An AI front office is software that runs a dental practice's administrative work automatically: an AI receptionist answers and books every call 24/7 in 29+ languages, insurance eligibility verifies itself before each visit, patients complete digital intake before they arrive, clinical notes draft themselves for provider review, and recall refills the schedule. All written back into the practice management system your team already uses.
Each step works on its own, but the order matters: the PMS connection feeds the AI phone, the AI phone feeds the analytics, and the analytics only become bookkeeping-grade once the tracker is on your website. Follow it top to bottom.
Two-way sync with Dentrix, Open Dental, Eaglesoft, Dentrix Ascend, CareStack, and more. The platform reads your schedule, patients, charts, insurance, and ledgers, and can write back appointments, clinical notes, documents, and payments. Your PMS stays the system of record; nothing migrates.
Front Desk AI isn't a widget bolted onto your existing line. It's a complete cloud VoIP system for the practice, engineered so every ring feeds the same intelligence layer as your forms, schedule, and ledger.
A dedicated practice line plus unlimited additional trackable numbers: one per ad, campaign, mailer, or Google profile. Every number carries its source with it, so when the phone rings you already know which marketing dollar made it ring.
Build call trees that greet callers by line, route by department or provider, play after-hours messages, and hand callers to the right destination (front desk, voicemail, or the AI receptionist) without anyone touching the phone.
Every call is recorded and HIPAA-audited, transcribed, summarized, and tagged with intent within seconds of hangup. Missed-call heatmaps show exactly which hours leak revenue, and call-close rate ties every answered call to whether an appointment actually got booked.
Most platforms report activity: clicks, impressions, visits. This one reports outcomes, because it’s the only layer that sees both the ad click and the completed treatment. Here’s what gets captured automatically once steps 1 and 5 are done:
Ad clicks arrive with their click IDs and cost, captured the moment a visitor lands. No spreadsheet exports from ad platforms.
Page views, traffic sources, campaign tags, and referrers, stitched into one journey per visitor, not scattered sessions.
Phone calls join the same journey: outcome, booking, sentiment, and transcript, linked to the campaign that made the phone ring.
Healthcare breaches are not hypothetical, practices get ransomed and patient databases get stolen. The architecture here assumes the worst case and makes it worthless:
Everything moving between your PMS, your patients, and the platform travels over encrypted TLS connections. Nothing crosses the wire readable.
Each protected field (name, birthdate, condition, chart entry) is individually encrypted with AES-256-GCM before it’s stored. Not whole-disk encryption that unlocks everything at boot: every field, separately.
On top of that, protected data is re-encoded into proprietary glyph symbols, with keys held separately from the database itself. A second lock with a second key, in a different place.
The practical result: if the database were ever stolen outright, the thief would hold strings of meaningless symbols. No names, no birthdates, no clinical history. For the attacker, the patient data effectively doesn’t exist.
No. The platform connects to the PMS you already run (Dentrix, Open Dental, Eaglesoft, Dentrix Ascend, CareStack, and more) with two-way sync. Your PMS remains the system of record, every write-back is an opt-in toggle you control, and there is no migration and no downtime.
Yes. It reads your live schedule and books real openings, and it respects per-provider rules, including which providers may run two columns and which never double-book. It reschedules, cancels, and logs every call with a transcript, summary, and outcome against the patient record.
The AI warm-transfers to your front desk during office hours, and after hours it takes a structured message with a callback commitment. Either way your staff receives the full transcript and context, so nobody restarts the conversation from zero.
Down to the collected dollar. Each ad click is followed to the website visit, the form or call, the patient record, and the completed treatment revenue, then credited across first-touch, last-touch, linear, time-decay, and position-based models. You see cost per patient and lifetime value per channel, not cost per click.
Your phone becomes a front door that never closes. The AI answers every call, recognizes the caller by their number, and talks to them about their appointment (their hygienist, their visit type, their balance) not from a script.
Patients complete their paperwork from the confirmation text (forms in 100+ languages, e-signatures, photos of insurance cards and IDs) and the answers write straight into the chart. Nobody types the same thing twice.
Every patient on tomorrow’s schedule is verified overnight, automatically: eligibility, benefits, and missing-information flags land in the chart before the patient sits down.
One small snippet on your website plus two Google permissions, and your marketing numbers stop being estimates. This is the step that turns "we got 50 clicks" into "Google Ads brought in eleven patients worth $38,000 this quarter."
Dictate at the chair, or let the system draft notes from the day’s schedule before you even sit down. The AI learns each provider’s phrasing and structure, and finished notes push straight into the PMS.
The patients most likely to slip away get found and contacted before they’re gone, and outstanding balances collect themselves with payment links instead of awkward phone calls.
There’s nothing to configure here. This step is reading what’s already true. Every patient record you’ve synced is protected by two independent encryption layers, role-based access, and a complete audit trail, under a signed Business Associate Agreement.
Because the phone system and the AI receptionist are one platform, the handoff is seamless: the AI can take after-hours calls, absorb overflow when staff are with patients, or answer everything 24/7, booking straight into the PMS on the same call it answered.
Front Desk AI is $249.99/month as an add-on, and included in Practice Autopilot.
See phone system pricing →When a visitor becomes a patient (through a form, a call, or a booking) the anonymous journey connects to the real chart.
Completed, collected treatment dollars flow back to the channel that produced them, under five attribution models: first-touch, last-touch, linear, time-decay, and position-based.
Production maps to patient geography by ZIP, so you can see which neighborhoods (and which channels in those neighborhoods) actually produce.
The difference in one sentence: other tools tell you what your ads cost per click. This tells you what they earn per patient.
The full security architecture (infrastructure, auditing, compliance posture, and the optional extra-security tier) lives on the Security page. Read the full security overview
Patient data is first encrypted field-by-field with AES-256-GCM, then re-encoded into proprietary glyph symbols before storage, with keys held separately from the database. A thief who stole the entire database would hold unreadable symbols. No names, no birthdates, no clinical data.
The PMS connection typically completes the same day, and digital intake works immediately after. The AI phone goes live within days, call forwarding or number porting is the longest pole. The Google connections take about ten minutes with the in-dashboard checklist. Most practices are fully automated inside two weeks.
Yes. Each location’s patients, schedule, and analytics are isolated to that office, while group-level dashboards roll performance up across locations.
Yes. A Business Associate Agreement is standard, access is role-based, and every access to patient data is audit-logged. The Security and HIPAA Compliance pages document the full posture.
Every capability on this page already lives in the platform. This is the exact, in-order setup that takes a practice from phone tag and paper clipboards to a front office that answers every call, verifies every plan, writes its own notes, and traces every marketing dollar to the chair. Plan a quiet afternoon for the first two steps; the rest turn on as you go.
A 20-minute walkthrough with your own numbers: what the AI phone would have answered last week, what verification would have caught, and what your marketing actually earns.
Practice Autopilot bundles the whole front office: AI Voice Receptionist with the full cloud phone system, AI Clinical Notes, direct PMS integration, unlimited insurance verification, patient payments, voice perio charting, and Digital Fax, for $999.99/month. Bought separately, the same add-ons run over $1,200/month.
Save $300+/month vs à la carte
No contracts • Cancel anytime • 30-day money-back guarantee
Just want the phones handled? The AI Receptionist plan is $499.99/month see pricing
Want absolutely everything: Virtual Consults, Claims Intelligence, Voice Perio, priority support, and white-glove onboarding on top? The AI Dental Office plan is $1,499.99/month see the everything tier
