AI Scheduling Assistant

Answer Every Call. Automate Every Booking.

Inbound or outbound, let AI handle your front desk — and turn every call into a confirmed appointment.

Q4 2025 Release

Why This Matters Now

The reality of missed opportunities in dental practice management

50%+ Calls Missed

During practice hours, when staff are busy with patients

"We lose so many new patients to competitors who answer first"

After Hours = Dead Zone

No one picks up evenings, weekends, or holidays

"Patients call other practices when we're closed"

Manual Callback Hell

Hours spent on callbacks, no-shows, and rescheduling

"My staff spend more time on phones than with patients"

No Outbound System

No consistent workflow for recalls or cancellations

"We rely on expensive call centers to fill gaps"

Every Workflow Covered

Comprehensive AI automation for inbound and outbound scheduling

Patient Enquiries

Intelligent conversation flow for patient registration and booking

Collect patient details
Match with available slots
Confirm booking instantly

Reschedule & Cancellations

Real-time handling of appointment changes with instant rebooking

Process cancellations
Offer alternative slots
Update PMS instantly

Smart PMS Integration

Deep CareStack integration with provider, treatment & location filters

Check provider schedules
Match treatment types
Book confirmed appointments

Missed Call Recovery

Automatically call back all missed calls, even after hours

24/7 call back service
Smart timing optimization
Instant rebooking capability

Recall Campaigns

Proactive outreach for overdue recall appointments

Automated recall scheduling
Personalized messaging
Compliance tracking

Cancellation Recovery

Smart rebooking of cancelled patients with personalized offers

Immediate rebooking attempts
Incentive-based offers
Reduced no-show rates

More Than a Voice Bot

Real-time scheduling with deep PMS integration, not just task creation

Patient Calls

AI answers with human-like conversation

AI Processes

Understands needs, checks availability

Confirmed Booking

Appointment appears in CareStack diary

Real Conversations

VoiceBot engages in full conversations — not just pushing tasks to staff

Live PMS Access

Reads provider schedules, matches treatment types, identifies suitable chairs

Instant Booking

Books confirmed appointments in real time — no follow-up needed

What You Unlock

Measurable improvements in efficiency and revenue

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% Call Capture

Every lead and enquiry captured, even after hours

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% Time Saved

Reduce front desk admin and call management

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% Recall Boost

Increase recall compliance with automated outreach

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Call Center Costs

Eliminate dependency on expensive external services

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/7 Availability

Never miss another call, day or night

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% Less No-Shows

Better booking process reduces missed appointments

Timeline & Availability

Your AI receptionist is coming soon

Beta Launch

Q3 2025

Limited beta with select UK practices to refine AI conversations and PMS integration

Full Rollout

Q4 2025

General availability for all CareStack customers with full feature set

Coming Soon: Live Demo

Watch a real AI call book a cancelled patient into the diary in under 90 seconds

Interactive demo featuring actual conversation flows, PMS integration, and booking confirmation