front desk got back about 3 hours per week to actually help patients.
3 hours/wk saved
front desk time recovered
Thursday 04:51 PM
GENERAL DENTISTRY
A general dentistry practice was missing Saturday lunch hour calls when the front desk was off. Patientfy AI picked them up. Three weeks in, one of those calls booked a $4,200 same day crown emergency the practice would have otherwise lost to voicemail.
+$4,200 case booked
during front desk lunch hour
Friday 10:08 AM
ENT
An ENT practice received 6 new patient calls last week between 7 PM and 9 AM, all referrals from urgent cares and PCPs that closed before patients could call back. Patientfy AI booked all 6 for the following week's openings. None would have gotten a callback before Monday.
6 of 6 booked
between 7 PM and 9 AM
See Specialties Covered
CONNECTING TO THE SYSTEMS YOUR PRACTICE RUNS
DentrixEpicAesthetic RecordOpen DentalAthenahealthPatientNowEaglesoftCernerBoulevardCurveeClinicalWorksMangomintDenticonNextGenModMedGoogle AdsGoogle Business ProfileMetaSearch ConsoleStripeDentrix AscendSoftDenttab32CareStackDrChronoPractice FusionKareoAdvancedMDDentrixEpicAesthetic RecordOpen DentalAthenahealthPatientNowEaglesoftCernerBoulevardCurveeClinicalWorksMangomintDenticonNextGenModMedGoogle AdsGoogle Business ProfileMetaSearch ConsoleStripeDentrix AscendSoftDenttab32CareStackDrChronoPractice FusionKareoAdvancedMD
We connect to 300+ systems across EHRs, ad platforms, scheduling, CRMs, and payments.Book a demo
05 · OUTCOMES

What changes
for the practice.

72%
After-hours bookings

Average share of qualified after hours calls that the AI Receptionist resolves to a booked appointment, within 90 days of going live. Excludes vendor calls, wrong numbers, and callers who request a human callback.

<1%
Missed call rate

Share of inbound calls that ring without a person or Patientfy AI answering. Down from the industry baseline of 27% missed calls for practices running without after hours coverage. Failover lines route to backup queues.

7 days
From signed to live

Median time from contract to the AI Receptionist picking up its first live call, including voice training, script writing, and PMS integration.

AI receptionist or answering service?

A dental answering service or an answering service for a medical office has people at a call center answer your phones. A medical virtual receptionist can be a person working remotely or AI software. An AI receptionist is software. Here is how they compare.

Side by side
AI receptionist or answering service?
What to askYour front desk aloneAn answering servicePatientfy AI Receptionist
Who answersYour staffPeople at a call centerSoftware, set up to sound like your practice
After hoursVoicemail, unless someone is on callDepends on the plan you buyEvery call, day or night
BookingDuring office hoursDepends on the serviceInto your schedule, during the call
New leadsCalled back when someone has timeDepends on the serviceFollowed up by the AI Receptionist
What you seeVoicemails and notesDepends on the serviceWhat happened on every call, with the recording and transcript

Whichever you choose, ask who answers after hours, whether it books into your schedule, and whether you see what happened on every call.

Keep reading

Put the AI Receptionist to work for your practice

Book a 20-minute demo, or run Patientfy AI on your practice for a free check.

Book a demo

Free, about two minutes. It checks your website and your Google profile, not your phones.

06 · COMMON QUESTIONS

The questions
every practice asks first.

Anything we did not cover? Book a 20-minute demo and we will walk through your specific situation. No pressure, no pitch.

Book a demo
01What if patients can tell it is AI?
Few patients ask. Patientfy AI uses your practice's scripts, your tone, and the warmth your front desk would use. It introduces itself with a name. It listens, pauses, asks follow up questions. For patients who do ask, Patientfy AI honestly identifies itself as an AI assistant and offers to transfer to a person at the next opportunity. Honesty is the script, never deception.
02Does it integrate with my PMS?
Yes. The AI Receptionist books straight into NexHealth, Dentrix, Eaglesoft, Open Dental, Curve, Athenahealth, eClinicalWorks, and most other systems used by dental and medical practices. The AI Receptionist uses the API where one exists and a secure adapter where it does not. If your PMS is not on the list, it is added during your seven day onboarding.
03Who owns the call recordings and data?
You do. Always. Every call recording, transcript, CRM record, and routing decision is yours from day one. Your phone number stays yours. Your scripts stay yours. Your call data stays in your account. Patientfy AI, which listens, qualifies, and books, stays with Patientfy. That is the engine you subscribe to. Most answering services hold your call data hostage. Patientfy does not.
04Is it HIPAA compliant?
Yes. Patientfy's Business Associate Agreement covers patient information on calls, and transcripts are stored in your CRM for your authorized staff. Your practice decides whether calls are recorded and gives callers the notice your state requires.
05What if I want to cancel?
Month to month. Cancel any time. You keep your phone number, every recording, every transcript, every CRM record, every script written for your practice, and every routing decision Patientfy AI ever made. Patientfy AI, which listens, qualifies, and books, stays with Patientfy. That is the engine. Stay because it works, not because you are locked in.
06What does the AI receptionist do?
It nurtures new leads, talks with patients, answers and makes calls, books appointments and reports back. In plain words, it picks up every call, day or night, in your practice's tone. It books the patient into an open time and sends a confirmation by text and email. It follows up with new leads who have not booked yet, and it tells your front desk what happened on every call. It works as an AI receptionist for a dental office, a medical office or a med spa.
07Does it book into my schedule?
Yes. It books appointments straight into your practice management system (PMS) while the patient is on the line. It finds open times that match what the patient asked for, offers two to three, and books the one they pick. A text and email confirmation goes out before they hang up.
08How much does the AI receptionist cost?
Every practice is priced after a short demo and a look at its needs. Month-to-month plans are available.
07 · Get Started

Every day, a patient picks someone.
You decide if it’s you.

Tell us about your practice and we will show you how the platform works. 20 minutes, no pressure, no pitch. A working demo, not a slideshow.

24 demos booked in the last 7 days·Next slot: Today, 8:20 AM PT
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