Categories / Scheduling & Appointments
Three-office dental: bilingual voice AI books 273 appointments in 6 weeks
A 3-office dental group answered 2,696 calls and booked 273 appointments in 6 weeks. Dropped calls fell from 24% to under 0.4%, in English and Spanish.
- Task
- answer ~2,800 calls/month (≈600 dropped before) in English/Spanish and book straight into Open Dental
- Result
- first six weeks: 2,696 calls answered, 273 appointments booked; dropped calls 24.2% → <0.4%; intake completion 51.6% → 94.8%; staff time redirected to recalls of overdue patients
- Tools
- CSAI "Bobbie J" voice receptionist
- Open Dental (schedule sync + imaging)
- OCR for insurance cards
- Setup
- bidirectional Open Dental sync with slot locking → bilingual call handling → insurance card OCR into imaging → escalation rules for out-of-network/secondary plans → one-click staff takeover
- next-day confirmations without phone tag
Step-by-step setup guide + copy-paste prompt
Honest note: this vendor sets it up with you; there's no self-serve menu. Below is what you prepare and decide, taken from the vendor's own published process. Steps and timings may differ slightly.
What you do
Step 1. Map your Open Dental schedule for the vendor: providers, operatories, appointment types, procedure durations, buffers and blockouts. The AI books into these directly.
Step 2. Decide the escalations: out-of-network and secondary insurance go to staff, with one-click takeover.
Step 3. Turn on insurance-card capture. Card photos go into Open Dental Imaging so intake is complete before the visit.
Step 4. Go bilingual from day one if your callers need it.
Step 5. Use the freed staff time for recalls of overdue patients, as McRae did.
Copy-paste prompt
Build a table of our Open Dental appointment types for an AI scheduler: type, duration, which providers/operatories, buffers, and any type that must go to staff.Sources
- ClientService.ai: McRae Family Dental. Credit: McRae Family Dental (vendor-published; the setup steps are described in the same case study).
Results as reported by the source; not independently verified. Community-sourced from public sites and attributed to the source platform. Original author? Ask us to correct or remove it. Read the disclaimer.