speakrr.com
An AI receptionist for dental practices that handles patient calls, books and reschedules appointments, and keeps the team informed through a central dashboard.
Overview
A dental reception team handles appointment changes, new enquiries and follow-ups while looking after the patients in front of them. Much of that phone work depends on the same information: who is calling, what they need and which appointments are available.
speakrr.com is our platform for bespoke AI calling systems. For dental practices, we built a managed receptionist that connects voice agents to booking and patient systems, with a dashboard for staff to review calls and take over when needed.
Inside the build
Patient calls and bookings
The receptionist answers inbound calls, handles routine enquiries and books or reschedules appointments through connected scheduling tools. Existing patients can be recognised using their records, giving the conversation a useful starting point.
Outbound follow-up
Outbound agents contact patients about bookings and follow-ups, with SMS to carry the conversation beyond the call. Relevant services can be introduced when they fit the patient’s enquiry.
Practice and location context
The system connects to CRMs and practice management systems, with the information and booking rules configured for each practice. Multi-location awareness helps the agent handle enquiries for the right clinic.
A clear view for the team
A central dashboard brings together call history, transcripts, patient information and analytics. Staff can review what happened and pick up the conversations that need a person.
Implementation details
Voice connected to actions
ElevenLabs voice agents call tools for patient lookup, availability and appointment changes. The voice conversation and booking workflow are connected, so the agent can act on a request rather than simply record a message.
Human escalation
Escalation is part of the call flow. Requests that need staff attention can be passed to the practice, with the conversation available for review. The system handles reception tasks; clinical advice stays with the dental team.
From a call to a confirmed appointment
The workflow starts before the conversation. A caller lookup can supply the agent with a recognised patient’s name and upcoming appointments, so it has useful context when it answers. During the call, it can retrieve services, check availability and offer suitable times. It confirms the patient’s choice before creating or changing the booking in the connected system.
Outbound calls use the same tools. An agent can contact a patient about a routine check-up, work through their availability and complete the booking during the conversation. If they are busy or decline, the call flow respects that response. Relevant service information is available when asked, while questions requiring clinical judgement are passed to the dental team.
Staff can review transcripts and call recordings in the dashboard to understand what was discussed and what needs attention. This joins the conversation, the action taken and the follow-up in one workflow, instead of leaving reception with another list of messages to interpret.