Mid-cleaning when the phone rings? The lost-crown caller still gets an answer.
Broken teeth, cleanings, insurance questions and new patients all come in on the same line. Medman’s AI receptionist answers each call on your number, writes down what the caller needs in their own words, and, with your scheduling system connected, books the visit on the call. Your team reviews the write-ups and calls back the urgent ones first.
Free to start, no card needed · Nothing changes on your current number until you forward it
- A crown that came off before a 10 AM interview is marked Urgent; a parking question is Low
- It never diagnoses, suggests treatment or explains benefits
- Part of Medman, so records requests and pharmacy faxes go to inbox triage
Gloves on, chair reclined, phones ringing at the desk.
Four calls a dental office gets every week, and what happens to each one when nobody can pick up.
New patient“Are you taking new patients?”
- What happens
- Your hygienist is mid-cleaning and the front desk is going over a treatment plan with a patient when a family who just moved nearby calls about cleanings for four.
- When nobody answers
- They get voicemail and call the next office on the map. That office books all four cleanings by the end of the call.
- With Medman
- Medman answers the new-patient questions from details your office has reviewed and, with your scheduling system connected, books the family’s first visits on the call. Your desk finishes the treatment plan.
- What it never does
- Decides which treatment or X-rays a patient needs.
New patient“Do you take Delta Dental?”
- What happens
- Insurance questions come in all morning from people deciding where to book, each one asking about their plan and payment options.
- When nobody answers
- An unanswered call is a patient who books wherever someone picked up, and you never hear their name.
- With Medman
- Accepted plans and payment plans are answered from details your office has reviewed. Questions about benefits or costs are written up for whoever handles estimates.
- What it never does
- Quotes a price it hasn’t been given or interprets a patient’s benefits.
Existing patient“I need to move my cleaning”
- What happens
- Hygiene patients call between appointments to move their six-month cleaning, often while the coordinator is checking someone out.
- When nobody answers
- Missed reschedule calls turn into no-shows, and the hygienist’s hour sits empty.
- With Medman
- With your scheduling system connected, the cleaning is moved on the call. Your coordinator finishes the checkout without picking up.
- What it never does
- Gives tooth-care or aftercare instructions.
Existing patient“My crown came off and I have an interview at ten”
- What happens
- At 7:20, before the office opens, a patient calls because her front crown came off and she has a job interview at 10.
- When nobody answers
- The message waits until the morning huddle is over, and by then she has found another office that could see her first.
- With Medman
- Medman notes the crown, the interview and the 10 AM deadline and marks it Urgent. Your front desk taps Urgent when they arrive, so the dentist can decide on a slot before the first patient.
- What it never does
- Promises an emergency slot or says a symptom can wait.
A weekend of calls, sorted before Monday.
Watch the AI receptionist answer a practice's weekend calls, write each one up and put the urgent one first.
It knows the words your callers use, and writes them down as said.
Callers don't have to translate “my knee gave out” into a category. The write-up keeps their words, so your team reads what the patient actually said.
Visits
- cleaning
- hygiene visit
- recall
- exam
- X-rays
- deep cleaning
- new patient
Problems
- broken tooth
- lost filling
- crown came off
- sensitivity
- abscess
- swelling
- dry socket
- gum disease
Treatment
- filling
- crown
- root canal
- extraction
- wisdom teeth
- implant
- dentures
- partial
- night guard
- whitening
- veneers
- Invisalign
- braces
- sedation
- nitrous
Insurance and payment
- Delta
- MetLife
- Cigna
- Aetna
- PPO
- DHMO
- in-network
- annual maximum
- pre-treatment estimate
- CareCredit
- payment plan
The calls that can't wait are at the top of the list.
Each answered call is written up and marked Urgent, Important, Normal or Low by what the caller needs. Your team calls back Urgent and Important first, then works down the rest.
- Each write-up says what the caller asked for and suggests a next step, with the transcript lines it came from
- Resolve a call when it's handled
What callers ask · how it might be marked
- Front crown came off, job interview at 10 AM todayUrgent
- Tooth pulled yesterday and still bleedingImportant
- Book my six-month cleaningNormal
- Do you take Delta Dental?Low
Priorities are suggestions from the write-up, not a clinical judgement. Your team decides, and it is not an emergency line.
What it handles, and what stays with your team.
It handles
- Answering every callOn your office number, with your greeting and voice, nights and weekends included
- Booking, with your system connectedPatients book, reschedule and cancel right on the call
- Dental intakeWhat happened and when, the treatment or procedure the caller mentions, and their insurance as they name it
- Routine questionsHours, location, accepted plans, payment plans: answers only from details your office has reviewed
- Marking the callbacksUrgent, Important, Normal or Low, with the transcript lines each write-up came from
- Call transfersWhen a caller asks for a person, it rings the number you choose during your transfer hours; otherwise it takes a message
Your team handles
- Anything clinicalDiagnosing pain, deciding on treatment, aftercare and tooth-care instructions
- Benefits and estimatesExplaining coverage, remaining maximums and treatment costs
- Emergency slotsWhether and when a patient can be seen today
- EmergenciesIt is not an emergency line: callers with an emergency are told to call 911
Before it takes real patient calls, you'll complete practice setup inside the app.
Medical-practice setup and agreements are required before patient calls. Use fictional details for testing.
Patients book, reschedule and cancel right on the call.
Connect the EHR you already use and visits go straight onto your schedule. It books into AdvancedMD, DrChrono, Tebra, Practice Fusion, athenahealth, ModMed, eClinicalWorks and more. You don't need one to start: it answers your calls today, and your team books from the write-up.
A missed call is often a patient who books somewhere else.
50%
of patients have given up on a call because no one picked up or the hold was too long
MGMA 2025
69%
will switch providers if communication falls short of expectations
Artera 2025
Free to start. Pick a plan when you need more minutes.
Free
15 AI minutes a month, no card needed.
FreeEssentials
100 AI minutes a month.
$29.99 / monthPlus
300 AI minutes a month.
$99 / monthPro
600 AI minutes a month.
$199 / monthOnly Pro buys extra minutes, at $0.30 each; on the other plans you move up a plan. No annual contract.
See all pricingThe call is the start. Medman carries the rest.
Records requests, specialist referrals and pharmacy faxes go to Medman’s inbox triage, sorted and attached to the right patient. Your staff work one queue, and approve every final step.
See how Medman works →What should a dental office look for in an AI receptionist?
Four things. It should recognize dental calls (pain and broken teeth, cleanings, new patients, insurance and cost questions, post-procedure calls) and take down what each needs. It should book visits straight into your schedule. It should never diagnose, suggest treatment or explain benefits. And you should be able to test it yourself before a patient calls. Medman’s AI receptionist is built around those calls, and is free to start.
Can an AI receptionist schedule dental appointments?
Yes. With your system connected, patients book, reschedule and cancel right on the call. It books into AdvancedMD, DrChrono, Tebra, Practice Fusion, athenahealth, ModMed, eClinicalWorks and more. Without a connected system it takes the request and a callback number, and your team books the visit.
How does it handle a dental emergency call?
It takes down what happened, when and how the caller describes it, and marks the call so your team sees it first. It does not diagnose or promise an emergency slot. A caller describing an emergency is told to call 911 straight away, without waiting for intake.
Can it answer insurance and cost questions?
It answers which plans you accept and whether you offer payment plans, from details your office has reviewed. Questions about a patient’s benefits, remaining maximum or the cost of a treatment are written up for your team; it never interprets benefits or quotes a price it hasn’t been given.
How is it different from an answering service?
An answering service takes a message for the morning. The AI receptionist answers every call on your number, answers routine questions from details you have reviewed, books into your schedule, and writes up each call with a suggested priority and the transcript lines it came from. You set it up and test it yourself, in minutes.
Does it give aftercare instructions?
No. It books and moves follow-up visits and answers practice questions from details you have reviewed. A concern after an extraction or other procedure is written up and marked for your clinical team to review promptly.
What about HIPAA and patient information?
Medman is built for HIPAA, and we sign a Business Associate Agreement before any patient data moves. Practice setup and agreements are required before patient calls. During setup it only looks up public practice information, never patient information.
What does it cost?
Free to start, no card needed: 15 AI minutes a month. Paid plans: Essentials $29.99 a month for 100 minutes, Plus $99 a month for 300 minutes, Pro $199 a month for 600 minutes. Only Pro buys extra minutes, at $0.30 each; on the other plans you move up a plan. No annual contract. It currently answers in English.
Set up your receptionist for dental calls, and test it before a patient calls.
Free to start, no card needed. Set it up in minutes, make a test call, and forward your number when you're ready.