Our work

AI receptionist for a dental clinic

This is an illustrative walkthrough of how a Clavyra AI receptionist handles a real enquiry end to end, built on the exact system we deploy for clinics. It is shared as an example of how the system works, not a completed client report.

Representative image, not the actual clinic.

The problem

Dental clinics lose patients to missed calls more than almost any other business. The front desk is busy assisting patients in the chair, the phone rings through to voicemail, and most callers hang up and call the next clinic on the list instead of leaving a message. After-hours calls, often from patients in pain, go completely unanswered until the next morning.

The current process, before automation

• Patient calls during a procedure or after hours
• Call goes unanswered or to voicemail
• Front desk checks messages between patients, often hours later
• By the time they call back, many patients have already booked elsewhere

The AI flow

If the caller mentions pain, swelling, or anything urgent, the AI skips booking and immediately flags the call to on-call staff for a callback, instead of treating it like a routine scheduling request.

Example AI instructions (simplified)

You are the AI receptionist for the clinic.
1. Greet the caller warmly and ask if they are a new or existing patient.
2. Ask the reason for the visit (checkup, pain, cleaning, emergency).
3. If the caller mentions pain, swelling, or bleeding, mark as urgent
   and notify on-call staff immediately. Do not attempt to book.
4. Otherwise, check calendar availability and offer the next 2-3
   open slots that match the patient's preference.
5. Confirm the booking, then send a WhatsApp/SMS confirmation
   and notify the front desk.

Appointment booking

Once confirmed, the appointment is written directly into the clinic's scheduling system in real time. The front desk sees the new booking appear on their calendar without lifting a finger, and the patient gets an instant confirmation message instead of waiting on a callback.

Expected business impact

Set up this way, a clinic can expect to capture after-hours and during-procedure calls that would otherwise go to voicemail, reduce no-shows through automatic confirmations, and free the front desk from constant phone interruptions so they can focus on the patients in front of them.