AI receptionist for dentists that picks up every patient call
Your front desk cannot answer the phone while it checks a patient in, takes a payment or goes to lunch. Asyntai answers those calls on your practice number. It knows your opening hours, your accepted insurance and your treatments, puts urgent callers through to the desk, and sends every callback request to your inbox.
Four things your AI receptionist does when a patient rings
It tells the caller that it is an AI assistant, says your greeting, and then works like a calm front desk that never puts anyone on hold.
Answers the questions patients call about
Opening hours, parking, accepted insurance plans, what a first visit includes, how whitening or Invisalign works at your practice, what to bring to an appointment. The answers come from your own website and documents, not from general knowledge about dentistry.
“Do you see children?” “Is there parking?” “Do you take Cigna?”
Puts callers through to the front desk
When a patient asks for a person, the agent says it is putting them through and transfers the call to your desk or a mobile, during the hours you choose. Your phone shows the patient's own number. If nobody picks up within 20 seconds, the call comes back to the agent.
“Can I talk to someone about my bill?”
Takes appointment and callback requests
Outside your hours, or when the desk is busy, the agent takes the patient's name and the number to call back on. It reads the number back digit by digit and asks the caller to confirm it. The request goes to your escalation email, so the team can book the visit first thing.
“I'd like a cleaning next week, ideally in the morning.”
Keeps a transcript of every call
Each call is saved as a conversation in your dashboard, with the full transcript. You see what new patients ask before they book, which treatments they call about, and which answers your website is missing. Phone numbers and email addresses that callers give can be saved as leads.
“My number is 4 1 5, 5 5 5, 0 1 4 2.”
It answers from what your practice already wrote down
There are no call trees to draw and no phone menu to record. Give Asyntai your website address and it reads every page. Add the documents that never made it onto the website. Then write a few rules in plain English, the way you would brief a new receptionist.
- Your website, read page by pageServices, the team, new patient information, insurance and payment pages, opening hours and directions.
- Documents you uploadA fee list, the insurance plans you accept, financing options, post-treatment care sheets, the cancellation policy. PDF files or pasted text both work.
- Rules in plain EnglishTell it what to say about pain after an extraction, which treatments always need a consultation first, or which number to give for out-of-hours emergencies. It follows the rules on every call.
The phone stops competing with the patient at the desk
A dental front desk does three jobs at once: patients in the chair, patients at the counter and patients on the phone. The phone usually loses. The AI receptionist takes the calls that would ring out, and passes on only the ones that need a person.
- New patients reach someone the first timeA caller who gets voicemail often rings the next practice on the list. The agent answers, explains what a first visit includes, and takes their details for the team.
- Several patients can call at onceYour plan includes a number of calls at the same time. A Monday morning rush does not mean a busy tone for everyone after the first caller.
- Your hours decide what happensDuring opening hours, callers who ask for a person are put through. Outside them, the agent takes a callback request. You set the hours once, in the same place as for your website chat.
Connect your practice number to the AI receptionist
Calls run through your own Twilio account, so you keep the numbers and Twilio bills you for the call minutes directly. Asyntai connects to it with your Account SID and Auth Token and sets up the numbers you pick.
- Create your Asyntai account and add your practice website. The agent reads your pages in a few minutes. Upload any documents you want it to use.
- Open the Voice Agent page. Write your greeting, then make a free test call in your browser and ask the questions your patients ask.
- Connect Twilio on the Phone Calls page. Paste your Account SID and Auth Token, then press Import next to the number that should be answered.
- Add a transfer number for the front desk and set your hours under Escalation. Then call the number yourself and listen.
AI receptionist for dentists: common questions
What practice owners and office managers usually ask before they let an AI pick up the phone.
Will patients know they are talking to an AI?
Yes. At the start of every call the agent says that it is an AI assistant, and then says your greeting. Patients who would rather talk to a person can ask for one at any time, and during your hours the call is put through to the front desk.
How do appointment requests reach my team?
The agent takes the patient's name and the number to call back on, reads the number back digit by digit, and asks the caller to confirm it. The request goes to the escalation email you set, and the full call transcript is in your dashboard, with the treatment and the times the patient asked for.
What does it say when a patient calls with a dental emergency?
It says what your rules tell it to say. A good start is one rule for urgent symptoms, with the emergency number to give and an offer to put the caller through to the desk. The agent does not diagnose. It follows your instructions and passes the caller to your team.
Can I keep the phone number my patients already know?
The agent answers numbers on your own Twilio account. You can keep the main line for the desk and forward calls to the Twilio number when the desk does not pick up or after hours, with the call forwarding that most phone providers offer. Or you can publish the Twilio number as the new practice line.
Where do the answers come from?
From your practice website, the documents you upload, and the rules you write. If your fee list says a new patient exam costs a certain amount, that is the amount the agent gives. If a question is not covered, the agent offers to take a callback request.
How many patients can call at the same time?
The Standard plan includes 200 voice minutes a month and 5 calls at the same time. The Pro plan includes 1,500 voice minutes and 10 calls at the same time. If every line is in use, a new caller hears that the lines are busy and is asked to call again in a few minutes.
What does it cost to run?
Phone calls are part of the Voice Agent, which is included on the Standard plan and higher. Twilio charges you separately for the phone number and the call minutes on your own Twilio account. Each answer the agent gives also counts as one AI reply on your plan, as it does in the website chat.
Can patients also talk to it on our website?
Yes. The same agent can add a voice button to the chat on your website, so a visitor can talk instead of type. It answers from the same practice information and keeps the same transcript in your dashboard.
Why dental practices put an AI receptionist on the phone
In most dental practices the phone is the front door. Patients still call to ask whether you take their insurance, whether you can see them this week, and what a first visit costs. The call usually comes at the worst moment for the person who has to answer it: while they check a patient in, run a card, or explain a treatment plan across the counter.
A missed call at a dental practice is rarely a small thing. An existing patient who wanted to move a hygiene appointment will probably try again later. A new patient who found you a minute ago has a list of other practices in the same search results. If the phone rings out, the easiest next step for them is to call the next name on that list. An AI receptionist exists for that moment: the call is answered, the question gets a real answer, and the patient's details reach your team.
The questions patients ask on the phone are predictable, and most of them are already answered somewhere on your website. Opening hours. Whether there is parking. Which insurance plans you work with and whether you file the claim. What a new patient exam includes. Whether you see children, or nervous patients, or do same-day crowns. Asyntai reads your website and the documents you give it, and answers from them. It does not invent a price or a policy. If the information is not there, it offers to have someone call back.
What the agent does not try to do is replace the people at your desk. When a caller asks for a person, it transfers the call during the hours you set, to the front desk line or to a mobile. When nobody picks up within 20 seconds, the caller is taken back to the agent, which apologizes and takes a callback request. Outside your hours it takes the request directly. Every request goes to your escalation email with the caller's name and a phone number the caller has confirmed digit by digit, which matters when the next step is a call to book a visit.
Clinical questions need care, and the agent follows the rules you write. A short instruction is enough: for severe pain, swelling or bleeding after a treatment, give the emergency number and offer to put the caller through. For implants, crowns and orthodontics, do not quote a price; offer a consultation. You write these rules once, in plain English, and the agent follows them on every call and in the website chat.
Setup runs through Twilio, a widely used cloud phone platform. You keep the Twilio account and the numbers, and Twilio bills the call minutes to you directly. In Asyntai you paste your Account SID and Auth Token, import the number you want answered, set a transfer number and your hours, and make a test call. You can keep your existing main line for the desk and forward unanswered or after-hours calls to the AI number, so patients dial the same number they always have.
The transcripts turn out to be useful in their own right. After a few weeks you can read what new patients ask before they book, which treatments they call about most, and where your website leaves them unsure. If ten callers a week ask whether you take a particular insurance plan, that answer belongs on your homepage. If people keep asking about payment plans, the financing page is probably hard to find.
Starting is simple. Create an Asyntai account, add your practice website, write a greeting, and make a test call in your browser. Ask the agent what your patients ask your front desk every day. When the answers sound like your practice, connect your number, and the phone is answered from then on, including the calls that come in while your team is busy with the patients in front of them.
Let the AI receptionist pick up the calls your desk cannot
Add your practice website, write a greeting and make a test call. Connect your number when the answers sound like your practice.