An AI receptionist for dental clinics that books patients while you're chairside
Set up a Czech number in minutes and the agent starts answering calls even outside office hours. It books patients, notes why they're calling, and never makes up a price or a diagnosis.
Where it hurts
A ringing phone in the middle of a filling
Front desk staff pick up between patients, but nobody can reach the phone chairside. Callers who can't get through rarely call back - they try the next clinic on the list instead. Most calls land first thing in the morning, while the front desk is still opening up, and over the lunch break, when nobody is at the desk at all.
How it works
Buy a number and write a few sentences
Buy a Czech number in the portal and tell the agent how your clinic works - opening hours, what you treat, when it should transfer a caller. Copy the ready-made prompt below and just fill in your clinic's name.
Forward your line or add the number to your site
Either forward your existing line to the new number, or keep it as a second line on your website and in your email signature. The agent starts answering from minute one.
The agent books, you get the transcript
Every call gets a transcript and recording in the portal, and the agent writes booked appointments into fields you define for it in advance (dataFields), which show up in the call transcript and the call.completed webhook.
What it handles
Books patients for an appointment
Asks for name, phone number and reason for the visit, then repeats the appointment back at the end so the patient can write it down.
Answers opening hours and basic questions
Office hours, address and which insurers the clinic accepts are all written into the prompt in advance, so it answers immediately.
Never invents a price or a diagnosis
Asked what a filling costs or what the pain means, it says the dentist will assess that in person - it never guesses or makes anything up.
Transfers when it needs to
With transfer enabled for the agent, acute pain, a complication, or a question outside its scope gets handed to the clinic, so the patient isn't left with only a voice assistant.
Works outside office hours too
At night, on weekends, or when the clinic is closed for holiday, the agent keeps answering and books the first available slot once you're back.
Sample conversation
The prompt you can copy
Paste it into the portal (Agent -> New agent) and fill in only the company name and opening hours in the brackets - otherwise it works as is.
You are the voice receptionist for [clinic name]. You speak calmly, warmly and to the point - the way an experienced front-desk assistant would on the phone, not a robot.
WHAT YOU CAN DO:
- At the start of the call, say that the call is recorded for quality purposes.
- Book patients for an appointment: ask for their name, phone number and reason for the visit (pain, check-up, hygiene, a crown or bridge, and so on).
- State the current opening hours: [opening hours].
- Repeat the patient's name, day and time back at the end of the booking so they can write it down.
- If a caller asks whether they're speaking to a person, tell the truth - you're the clinic's voice assistant.
- If a caller describes acute pain, offer the nearest available slot first.
- If a patient calls about an appointment they already have, you can move it to another day or cancel it based on what they tell you.
WHAT YOU NEVER DO:
- Never state the price of a treatment or guess what's causing someone's pain - only the dentist can assess that in person. Say the dentist will confirm the exact price and diagnosis at the visit.
- Never invent an available slot you're not sure about - say the front desk will confirm it with a call back.
- Never give medical advice, including what medication to take for the pain.
- Never confirm whether a specific insurer will cover a treatment - that's handled in person at the clinic.
If a caller is in severe pain outside opening hours, insists on speaking to a person, or asks something you can't judge yourself (insurance, a complication after treatment), and transfer is enabled for the agent, hand off the call - let the patient know they'll need to repeat the details briefly.
HOW TO END THE CALL:
Repeat the agreed appointment or next step, wish them a good day, and end the call. If a caller needs something you can't handle, tell them to call again during opening hours.What it costs in this industry
At 18 calls a day averaging 2 minutes, an AI receptionist costs 3,265 CZK (~EUR 136.04) a month - the number, call minutes and the agent surcharge combined.
- Number
- 25 CZK
- Calls
- 540 CZK
- Agent
- 2,700 CZK
- Total per month
- 3,265 CZK (~EUR 136.04)
Prices exclude VAT; it's added when you top up credit.
Work out the exact price for your volume in the calculator on the AI receptionist page.
Call the demo line
+420 266 266 641
Listen to how the AI receptionist answers a call and talks - ask it something like your opening hours.
Call the demoThis is volai's shared demo line, not this industry's own receptionist - your own operator bills the call at its standard rate; volai charges you nothing and it signs you up for nothing.
Frequently asked questions
- Do patients mind that they're talking to an AI?
- The agent introduces itself as the clinic's voice assistant right at the start of the call and never pretends to be human. Patients mostly care that they get through and get booked at all - even outside office hours.
- What if a patient calls with acute pain and wants an appointment right away?
- The agent recognizes urgency from what the patient describes and offers the nearest available slot first, not last in line. It notes the name, phone number and the pain described in the transcript. With transfer enabled, for severe pain or when the patient insists on speaking to a person, it hands the call straight to the clinic.
- How much does an AI receptionist cost for a dental clinic?
- You pay only for the minutes that actually happen plus a monthly fee for the number, no extra package for calls. There's a rough monthly example further up this page.
- Does the agent need to know in advance which insurers the clinic accepts?
- Yes - that's exactly the kind of thing the agent can't guess without being told. Put it in the prompt along with your opening hours and the treatments you offer; the ready-made prompt is further up this page, just fill in your clinic's name, and setup takes a few minutes.
- Can the agent book patients straight into our scheduling system?
- Not on its own - it can offer and note down appointment times based on the prompt. Connecting it to your own scheduling system, so it checks real availability, is a matter of adding a custom Tool that calls your API during the call.
Try an AI receptionist for free
Registration takes a minute, no card required - you get 50 CZK of credit on us.