AI receptionist for dental practices:
appointments, recalls and patient calls
The assistant answers the phone while your team is chairside or the practice is closed. It books appointments, answers questions about opening hours and directions, and passes patients in pain straight to your team.
When the phone rings at reception and nobody is free
A lot happens at once at a dental practice reception: patients check in, treatment and cost plans need explaining, and someone at the chair needs a hand. That is exactly when patients call to book a check-up, ask about opening hours or report toothache that can't wait until tomorrow.
Callers who can't get through try again later or ring the next practice. On top of that come calls during the lunch break, in the evening and at weekends, which so far end up on the answering machine.
What the AI receptionist handles in a dental practice
The assistant takes routine calls; anything medical stays with your team.
Urgent cases straight to the practice
With pain, swelling or an accident, the assistant makes no diagnosis. It takes the name and callback number and passes the case to your team immediately. Outside opening hours it gives the dental emergency service details you have stored.
Appointments and recalls
Patients book, move or cancel appointments by phone, WhatsApp or website chat. Reminders for appointments, check-ups and hygiene visits go out by text message or WhatsApp to patients who have given their consent.
Reachable when reception isn't
During the lunch break, after hours and at weekends, the assistant answers questions about opening hours, directions and treatments and takes appointment requests.
How the AI receptionist gets started in your practice
A certified partner sets it up in about 14 days.
Define the workflows
Together you decide which calls the assistant handles on its own, which requests count as urgent and who receives them. Your practice sets the rules for urgent cases.
Add knowledge and connect the calendar
The partner adds opening hours, treatments, directions, emergency service details and your answers to common questions. The assistant books appointments in your connected practice calendar.
Test and go live
Before launch your team makes test calls. Afterwards, conversations and handovers stay traceable, and the partner adjusts answers where needed.
Features at a glance
The AI receptionist gives no medical advice. Questions about findings, treatments or medication are answered by your team, as is whether health insurance covers a treatment in an individual case. General information, for example that professional teeth cleaning is a private service at your practice, is passed on exactly as you have stored it. There is no integration with practice management software: the assistant works with your practice calendar, and your team transfers appointments into the practice software where needed.
Data protection and professional secrecy in a dental practice
What patients say on the phone is often health data within the meaning of Art. 9 GDPR, and dentists in Germany are bound by professional secrecy under § 203 of the German Criminal Code (StGB). The AI receptionist therefore processes this data solely on behalf of your practice, under a data processing agreement (DPA).
§ 203 StGB allows external service providers to be involved as far as this is necessary for their work. The practice must then oblige them to confidentiality. Let us know if you need such an undertaking in addition to the DPA, and check the details with your data protection adviser or your dental chamber.
- Data stored on servers in Nuremberg, Germany (EU)
- Language models act as processors and do not store conversation threads
- Connections encrypted via HTTPS
- Multi-factor authentication (MFA) and role-based access control
- No integration with your practice management software, only with the practice calendar
- ISO/IEC 27001 in preparation, not yet certified
Questions dental practices ask
Does the AI receptionist give medical advice?
No. It makes no diagnoses and gives no advice on treatments or medication. With pain, swelling or accidents it takes the contact details and passes the case to your team immediately. Outside opening hours it gives the dental emergency service details, and for life-threatening emergencies the emergency number 112.
Is the assistant connected to our practice software?
No. There is no integration with practice management software or online booking portals. The assistant books appointments in your connected practice calendar and sends call notes by email. Your team transfers them into the practice software where needed.
How is professional secrecy under § 203 StGB taken into account?
Neurobots processes the data only on behalf of your practice under a DPA, on servers in Nuremberg. When you involve external service providers, you have to oblige them to confidentiality; just ask us about it. Whether your processes meet the requirements is best clarified with your data protection adviser or the dental chamber.
Can patients still speak to a person?
Yes. Anyone who wants to speak to the practice team is forwarded or gets a callback. You decide during setup which requests always go to a person.
What does the AI receptionist cost for a dental practice?
Setup costs €1,299 once, then €399 per month on the Basic plan (500 sessions) or €599 on the Pro plan (1,000 sessions), net. A session is a call of up to 5 minutes or a chat of up to 20 messages. Phone numbers and call minutes are billed separately.
How long does setup take?
About 14 days. A certified partner adds your practice's knowledge, connects telephony and the practice calendar, and tests the workflows with your team.
Ready for more efficiency?
Let's check together how Neurobots "Digital Employees" can relieve your service business. <br/><br/>Fill out the form, and we will get back to you within 24 hours for a non-binding initial consultation.
- Free Process Audit
- Individual ROI Calculation
- No Hidden Costs