AI phone receptionist for dental practicesWhen your hands are busy with a patient, someone else answers the phone
WarmCall is an AI receptionist for dental practices. It answers the calls you miss, asks the questions you set, checks your Google Calendar and books the appointment. Anything it can't resolve comes back to you as a callback request.
Why calls go unanswered at a dental practice
At a dental practice, the dentist and the assistant are busy with the patient in the chair. The person at the front desk is busy too, with the patient standing in front of them: payment, the next appointment, forms. The phone keeps ringing.
A caller who wants to book doesn't always leave a message. Sometimes they just call the next practice on the list. WarmCall is made for exactly these calls: the ones nobody can answer at that moment.
What the receptionist does on a call
Answers in your practice's name.
It names the practice, says the call may be recorded, and asks who is calling.
Understands why they called.
A new patient, a cleaning, a routine checkup, a toothache or a question about the practice.
Asks your questions.
You decide what it asks before it books an appointment.
Checks the calendar and books.
It checks availability in your connected Google Calendar, offers two times, and books the one the caller picks.
Passes on what it doesn't know.
A question it has no answer for becomes a callback request for your team.
Which calls it suits
Booking a new patient.
Name, reason for the visit, and an open time in the calendar.
Cleanings and routine checkups.
Short calls with clear rules.
Common questions.
Address, parking, payment options, what to bring to the first visit.
Toothaches.
It books by your rules, and in a serious case it points the caller to the right place (see below).
Calls that need a dentist's judgment, like a question about a treatment or a treatment plan, go back to your team.
Toothaches and urgent cases
The receptionist recognizes an urgent situation: severe pain, bleeding that won't stop, or facial swelling. Then it tells the caller that if it feels like an emergency, they should hang up and call 911 or go to the nearest emergency room.
It gives no medical advice, makes no diagnosis and recommends no medication. That is the dentist's job.
What goes in the calendar
The calendar event records only the type of visit, for example "Cleaning". Symptoms and personal details are not written in the event title. A practice calendar is seen by the team, on shared devices and in sync, so it should hold only what scheduling needs.
It answers only from what you wrote
In the WarmCall portal you fill in your practice's details. The receptionist uses only those, and doesn't make up answers. These are the fields you can fill in:
- Address and directions
- 120 Main Street, Suite 200. Next to the pharmacy.
- Parking and public transit
- Free parking behind the building.
- Treatments and services
- Cleanings, fillings, root canals, implants, whitening, clear aligners
- Prices it may mention
- If the field is empty, it doesn't talk about prices at all.
- Payment options
- Credit card, cash, payment plans
- Cancellations and changes
- Up to 24 hours before the appointment
- First visit
- What to bring and what to expect
- Accessibility, children and anxious patients
- What the practice offers
- Team
- The dentists' names and what each one does
It doesn't answer anything that isn't written here. It offers a callback from someone on your team.
What it doesn't do
- It doesn't replace your team. It answers when nobody is free.
- It gives no medical advice and doesn't handle emergencies.
- It doesn't commit to prices you didn't write.
Questions and answers
Does it sound natural?
It speaks English and Spanish, and you can hear it on a demo call to a US number before you decide.
Which calendar can I connect?
Google Calendar. It checks availability there and creates an event for each booked appointment.
Can we keep the practice's phone number?
Yes. Your number doesn't change. Calls you miss are forwarded to the receptionist. We set up the forwarding together on the fit call.
What happens when it doesn't know the answer?
It tells the caller so and takes a callback request. Your team sees the request and calls the patient back.
Does it talk about prices?
Only if you wrote prices in the "Prices it may mention" field. If the field is empty, it names no price.
What about privacy?
The service keeps call data, including recordings and transcripts, as described in our Privacy Policy. Before using it at your practice, check how it works against the privacy rules that apply to you.
Rather than read about it, hear it.
Call our demo line to hear how the receptionist answers, asks questions, and offers an appointment.
This is a demonstration call, not a real clinic. Please don't share real medical or personal details.
How to get started
Call the demo and hear how the receptionist answers, asks and offers a time.
Book a short fit call. We talk about how you book appointments today.
Fill in your practice's details and connect Google Calendar. Then the receptionist is ready to answer.
Illustrative photos, not WarmCall customers. Source: Wikimedia Commons. Dentist, Daniel Frank fr3nks, CC0 · Concerned Phone Call, Ehimetalor Unuabona becomeincognito, CC0 · Calendar Year, Brooke Lark brookelark, CC0
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