It's the first Monday after a long weekend and your orthodontic phones haven't stopped since you unlocked the door. Two coordinators are already on calls, a parent at the desk is rebooking a banding appointment, and three more lines are lighting up at once — including a referral from a general dentist who wants to schedule an exam this week. There's no one left to answer, so the referral hits voicemail. By the time you dig out the message, the family has called the next office on the dentist's list. Your OrthoTrac schedule had room; the bottleneck was the front desk, not the chair.
DentalReception AI answers that overflow call in under two rings, captures the referral and the reason for the visit, and books the exam — while your team keeps working the patients already in front of them. It works alongside your existing OrthoTrac workflow so a Monday spike stops costing you starts.
Books live, 24/7, applied to your OrthoTrac workflow
DentalReception AI is an AI receptionist built for dental and orthodontic practices. It answers every call instantly, any hour of any day, and completes the booking, reschedule, cancellation, or emergency routing on the call rather than leaving a message in a queue.
For practices running OrthoTrac, DentalReception AI connects via API to work alongside your system, capturing new-patient consults, exam requests, and reschedules as structured records and routing them straight to your front desk in the format they already use. The agent gathers the caller's name, referral source, treatment interest, and insurance carrier, so your coordinators get a complete record instead of a half-legible message. (TODO: confirm integration depth — real-time two-way write-back directly into the OrthoTrac appointment schedule is on the roadmap and not yet independently confirmed.) What is confirmed today is DentalReception AI's own behavior: every call is answered, every lead is captured in full, and nothing is lost to a busy signal or a Monday spike.
For an ortho practice, that's the difference between a referral that becomes a treatment plan and one that quietly disappears. New starts are the top of your entire revenue funnel, and they almost always begin with a phone call you can't afford to miss.
What OrthoTrac users get
- Overflow and spike coverage — every call during a Monday rush or a referral wave gets answered in under two rings instead of rolling to voicemail. See handle Monday morning call volume.
- Complete consult capture — name, referring dentist, treatment interest, and insurance details collected on the call and delivered to your team.
- After-hours answering — parents who can only call in the evening reach a live-sounding agent that books or schedules a callback. See after-hours answering.
- Reschedules and cancellations — adjustment and banding changes are captured cleanly, and freed slots get offered to the next caller.
- Bilingual coverage — English and Spanish callers are both handled, so language is never the reason a start gets away. See multilingual answering.
How DentalReception AI connects to OrthoTrac
Setup is a forwarding change plus a one-time configuration of your providers, appointment types, and consult workflow — no new hardware, no rip-and-replace. You forward your main or after-hours line to DentalReception AI, we tune the agent to how your practice books, and it begins answering and capturing appointments to route into your OrthoTrac workflow. Your phones, doctors, and scheduling rules stay exactly as they are. See implementation.
You control how much the AI handles. Many ortho practices start by forwarding only after-hours and overflow calls — exactly the moments their front desk can't cover — then expand as they see the bookings come in clean. You can change the routing whenever you like.
Before and after DentalReception AI
| Before DentalReception AI | With DentalReception AI + OrthoTrac | |
|---|---|---|
| Missed & overflow calls | Roughly 1 in 3 go unanswered (industry average) | Answered in under two rings, 24/7 |
| When a referral is captured | Later, after a voicemail callback | During the call |
| New-patient details | A rushed message | Structured record routed to your team |
| Monday spike | Lost calls and a callback backlog | Every call answered, leads captured |
| Spanish-speaking callers | Often lost | Handled in their language |
Every call is handled under a HIPAA-compliant setup with a signed BAA available — see security.
Frequently asked questions
Does DentalReception AI write appointments directly into OrthoTrac?
DentalReception AI connects via API to work alongside OrthoTrac and captures each booking, reschedule, and cancellation as a structured record that's routed to your front desk. Real-time two-way write-back directly into the OrthoTrac appointment schedule is on our roadmap and not yet independently confirmed (TODO: confirm integration depth). What's confirmed today is the agent's own behavior: it answers every call, captures complete consult and insurance details, and delivers them in a format your coordinators can enter quickly — so no referral is lost to a missed call, even before deeper write-back ships.
Is it a good fit for an orthodontic practice?
Yes. DentalReception AI is tuned for the calls that drive an ortho funnel — new-patient consults, referral exams, Invisalign questions, and adjustment reschedules — and it captures referral source and treatment interest, the data your front desk needs to convert a start. See the orthodontics solution and book more new patients for how it fits.
What about the Monday and post-holiday spikes?
Those are exactly the moments it helps most. DentalReception AI answers an unlimited number of simultaneous calls, so a spike that would overwhelm two or three coordinators gets handled instantly. Every overflow caller reaches the agent in under two rings, and the consult details are captured and waiting — so the spike doesn't turn into a callback backlog or lost referrals.
How quickly can we go live?
Quickly — there's no new hardware. Setup is a phone-forwarding change plus a one-time configuration of your providers, appointment types, and scheduling rules. You decide whether the AI takes all calls or only after-hours and overflow. See implementation, or book a demo to watch a referral call get captured live.
How does the cost compare to hiring?
DentalReception AI is a flat monthly subscription per location — well under the roughly $2,500–$3,500/mo loaded cost of a part-time front-desk hire (industry average), and without the per-minute billing of an answering service that can only take a message. Because a single ortho start is worth thousands, recovering even a couple of missed consults a month covers the subscription many times over. See pricing.