01
Scheduling cleanings and exams
Offers openings from your schedule by provider and appointment type, allows the length each appointment needs and texts the confirmation.
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AI receptionist for dental offices
An AI receptionist for dental offices that schedules patients while the front desk is busy
Patients call at 8am, over lunch and after you close, and plenty won't leave a voicemail. We build an AI receptionist for US dental offices that schedules cleanings and exams, answers recall replies, takes new patient calls and routes insurance questions and dental pain to the right person on your team. We are a UK-registered company with no US office, working with US practices remotely by video call in your time zone.
Thanks, that’s with us.
A senior engineer reads every enquiry and will reply as soon as they can.
Want to take it further now?
Book a time that suits you, or send a message on WhatsApp.
- Never gives clinical advice: pain, swelling and trauma go to a dentist or your after-hours route
- Insurance questions go to your team: it takes the details, staff verify benefits
- Designed to support HIPAA technical safeguards: access control, audit logs and encryption
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1,000+
Clients served since 2020
4.8★
From 944 Fiverr reviews
USD
Quoted and invoiced in US dollars
Test line
You hear it before your patients do
Technologies we build with
- OpenAI GPT
- Anthropic Claude
- Google Gemini
- Deepgram
- ElevenLabs
- Vapi
- Retell AI
- Dentrix
- Eaglesoft
- Open Dental
- Curve Dental
- Denticon
- Role-based access
- Audit logs
- Encryption in transit and at rest
- Minimum necessary data
- Twilio
- RingCentral
- SMS confirmations
- A2P 10DLC registration
- AWS us-east-1
- AWS us-west-2
- Azure East US
- Google Cloud us-central1
Quick answer
What does an AI receptionist do for a dental office?
An AI receptionist for a dental office answers the office phone in natural speech and takes the calls that tie up your front desk: scheduling and moving cleanings and exams, answering patients who reply to a recall message, taking new patient calls and passing messages to the team. It works from your schedule, so it offers real openings instead of promising a call back. It is a custom build on top of our AI receptionist.
Some calls always go to a person. Insurance and billing questions are routed to your staff: the receptionist takes the carrier, member ID and the patient's question, and your team verifies benefits and explains coverage. A patient with a toothache, a swollen face or a knocked-out tooth is screened with the questions your dentists approved and transferred to a clinician, or given your after-hours route. Anyone with swelling that affects breathing or swallowing is told to call 911. It never diagnoses or says a problem can wait.
Because callers share health information, the system is designed to support HIPAA's technical safeguards: access limited to named staff, audit logs of who opened what, encryption in transit and at rest, and only the minimum necessary information passed to each system. Software alone cannot make a practice meet HIPAA; your practice decides what HIPAA requires for you, including any Business Associate Agreements with providers. SpiderHunts Technologies Ltd is registered in the UK, with its registered office in London; we have no US office and work with US practices remotely.
What it handles
The dental calls an AI receptionist can take
Each office runs its schedule differently. These are the call types offices usually hand over first, each set up around your own rules.
02
Recall replies
Answers patients calling back after a recall text, email or postcard and books them with the right hygienist or dentist for the right appointment length.
03
New patient calls
Takes name, date of birth, contact details and the reason for the visit, books the new patient exam and texts your intake forms before the visit.
04
Insurance questions routed to staff
Takes the carrier, member ID and the patient's question and passes it to your team, who verify benefits and explain coverage. It does not quote what insurance will pay.
05
Pain, swelling and trauma
Asks only the screening questions your dentists set, then transfers urgent calls to a clinician or gives your after-hours route, and tells anyone with swelling affecting breathing to call 911.
06
Cancellations and openings
Moves or cancels appointments, explains your broken appointment policy and can offer the freed opening to patients who asked to come in sooner.
The 8am phone rush
When every line rings at opening, someone always waits
Patients wanting a same-day visit, new patients hoping to book and people rescheduling a cleaning all sit in the same queue. Some hang up and call another office.
The front desk juggling the phone
- The front desk answers calls while checking patients in and taking payments
- A patient in pain waits behind someone moving a routine cleaning
- New patient calls go to voicemail and aren't returned that day
- Lunchtime and evening callers hear a voicemail greeting
- Insurance questions take over the phone at the busiest times
- Late cancellations leave a chair empty
With a dental AI receptionist
- Routine scheduling is handled without tying up the desk
- Callers describing pain, swelling or an injury are screened and passed to a clinician
- New patients are booked and sent your forms on the same call
- Lunchtime and evening calls reach something that can book or route them
- Insurance questions arrive with your staff as a complete message
- Freed openings can be offered to patients who want an earlier visit
See how it would work for your office
Book a free 30-minute video call, scheduled in your time zone. We'll walk you through how an AI receptionist would handle your office's calls, from recall replies to patients in pain, and tell you honestly if it won't help.
Examples
AI receptionist use cases for dental offices
Illustrative examples of what we build, not client results.
Same-day emergency openings
At opening, screens callers asking for an emergency visit with the questions your dentists approved, offers the day's emergency openings and puts anyone describing facial swelling or trauma through to a clinician.
Aim: emergency openings given by need, not by who got through first
Replies to recall messages
Answers patients calling back after a recall reminder and books them with the right hygienist for a cleaning, periodontal maintenance or exam.
Aim: recall replies booked without a call back
New patient exams
Explains what a new patient exam includes, books it, takes insurance details for your team to verify and texts the medical history form before the visit.
Aim: new patients booked on their first call
"Do you take my insurance?"
Answers from the list of plans you accept, which your office manager keeps current, and passes every coverage or benefits question to your team with the carrier and member details.
Aim: the same accurate answer every time, with coverage left to staff
Treatment inquiries
Takes details of implant, aligner or cosmetic inquiries, explains the consultation process and any fee, books the consultation and passes clinical and financing questions to your treatment coordinator.
Aim: higher-value inquiries followed up instead of lost in voicemail
Parents booking for children
Books visits for several children in one call where your schedule allows, takes the parent or guardian details and passes any worry about a child's tooth to a clinician.
Aim: family appointments booked in one call
Evenings and weekends
Tells callers with an urgent problem how to reach your on-call dentist, as your office directs, and books routine requests for the next available day.
Aim: no patient left with only a voicemail greeting
One number for several offices
Works out which office the patient uses, checks that office's schedule and follows that office's own after-hours arrangements.
Aim: consistent call handling at every location
How we work
How we build an AI receptionist for your office
Six steps, run remotely by video call in your working hours, with your dentists involved wherever a call touches symptoms. You hear it on a test line before any patient does.
Discovery
We look at when calls peak and list the call types: scheduling, recalls, new patients, insurance, emergencies and messages. We agree what always goes to a person.
Week 1Design
We write the call flows and, with your dentists, the screening questions and wording for urgent calls. A dentist signs off every clinical rule before it is built.
Weeks 1 to 2Build
We connect a US phone number or forward your existing line, link your practice management software or a scheduling workaround, and set up access control, audit logs, encryption and retention for patient data.
Weeks 2 to 3Train
We load your accepted plans, fees, policies and office details, then test it on realistic calls, including anxious, angry and confused patients.
Weeks 3 to 4Launch
It usually starts at lunch and after hours while your front desk reads every call summary, then takes on more once you are happy with it.
Typically weeks 4 to 5Optimize
We review transcripts, update fees and accepted plans when they change and adjust triage wording with your dentists. Optional monthly support covers this.
Ongoing
Clear scope · Regular demos · Full handover
Is it right for your office?
When an AI receptionist suits a dental office, and when it doesn't
An office with a quiet phone and a settled patient base may not need one. If that is you, we'll say so.
Worth it when...
- The phones are busiest at opening, at lunch and at the end of the day
- Your front desk also checks patients in and takes payments
- You are growing and new patient calls go unanswered
- Your practice management software has an API or online scheduling
- Your dentists are willing to agree written triage rules
Not worth it when...
- The front desk already answers nearly every call at every time of day
- Your dentists want to speak to every caller who mentions a symptom
- Your schedule can't be connected and you won't use a workaround
- You want it to quote what a patient's insurance will cover (it won't)
- You want it to tell patients what treatment they need (it won't)
Your options
AI receptionist vs more front desk hours vs a dental answering service
Many offices combine them: the AI takes routine and after-hours calls, and the front desk handles the patients in front of them and the calls that need a person.
| What matters | Custom AI receptionist | More front desk hours | Dental answering service |
|---|---|---|---|
| The 8am rush | Can take several calls at once | One more line covered | Depends on the provider's staffing |
| Schedules in your software | Where an access route exists | Yes | Varies by provider |
| Urgent dental calls | Screens with your agreed questions, then transfers | Uses their own training and judgment | Follows the provider's script |
| Insurance questions | Details taken and routed to staff | Handled by the person who answers | Usually a message |
| Evenings and weekends | Whenever you set | Only if someone works those hours | Depends on the plan |
| How you pay | Setup fee, optional monthly support, call usage | Wages, benefits and training | Per call, per minute or monthly |
Pricing
How much does an AI receptionist for a dental office cost?
The main cost drivers are the number of call types, how your practice management software connects and whether it covers one office or several. You get a written quote with scope and exclusions agreed up front.
Free consultation
Free
30 minutes
We go through your call patterns, practice management software and after-hours arrangements on a video call in your time zone, and follow up with a written estimate.
Get a quote →Dental office AI receptionist
From $1,900
Typically 3 to 5 weeks
Call flows, dentist-approved triage wording, fee and plan knowledge, practice management connection, testing and launch on your number.
Get a quote →Monthly support
From $190/month
Optional retainer
Transcript reviews, fee and accepted plan updates, new call types and technical monitoring.
Get a quote →Prices are in US dollars and exclude any sales tax. Call minutes, text messages and phone line charges are billed by the telephony and AI providers and estimated in your quote. Any fee your practice management vendor charges for integration access is separate.
Technology
What sits behind a dental AI receptionist
Speech recognition turns the patient's words into text, and we add dental terms such as prophy, periodontal maintenance or root canal to its vocabulary. A large language model, the kind of AI behind ChatGPT and Claude, works out what the caller needs. Retrieval over your own information (RAG) means fee and policy answers come from documents you approve. Text-to-speech replies in a calm, clear voice, and APIs connect it to your schedule. Because patient data is involved, we choose providers and US hosting regions with you, taking into account whether each provider offers a Business Associate Agreement. The practice management systems below are examples of what we can integrate with; what is possible depends on the access each allows.
Understanding: language models
- OpenAI GPT
- Anthropic Claude
- Google Gemini
Voice
- Deepgram
- ElevenLabs
- Vapi
- Retell AI
Dental practice management (examples)
- Dentrix
- Eaglesoft
- Open Dental
- Curve Dental
- Denticon
HIPAA technical safeguards
- Role-based access
- Audit logs
- Encryption in transit and at rest
- Minimum necessary data
Phone and messages
- Twilio
- RingCentral
- SMS confirmations
- A2P 10DLC registration
US cloud regions
- AWS us-east-1
- AWS us-west-2
- Azure East US
- Google Cloud us-central1
Offices we build for
Built for general and specialty dental offices
Call flows change with the type of office. These are the setups we design for.
General dentistryCleanings, exams, recalls and same-day emergencies.
Pediatric dentistryParents booking for several children, school-hours scheduling.
Cosmetic and implant practicesConsultations, financing questions routed to coordinators.
OrthodonticsAdjustment visits, aligner check-ins and new patient consults.
Dental groups and DSOsOne number, several offices, each with its own rules.
Healthcare providersHow we build software and AI for healthcare.FAQ
Dental office AI receptionist FAQs
The questions US dental offices ask before they sign, answered plainly.
Still have a question?
Ask us directly. A senior engineer reads every question.
Ask about your projectCan an AI receptionist schedule into Dentrix, Eaglesoft or Open Dental?
Often, yes, but it depends on the access each system offers. Some practice management systems provide an API or a scheduling integration; others need a workaround, such as booking through your online scheduling page or sending the request to the front desk to confirm. We check your system during discovery, before we quote.
Is it HIPAA compliant?
No, and we don't claim it: HIPAA compliance belongs to your practice as a whole, not to one piece of software. What we do is design the system to support HIPAA's technical safeguards: access limited to named staff, audit logs, encryption in transit and at rest, and only the minimum necessary information passed to each system. Your practice decides what HIPAA requires for you, including which providers need a Business Associate Agreement, and we build around that decision.
Can it answer insurance questions?
It can say which plans you accept, from a list your office manager keeps current. It does not verify benefits or say what a plan will pay. For those questions it takes the carrier, member ID and the patient's question and routes it to your staff, who verify and call the patient back.
Will the AI receptionist give patients clinical advice?
No. It is built never to diagnose, recommend treatment or say whether a problem can wait. When a caller describes pain, swelling, bleeding or an injury, it asks only the screening questions your dentists approved and then passes the call to a clinician or gives your after-hours route. Anyone with swelling that affects breathing or swallowing is told to call 911.
Can it send recall reminders and appointment confirmations?
It can handle the replies, and it can send text confirmations and reminders from your system or ours. Business texts in the US need A2P 10DLC registration with the carriers and the patient's consent to receive them, so we set up registration with your phone provider and send only to patients your office has consent for.
Are calls recorded?
Calls can be recorded and transcribed so your team can check them. Some states require every party to consent to a recording, so the greeting says the call is answered by an AI and may be recorded, in wording you approve. Recordings and transcripts are kept in a US cloud region you choose, with access limited to named staff and retention you decide.
Do you have an office in the US?
No, and we won't pretend otherwise. SpiderHunts Technologies Ltd is registered in the UK (Companies House number 16718403), with its registered office at 182-184 High Street N, London E6 2JA. There is no US office, no US entity and nobody on a US payroll. We work remotely, and every meeting is a video call scheduled in your working hours.
How much does it cost?
Setup starts from $1,900 and optional monthly support from $190, excluding any sales tax. Call minutes, text messages and phone line charges are billed by the providers and estimated in your quote. You get a written quote in US dollars with scope and exclusions agreed up front, and we invoice in US dollars by ACH, wire or card.
Will patients mind talking to an AI at the dentist?
Some will, so it says it is an AI at the start and offers a person whenever asked. The calls it takes are mainly quick scheduling and recall calls. Anxious patients, complaints and anything delicate are transferred to the front desk or taken as a message.
Start here
Book a free consultation for your office
Tell us how your phones work across the day, which practice management software you use and how emergencies are handled now. We'll walk you through how it would work and tell you honestly what it could take off your front desk.
- You tell us what you needTwo minutes on the form, or a message on WhatsApp.
- A senior engineer reviews itAnd comes back with questions, a realistic range and an honest view on fit.
- Free 30-minute scoping callWe talk through scope, options and a realistic estimate, with no obligation.
Thanks, that’s with us.
A senior engineer reads every enquiry and will reply as soon as they can.
Want to take it further now?
Book a time that suits you, or send a message on WhatsApp.