Learn how a 5-location dental practice used Aiotic
A 5-location dental chain was losing an estimated $15k/month in missed appointments because calls were going to voicemail during busy periods and after hours. Receptionists were overwhelmed, and patients were booking elsewhere.
We deployed an AI voice agent using Vapi.ai integrated directly with their Dentrix practice management software. The agent answers every call, checks real-time availability for each dentist, and books appointments directly into the calendar.
Zero Missed Calls: Every single call is answered on the first ring, 24/7.
Revenue Growth: The clinic booked an additional 40 appointments per month that would have otherwise been lost. With an average patient value of $375, that is $15,000 in new monthly revenue .
Staff Relief: The front desk is quiet. Receptionists can focus on the patients in the waiting room, providing a 5-star in-person experience.
Mapped 40+ call types. Designed booking, rescheduling, FAQ, and emergency escalation flows.
Built & integrated the AI with Dentrix. Configured voice model and tested 200+ call scenarios.
Staff training and parallel testing — AI and human running simultaneously.
Full go-live across all 5 locations. 100% of calls answered from day one.
Tech Stack Used
Q.Does the AI sound robotic?
No. We used the latest Vapi.ai models which include natural pauses, breath sounds, and intonation. Most patients did not realize they were speaking to an AI until the end of the call.
Q.How does it handle scheduling?
The AI is integrated directly with the Dentrix practice management software via API. It can see real-time availability for each dentist and book appointments directly into the calendar.
Q.What happens if the AI doesn't know the answer?
If the AI encounters a complex medical question or an emergency, it is programmed to immediately transfer the call to a human specialist or the on-call doctor.
Q.Is it HIPAA compliant?
Yes. All data processing and storage adhere to strict HIPAA guidelines. We use enterprise-grade encryption for all voice and text data.
Q.Can it handle multiple languages?
Yes. The agent is fluent in English and Spanish, allowing the clinic to serve a broader patient base without hiring bilingual staff for every shift.
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