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    Dental Front Office Agent

    One AI agent that runs the front desk, from the first call to the 6 PM report.

    Start with missed calls

    What Dental Front Office Agent does

    Overview

    An AI agent that takes over the work that slips at a busy dental front desk. It texts back every missed caller and books them, fills cancelled chairs from a waitlist, brings back patients overdue for a check-up, lists unpaid insurance claims for the billing team, and sends the dentist one report at the end of the day. Pain, emergencies, and anything clinical always go to a person.

    • No missed call goes without a reply, even after hours
    • Fewer empty chairs, because cancellations are offered to the waitlist straight away
    • Overdue patients rebooked without the front desk making a hundred calls
    • Unpaid claims surfaced every day instead of months later
    • One end-of-day message that shows exactly how the day went
    At a glanceIn production
    Suite
    Data & AI
    Built for
    Dental clinics and group practices
    Delivered as
    AI agent on n8n, Zapier, or Make, connected to your phone and calendar, set up and supported by Charviam
    Connects with
    Your phone line (Twilio or your provider), Your practice software or Google Calendar, Google Sheets, Claude, Google Business Profile, Instagram and Facebook messages
    Talk to our team

    Dental Front Office Agent, step by step

    How it works
    1. 01

      Set up the clinic sheet

      Services, prices, hours, booking rules, and the waitlist. This is where the agent gets every answer.

    2. 02

      Go live on missed calls

      The first week covers missed calls only, tested against real patient questions before launch.

    3. 03

      Add reminders and the waitlist

      Confirmations go out 48 and 2 hours ahead, and cancellations refill automatically.

    4. 04

      Turn on recall, claims, and the report

      Once the dentist sees results in the daily report, the remaining jobs switch on one by one.

    One agent, five jobs

    Platform
    Job 1

    Answers every call

    Runs on every missed call, text, or message.

    • Texts missed callers back within a minute
    • Answers from your real services, prices, and hours only
    • Offers open slots and books the visit
    • Sends pain and emergencies to your emergency line and a person
    Job 2

    Fills empty chairs

    Runs before every visit and on every cancellation.

    • Reminders 48 and 2 hours before, asking for a YES
    • Unconfirmed visits flagged for the front desk to call
    • Cancelled slots offered to the best waitlist matches
    • First patient to reply YES gets the slot
    Job 3

    Wins back patients

    Runs every Monday morning.

    • Finds patients with no visit in 12 months or more
    • Up to three friendly messages over four weeks
    • Stops as soon as a patient books or opts out
    • Starts with the most recently lapsed patients
    Job 4

    Chases claims and asks for reviews

    Runs daily and after each visit.

    • Lists claims unpaid for 30 days or more, oldest and largest first
    • Drafts the follow-up for staff to send or read on the phone
    • Asks for a 1 to 5 rating after each visit
    • Sends the review link to happy patients, alerts the dentist on low ratings
    Job 5

    Sends the day report

    Runs at 6 PM every day.

    • Calls and messages answered
    • Visits booked, with new patients counted separately
    • Chairs refilled and patients rebooked
    • What needs a person tomorrow

    Safe by design, for patients and the practice

    Security and data

    No medical advice, ever

    Clinical questions, pain, and emergencies always go to the emergency line and a person.

    Built for patient privacy

    Patient data stays in tools covered by the clinic's BAA. Texts carry first names, dates, and times only.

    Opted-in patients only

    Reminders and recall texts go only to patients who agreed, always with Reply STOP to opt out.

    A profit check on every offer

    Any discount or message to more than 20 patients is checked first, and unusual cases go to a person.

    Questions about Dental Front Office Agent

    FAQ

    If you only need calls, chats and texts answered and booked, start with Sanma: free trial with no card, then from $79 a month, and you can set it up yourself. Choose the Dental Front Office Agent when you also want the waitlist, overdue-patient recalls, unpaid-claim lists and the end-of-day report built and run for you.

    No. It handles the calls nobody could pick up, the reminders, and the follow-ups that slip on a busy day. Your team keeps every conversation that needs a person, and insurance follow-ups are always sent by staff.

    If your software connects to n8n, Zapier, or Make, the agent books into it directly. If not, open slots are mirrored to a Google Calendar the front desk keeps up to date.

    Never. It answers only from your services, prices, hours, and rules. Anything clinical, and any mention of pain, swelling, or bleeding, goes to your emergency line and a person.

    Patient data stays in tools whose vendors sign a Business Associate Agreement with the clinic, texts carry no clinical details, and we review the setup with your compliance advisor before any real patient data is connected.

    No, and we recommend against it. We start with missed calls, which is usually the biggest leak, then add the other jobs once the daily report shows results.

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    See Dental Front Office Agent in action

    A walkthrough with the engineers who build and support it.

    Start with missed callsAll products
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