Missed calls and out-of-hours bookings
When a call goes unanswered, the patient gets a text with a booking link or a callback time. Out of hours, an assistant answers common questions and takes a booking request for reception to confirm.
AI automation · Dental practices
AI automation for dental practices.
At a busy practice, reception answers the phone, checks patients in and takes payments, often all at once. Calls get missed. Recalls slip. Treatment plans go out and nobody follows them up.
We set up automations that work next to your practice management software. Patients get a quick reply and your front desk gets some time back. Anything clinical stays with your clinicians.
01
Where the time goes.
Practices usually ask us about these first.
Recalls and reminders
Patients due a check-up or hygiene visit are reminded by text or email and can book from the message. Appointment reminders go out the day before, with an easy way to cancel so you can offer the slot to someone else.
Treatment plan follow-ups
After a consultation, patients who have not booked get a friendly follow-up with their plan and a way to ask questions. Your treatment coordinator can see who has replied.
New patient forms
New patients fill in their details and medical history online before they arrive. The answers go into your system, so nobody retypes a paper form at the desk.
Reviews
A few days after a visit, patients get a short message with a link to leave a review. If someone replies with a concern, it goes to the practice manager.
If your problem isn't listed, ask us anyway. Tell us about it.
02
How a pilot works.
Every project starts with a small pilot on one job. We only roll out what works.
- 01
Discover
A free 30-minute call about where your team's time goes. If there is enough to work on, we suggest the audit.
- 02
Design
We choose one job for a small pilot and write down how we will judge it, for example hours saved each week. You get the price before we build anything.
- 03
Build
The pilot runs on your own work for about two weeks, with a person checking what it does. If the pilot doesn't earn its keep, we'll tell you and you stop there.
- 04
Operate
If it works, we quote a fixed price to roll it out. After that we can look after it on a Care Plan.
03
Packages and prices.
The front desk is the usual fit for missed calls and out-of-hours bookings. Recalls and forms tend to be a sprint. Prices exclude VAT where it applies. Tool subscriptions are billed to you at cost.
Automation Audit
From £495 one-off, credited against any sprint
Find out what is worth automating first, and what it would save, before you spend money on a build.
- 90-minute workshop with you and your team
- Written map of your top 5 automations
- Time saved and cost estimate for each
- Delivered within 5 working days
Automation Sprint
From £2,500 fixed price, about 2 weeks
One workflow built and live in about two weeks. For example, a new enquiry gets an AI reply, goes into your CRM and gets a booking link.
- Built in n8n, Make or Zapier, with AI where it helps
- An alert to you if anything stops working
- Documentation and a recorded handover
- 30 days' support after go-live
AI Front Desk
From £3,500 setup + £300/mo
An AI assistant on your website chat, WhatsApp or email. It answers common questions at any hour and books people into your diary.
- Set up with your FAQs, services and policies
- Books meetings into your calendar
- Passes the conversation to a person when it should
- Monthly fee covers hosting, monitoring and adjustments
Care Plan
From £400 per month
We keep your automations running and make one small improvement each month.
- We watch your live workflows
- We fix things when a connected tool changes
- One small improvement a month
- Cancel any time
04
Patient data.
Dental records are health data, which UK GDPR treats as special category data. We handle it carefully and use the least each workflow needs.
We agree in writing where data is stored and which AI services can see it, and we sign a data processing agreement with you. A person approves the wording of every patient message before it goes live, and nothing we build gives clinical advice.
05
Questions from dental practices.
Does this work with our practice management software?
It depends on the system and the access it offers. Some have an API. Others send reports or emails we can work with. We check during the audit, before you pay for a build.
Will an assistant give patients clinical advice?
No. We set it up for practical questions such as opening times, fees and how to book. Anything clinical is passed to the practice.
Does it work for NHS and private patients?
Yes. The admin is much the same. Messages and booking rules can differ for each group, and you approve the wording.
How is patient data protected?
We agree where data is stored and which services can see it, sign a data processing agreement, and connect only what each job needs. You can see exactly what is connected at any time.
Talk to us about your practice.
Book a free 30-minute AI review, or send us a few lines about the job that takes too long. You can also email projects@codegarden.site.