The front desk is short-staffed. The phone does not know that.
AI answering, reminders, waitlist backfill, recall and intake for dental, medical and therapy practices across metro Detroit and Michigan. Built into the practice software you already run, and run by us, so nobody at the desk has to.
In short
A front desk that never lets a call ring out, a schedule that fills its own gaps and intake that lands in the chart, built for Michigan practices and run for them.
- Answers every call, text and web enquiry, and books into the schedule you already run
- Reminders, waitlist backfill and recall that stop the moment a patient replies
- A Business Associate Agreement signed before anything touches patient information
- Custom-built for your practice and run by us; nobody at the desk drives it
What we build
Every call answered. Even the ones after five.
We build a front desk that answers every call, text and web form in the practice’s name, at any hour, works out who is calling and what they need, and books them into the schedule you already run. It says plainly that it is an assistant, and it hands to a person the moment a caller asks for one.
The part that matters is the middle. What counts as urgent, who gets paged and what a new patient is told about insurance are your rules, written down once. The desk follows them. We never decide what is clinical, and we never guess.
What it handles
- New patient enquiries, with insurance questions answered from a list you maintain
- Reschedules and cancellations, with the gap offered to the waitlist
- After-hours calls sorted by your own rules; the on-call paged only when they say so
- Directions, hours, parking and pre-visit instructions, in your words
- A text back to every missed call inside a minute
- A note for the desk after every conversation, waiting in the morning queue
Illustrative. The rule in step three is written by the practice. We build the desk that follows it; we never decide what is urgent.
Why it is not another hire
You cannot hire your way out of this. The numbers say so.
Two in five dentists cannot find the hygienists they need, and the ones recruiting call it very or extremely challenging. The chair is not the constraint any more. The hours of the people around it are. A front desk person who spends the morning on hold with an insurer and the afternoon calling overdue patients is doing two jobs a system can do and one only a person can.
So we do not sell a seat on a platform for your staff to learn. We build the desk, the reminders and the recall into the software you already run, and we run them. The measure is simple: calls that rang out last month, slots that sat empty, forms retyped into the chart. Each one should go to zero, and you should be able to see that it did.
What running it means
- Monitored: every conversation and every sync reports in, and silence is an alert
- Repaired: when your practice software changes its API, we fix it before the desk notices
- Reported: a short monthly note on calls answered, slots refilled and patients recalled
- Owned by you: your accounts, your numbers, your patients' data, your documentation
- 40%
- of dentists do not have an adequate number of hygienists on staff
- 91%
- of those recruiting a hygienist call it very or extremely challenging
- 23%
- average outpatient no-show rate across 105 studies
Staffing: ADA Health Policy Institute, dental hygienist shortage, first quarter 2026. No-shows: Dantas, Fleck, Cyrino Oliveira and Hamacher, Health Policy, 2018.
Reminders, then the part nobody sells
A cancellation should fill itself.
When a patient cancels, the waitlist is texted in the order you set, the first yes takes the slot, and the schedule closes back up. The desk sees a full afternoon in the morning queue, not a gap to work. The average outpatient no-show rate across 105 studies is 23%. The reminders bring that down. The backfill is what recovers the hour when they do not.
Recall works the same way, in the other direction. Patients overdue for hygiene or a follow-up hear from the practice, are offered openings you actually have, and stop hearing from it the moment they answer. It is the difference between recall and spam, and it is the part most systems get wrong.
Illustrative. Who is on the waitlist, and who is texted first, is set by the practice.
Pre-built, then fitted
Six things it does once it is in
After-hours and overflow answering
Every call answered on the second ring, day or night, in your name. Existing patients are recognised, new ones are qualified, and both are booked straight into the schedule. When the desk is busy, the overflow lands here instead of in voicemail.
Reminders that fill the gap
Confirmations by text, at the intervals you choose. When someone cancels, the waitlist is texted and the slot is refilled before the desk has looked up. The reminders every practice already sends, plus the part that gets the hour back.
Recall that stops when they reply
Overdue hygiene, annual exams, the follow-up that never got booked. A sequence that goes out under the practice's name, offers real openings, and stops the moment the patient answers, so it never reads as spam.
Intake before the visit
Forms sent by text the day before and completed on a phone, with the answers landing in the fields of your chart rather than on a clipboard to be retyped. Insurance cards photographed and filed with them.
Reviews, routed
After the visit, one question. A happy answer goes to your Google review link. An unhappy one comes to the practice manager first, while it is still fixable. Nobody is steered away from leaving a public review.
An assistant that knows your practice
A private assistant trained on your own policies, insurance list, pre-op instructions and cancellation terms, answering staff and patients only from those documents and citing the page. It never answers a clinical question.
Michigan
Fitted work
The no-fault packet
Michigan auto no-fault claims pay a therapy or chiropractic clinic off a fee schedule under MCL 500.3157, and every claim carries its own paperwork. We build the packet per claim: what has been sent, what the adjuster asked for, what is still missing, as status. Operational documentation, not a legal determination, and never a coding decision.
The insurance question
The first thing a new patient asks a metro Detroit practice is whether you take their plan. The desk answers from a list the office maintains, in the office's words, and books the visit if the answer is yes. It never quotes a fee and never guesses at coverage.
The winter gap
January in Michigan is a month of same-day cancellations. A waitlist that is texted the moment a slot opens, in the order you set, turns a snow day into a full afternoon instead of an empty one.
The hygiene chair
When hygienist hours are the scarcest thing in the building, an empty hygiene slot is the most expensive gap on the schedule. Recall aimed at the openings you actually have, rather than a blast to everyone who is overdue.
Arabic and Spanish on the line
In Dearborn, Hamtramck and much of metro Detroit, a caller's first language is often Arabic, Bengali or Spanish. A desk that answers in it books the patient a voicemail turns away. Same rules, same schedule, more languages.
None of these is a product with a price on a page. They are what we noticed while looking at how practices here actually run their day. Tell us what your front desk’s week looks like and we will tell you which part is worth building.
The alternatives
What else you could put in this slot
An answering service
- Who books the appointment
- Nobody. A message is taken, and the desk calls back in the morning
- What happens after hours
- Messages, and a page to the on-call for everything
- Who keeps it running
- Them, as a call centre. It never learns your schedule
A patient-communication platform
- Who books the appointment
- The patient, if they find the link. Reminders go out; the gaps stay open
- What happens after hours
- A recorded message and a form
- Who keeps it running
- Whoever at the desk was trained on it, until they leave
Another front desk hire
- Who books the appointment
- They do, during their shift, when they are not on hold with an insurer
- What happens after hours
- Voicemail
- Who keeps it running
- Them, until the next opening you cannot fill
Analytica
- Who books the appointment
- The desk books it, into your schedule, on the call
- What happens after hours
- Answered, sorted by your rules, booked or paged
- Who keeps it running
- We are alerted, and we fix it. That is what the arrangement is for
The platform is the honest competitor. It works if your front desk has the hours to drive it, and the reason you are reading this is that they do not. The other honest answer is a hire, and the comparison to make is a salary against a system that does the phone and the recall part of that job and never calls in sick.
Scope
What we do not build
Clinical advice or triage
The desk sorts calls by rules you write and hands anything outside them to a person. It never tells a patient what is wrong with them or what to do about it.
Diagnosis, treatment plans or prescriptions
Nothing we build reads an image, suggests a treatment or touches a prescription. Those are a clinician's, and software that assists a clinician is a different product with a different regulator.
Billing and coding decisions
We assemble and track what a claim needs. We never choose a code, adjust a claim or move money. That stays with your billing team or your billing service.
A HIPAA certificate
There is no such thing as HIPAA-certified software, whatever a vendor's badge says. We sign a Business Associate Agreement, build to the Security Rule's requirements and document it. Your compliance officer decides; we give them what they need to.
Training on your patients
Patient information is used to run your desk and for nothing else. It is never used to train a model, and it never leaves the accounts you own.
A system pretending to be a person
The desk says it is an assistant when asked and wherever it matters. Presenting it as a person is poor practice, damages trust when it is discovered, and is increasingly unlawful.
Questions
Asked and answered
Is it HIPAA compliant?
The honest answer is that no product is HIPAA compliant on its own; a practice is, or is not, in how it handles patient information. What we do: sign a Business Associate Agreement before any patient information is handled, encrypt it in transit and at rest, keep every conversation and every sync in an audit log, and give your compliance officer the documentation to make the determination. We never call anything certified, because nothing is.
Does it work with our practice management software?
It is built into the system you already run, through that system's own integration, so appointments, intake and notes land where your staff already look. We do not name vendors until we have connected one for a client. On the call, tell us what you run and we will tell you exactly how it connects and what it cannot do.
Will patients know they are talking to an AI?
Yes, wherever they ask and wherever it matters. The desk introduces itself as an assistant, and a patient who wants a person gets one. Anything that hides the fact damages the trust it was meant to protect.
What happens when someone calls with an emergency?
Your rules decide, not ours. Before anything goes live, the practice writes down what counts as urgent, who is paged and what the caller is told. The desk follows that, and anything it cannot classify goes to a person. It never gives clinical advice.
Do you replace our front desk?
No. The desk we build takes the calls that ring out, the after-hours ones, the reminders and the recall. Your staff keep the conversations that need a person, and get the hours back to have them.
Who owns the automations and the data?
You do. Everything runs in accounts you own, on software you pay for, with your patients' information in your own systems. If we stop working together, you keep all of it, with the documentation.
Can it answer in Arabic or Spanish?
Yes. The desk speaks the languages your patients call in, with the same rules and the same schedule behind it. Tell us which ones matter for your practice and they are part of the build.
Start with an audit of your front desk
A paid, fixed-scope look at last month's call log, the slots that sat empty, the patients overdue for recall and every form retyped into the chart. It ends in a written roadmap of what is worth building first and what you should not pay anybody for. The fee is quoted on the call.
Book the audit