AI Voice Receptionist for Dental Clinics Books Appointments 24/7

Client's Goal: A dental clinic needed to automate their inbound phone calls, reduce missed appointments, and ensure emergencies were handled quickly, all while providing a friendly, human-like experience for callers.

Challenges: The clinic struggled with high call volumes, missed calls after hours, and inconsistent appointment booking. Staff often had to juggle calls and in-person patients, leading to delays and occasional errors—especially during emergencies.

Solution & Approach: I delivered a fully operational voice AI receptionist using Retell and Make.com. The system answers all incoming calls, understands caller needs in real time, triages emergencies, and books appointments directly into the clinic’s calendar. It draws on a comprehensive, uploaded knowledge base to answer questions about services, insurance, and policies. The AI speaks naturally, shows empathy, and can use a custom or selected voice. For emergencies, it instantly transfers calls to the right department. The system integrates with the clinic’s calendar, CRM, and telephony platform, supporting up to 20 simultaneous calls and scaling as needed.

24/7 automated call handling with empathetic, human-like AI voice

Real-time emergency detection and instant call transfer to the appropriate department

Direct appointment booking with live calendar integration (e.g., OpenDental, Cal.com)

Access to an uploaded knowledge base for accurate, clinic-specific answers

CRM integration for personalized responses and call outcome logging

Secure call transcripts, audit trails, and HIPAA-compliant data handling

Results: The clinic now automates up to 95% of routine calls, reduces missed calls to nearly zero, and cuts call handling time by up to 50%. Appointment booking accuracy exceeds 98%, and staff workload for reception tasks is down by as much as 40%. The system operates 24/7, ensuring no call goes unanswered—even after hours.