Dental AI receptionist
Dental AI receptionist: Victoria books new patients on the first call, in English or Spanish.
Talk or type with Victoria. Your price in about 2 minutes.
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Calls Victoria answers for you
- “I'm a new patient. Do you have anything this week for a cleaning and exam?”
- “Do you take Delta Dental? What about Medi-Cal Dental?”
- “My crown came off last night. Can someone see me today?”
- “The side of my face is swollen and it's getting worse.”
More calls (4)Fewer calls
- “Can my kids get their cleanings right after mine?”
- “How much is a cleaning if I don't have insurance?”
- “Do you do teeth whitening? How long does it take?”
- “My benefits reset in January. Can I get my crown done before then?”
Here's how a call goes
A typical call, then the summary you get when it ends.
What you get
- Patient
- Rosa Delgado, new patient
- Reason
- Cleaning and exam
- Booked
- Thursday, 2:30
- Callback
- Her daughter's cell, the number they called from
- Language
- English and Spanish
- Confirmation sent to her daughter's cell
- New patients booked while the desk is busy
- Cancellations caught before the desk opens
- A broken tooth on Saturday reaches the right person
- Victoria:
Thanks for calling your practice, this is Victoria. How can I help?
- Caller:
Hi, I'd like to book a cleaning for my mom. She's never been to your office. Can I put her on? She's more comfortable in Spanish.
- Victoria:
Of course, go ahead. I'll continue in Spanish.
- Caller:
Buenas tardes. ¿Aceptan Medi-Cal Dental?
Good afternoon. Do you take Medi-Cal Dental?
- Victoria:
Sí, el consultorio atiende pacientes de Medi-Cal Dental. Para limpieza y revisión de paciente nuevo tengo el jueves a las 2:30 o el próximo martes a las 9:00. ¿Cuál le queda mejor?
Yes, the office sees Medi-Cal Dental patients. For a new-patient cleaning and exam I have Thursday at 2:30 or next Tuesday at 9:00. Which works better for you?
- Caller:
El jueves a las 2:30, por favor.
Thursday at 2:30, please.
- Victoria:
Con gusto. ¿Me da su nombre completo y un número para mandarle la confirmación?
Of course. Can I have your full name and a number for the confirmation?
- Caller:
Rosa Delgado. Mándela al celular de mi hija, a este número.
Rosa Delgado. Send it to my daughter's cell, this number.
- Victoria:
Listo, señora Delgado: jueves a las 2:30, limpieza y revisión. Traiga su tarjeta de Medi-Cal, y ahorita le llega la confirmación a su hija.
All set, Mrs. Delgado: Thursday at 2:30, cleaning and exam. Bring your Medi-Cal card, and the confirmation is on its way to your daughter.
An illustration of a typical call, not a real customer.
How it works
- 1
Take the free assessment
A few questions about how your business runs today.
- 2
Get your price
See it on screen before you commit to anything, and email it to yourself.
- 3
We set it up
One setup call with Nathaniel, in person in the Santa Barbara area or by phone or video.
Questions people ask
Don't see yours? Ask Victoria during the assessment, or call (805) 970-2936.
What does Victoria cost a dental practice?
The practice's price is set by its calls (extra calls are billed per call), with Spanish and after-hours calls included, for just calls or for texts, email, chat and DMs too. The free 2-minute assessment works out your price from your calls. If you're not happy in the first 30 days, we refund your first monthly payment. The setup call is also the time to raise the BAA question.
What about HIPAA and a business associate agreement?
Your practice is a HIPAA covered entity, and an answering service that takes patient details for you is a business associate, so the rules call for a written business associate agreement (BAA) before Victoria answers patient calls (45 CFR 164.502(e)). Raise it before anything is set up, and we'll go through it with you on the setup call. Nathaniel, who sets Victoria up, worked at IBM on HCUP, the federal Healthcare Cost and Utilization Project, where the work was HIPAA compliant. Your own counsel or compliance advisor decides what your practice needs. By default, Victoria keeps clinical detail out of texts and call summaries: the office gets the patient's name, callback number and a general reason such as 'cleaning' or 'tooth pain'.
Can Victoria tell a dental emergency from a routine call?
She works from the list your dentist writes, for example facial swelling, a knocked-out tooth, bleeding that won't stop or a crown that came off, and what to do for each: put the call through to the number you gave us for emergencies, book one of your same-day slots, or read the caller the instruction your dentist wrote, such as going to the ER or calling 911. She doesn't assess symptoms herself. A symptom that isn't on the list comes to the office as a flagged callback request with a general reason like 'tooth pain', so someone on your team hears the details from the patient.
Will patients know they're talking to an AI?
Not unless they ask. If a patient asks whether they're talking to a person, Victoria tells them she's an AI assistant for the practice; she never claims otherwise. A patient with questions about an extraction or a root canal can ask for someone from the office to call back, and the request is in the summary.
More questions (4)Fewer questions
Does she really speak Spanish?
Yes. On the setup call you choose how she opens: in English, in Spanish, or both in one line. After that she follows each caller and switches mid-call, so a patient can ask about Medi-Cal Dental, move a cleaning or ask where to park entirely in Spanish, and the call still ends with a summary to the office.
Will she book into Dentrix, Eaglesoft or Open Dental?
Open Dental can connect directly, so she can book straight into it; we confirm the connection on the setup call. Dentrix and Eaglesoft need the vendor's approval, so booking straight into them is a custom build we'd quote separately. Until then, she books into a calendar that holds your new-patient and same-day slots, and every booking reaches the office by text so the desk can enter it in your schedule between check-ins.
Do we keep the office number?
Yes. Patients keep calling the number on their appointment cards and in their insurer's provider directory; on the setup call we decide together whether every call forwards to Victoria or only the ones the desk can't reach, depending on your phone system. A call that drops before anyone answers gets the text you approved at setup, sent from a registered local business number. Carriers have to approve that number before it can text, which takes from about a week to two or three weeks (Twilio), while answering calls doesn't wait for it.
Who sets this up, and what does the office need to do?
Nathaniel Ross, the founder, sets it up himself. He's based in Santa Barbara, and you talk with him on the setup call. Bring your dentists' and hygienists' schedules, appointment types and lengths, the slots new patients can book, the plans you accept, your emergency list and the number emergency calls should ring. You can call in and hear Victoria before she answers a single patient, and raise the BAA question with him before she starts taking patient calls.
The details
In short
At 8:15 on a Monday, the front desk is checking in the first patients and scanning insurance cards while the other line rings.
One of those callers may be a new patient who found you on Google, and while they wait on hold, the next office in the results is one tap away.
Victoria answers that line in English or Spanish and books new patients into the openings you set aside.
What gets in the way
Lunch-hour calls go to voicemail.Cancellations and no-shows leave the chair empty.Weekend calls wait until Monday.Spanish-speaking patients wait or hang up.
Lunch-hour calls go to voicemail
When the desk closes for lunch, working patients use their own lunch break to call, and they reach voicemail.
The desk returns those messages at 2, when the patients are back at work and can't pick up, and the phone tag starts.
Cancellations and no-shows leave the chair empty
A patient who forgets a 9 am cleaning leaves your hygienist with an open hour, and a cancellation phoned in at 7 am sits in voicemail until someone at the desk has time to listen, after the morning check-ins.
Weekend calls wait until Monday
A patient who breaks a tooth on Saturday gets voicemail and hears nothing back until Monday, when that message sits in the same pile as routine reschedules.
Spanish-speaking patients wait or hang up
Roughly a third of residents in Santa Barbara and Ventura counties speak Spanish at home (33.9% and 30.1%, U.S. Census Bureau, American Community Survey 2024).
When the only bilingual person on your team is busy with a patient, Spanish-speaking callers wait on hold while their Medi-Cal Dental questions pile up for that one person.
What we do about it
New patients booked while the desk is busy.Cancellations caught before the desk opens.A broken tooth on Saturday reaches the right person.Insurance questions in either language.
New patients booked while the desk is busy
Victoria asks what the caller needs and books exams, cleanings and consults into the openings you've marked for new patients.
Each call's summary arrives as soon as the call ends, so the desk knows about the new patient before they walk in.
Cancellations caught before the desk opens
A patient who calls at 7 am to cancel reaches Victoria, and the summary reaches you before the desk opens, early enough to offer that hygiene hour to someone else.
Every visit Victoria books also gets a reminder text the patient can reply to; reminders for cleanings booked in your practice software need a connection to it, which is a custom build.
A broken tooth on Saturday reaches the right person
Victoria answers through the weekend.
Cleanings and new-patient exams go into your first weekday openings; a broken tooth or swelling on your dentist's emergency list rings the number you gave us for emergencies, and any other symptom becomes a flagged callback request for your team.
Insurance questions in either language
From the list you give her, Victoria tells callers which plans you're in network with and whether you see Medi-Cal Dental patients, in Spanish or English, at 7 am or 9 pm, so your bilingual team member can finish with the patient in the chair.
By Nathaniel Ross, founder · Updated
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