Overview 

A busy dental practice faced challenges in managing high call volumes, responding to afterhours inquiries, and addressing complex patient questions efficiently. By implementing a custom dental
AI receptionist developed through AI consulting services with Calon AI Solutions, the practice
improved customer satisfaction by 40%, reduced administrative costs, and provided smoother
transitions for complex inquiries requiring human input. This AI-driven transformation
demonstrates the power of AI technology for businesses in healthcare.

Client Background

This dental practice serves hundreds of patients weekly, handling everything from appointment
scheduling to complex treatment inquiries. The administrative team was often overwhelmed by
routine questions and follow-up calls, especially after hours. They needed an efficient, costeffective solution to enhance patient engagement without adding extra administrative burdens.
Challenges
1. High Volume of Routine Inquiries: Patients frequently called with standard questions
about office hours, appointment availability, and treatment options. Answering these repetitive
questions consumed a significant portion of staff time.
2. Limited After-Hours Support: Patients often required assistance outside regular office
hours, but the practice couldn’t justify staffing the phones around the clock, leading to missed
inquiries and delayed responses.
3. Complex Inquiries: Some patient inquiries were complex, requiring human expertise for
detailed responses. Managing these efficiently during busy periods was challenging, as staff
availability was limited.
4. Rising Administrative Costs: Handling high volumes of calls with a human team was
becoming costly, especially given the demand for after-hours availability.
Solution
Calon AI Solutions provided a tailored dental AI receptionist using advanced AI consulting methods.
This custom solution addressed the dental practice’s needs with key features:
• 24/7 Availability for Patient Access: The dental AI receptionist provided round-the-clock
support, allowing patients to book appointments, reschedule, or receive answers to frequently
asked questions, even outside normal business hours.
• Seamless Escalation of Complex Queries: For complex questions, the dental AI receptionist
generated a support ticket, notifying human staff to follow up. This ensured patients with more
detailed inquiries received a personalised response from the team, maintaining a smooth
transition from AI to human support.
• Natural Language Processing (NLP): Equipped with NLP, the dental AI receptionist could
interpret and respond to a wide range of patient questions in a conversational manner, making
interactions feel natural and engaging.
• Reduced Administrative Workload: By managing routine inquiries, the dental AI receptionist
allowed staff to focus on in-office tasks, thus cutting down on the time spent answering
repetitive questions.
Implementation Process
The Calon AI Solutions team implemented the dental AI receptionist with the following steps:
1. Customisation to Fit the Practice’s Needs: Calon worked closely with the dental
practice to customise the dental AI receptionist, aligning it with the practice’s unique workflows and
preferred communication style.
2. System Integration: The AI receptionist was integrated with the practice’s existing
scheduling system, allowing it to book and manage appointments in real time without manual
intervention.
3. Training and Testing: The AI was trained with dental-specific terminology and
commonly asked questions, ensuring it could handle inquiries accurately and escalate when
needed.
4. Continuous Optimisation: After implementation, Calon monitored the AI’s performance,
adjusting responses and functionality to optimise the solution based on patient feedback and
engagement patterns.
Results
Since implementing the dental AI receptionist, the dental practice has experienced significant
improvements:
1. 40% Increase in Customer Satisfaction: Patients appreciated the 24/7 support, prompt
responses, and seamless handling of complex inquiries. The dental AI receptionist’s ability to provide
instant answers and book appointments after hours led to a notable boost in satisfaction.
2. Reduction in Administrative Costs: Automating routine inquiries with the dental AI receptionist
allowed the practice to save on staffing costs without sacrificing service quality, demonstrating
the cost-effectiveness of AI technology for businesses in the healthcare sector.
3. Efficient Handling of Complex Inquiries: The dental  AI receptionist generated support tickets
for complex questions, ensuring human staff followed up promptly. This smooth transition from
AI to human support provided a professional, responsive experience for patients.
4. Improved Workflow for Staff: With the AI handling routine inquiries, administrative staff
could focus on in-office patient care and other high-value tasks, improving workflow efficiency
and reducing burnout.

Client Testimonial
“Our AI receptionist has been invaluable. Patients now get support 24/7, and our team is free to
focus on patient care. We’ve reduced costs and boosted patient satisfaction significantly. Calon
AI Solutions provided a seamless implementation, and the results speak for themselves.” –
[Practice Manager]

Key Takeaways

• 40% Increase in Patient Satisfaction: The AI receptionist’s 24/7 support and ability to
handle routine questions and appointments led to a substantial improvement in patient
experience.
• Cost Savings on Administration: By automating common inquiries and appointment
management, the dental practice reduced administrative costs, making this an affordable and
efficient solution for their needs.
• Streamlined Handling of Complex Inquiries: The AI receptionist created a smooth,
efficient process for managing complex patient inquiries by flagging them for human follow-up.
• Enhanced Staff Efficiency: By freeing up administrative staff from repetitive tasks, the
AI receptionist improved workflow efficiency, allowing the team to focus on in-person patient
care.

Conclusion

This case study highlights the transformative power of a custom AI receptionist developed
through Calon AI Solutions’ AI consulting services. By enhancing patient satisfaction, reducing
administrative costs, and streamlining workflows, the AI receptionist helped this dental practice
achieve significant improvements in both efficiency and patient care.
Let’s get started with Calon AI Solutions. Contact us today to explore how a custom AI
receptionist can enhance your patient experience, streamline operations, and deliver real results
for your practice.