missed call recovery for dental practices
your phones ring while the team is in operatories. about a third of those callers never leave a voicemail and never call back. we catch them before they call the practice down the street.
missed call recovery is not a new phone system and not an after-hours service. it is a thin layer of agents that listen for missed calls on your existing carrier, send an sms back inside a minute, and drop responses into a callback queue your front desk actually works. you keep weave, mango, or whatever line you have today. nothing about your stack changes.
the systems you keep
- Weave
- Mango Voice
- RingCentral
- Twilio numbers if you already have them
- Dentrix, Open Dental, or Eaglesoft for the patient lookup
- the sticky note your front desk uses to track callbacks
we wire ai on top via legacy system modernization. nothing about your stack changes.
what we build
- missed call listener that hooks into your carrier api the second a ring goes unanswered and the caller hangs up without a voicemail
- one minute sms reply that says we missed you, asks if they want to book, and offers two time windows pulled from tomorrow's schedule
- callback queue that drops every responder into a slack or email list with caller name, number, last visit, and what they said back
- patient lookup agent that matches the inbound number against dentrix or open dental so the front desk knows if it is a current patient before they dial back
- weekly report on missed call volume, sms reply rate, recovered appointments, and dollars added to the schedule
- handoff doc and a loom walkthrough so your office manager owns it on day one
scope and timeline
this is a light build. timeline 1-2 weeks. fixed fee, scoped on a 30-minute discovery call. you own the code, the prompts, and the credentials. no lock-in.
faq
- what tools do you keep
- all of them. weave, mango, ringcentral, dentrix, open dental, your sms tool, the sticky note your front desk uses for callbacks. we read missed call events from your carrier and write tasks back. nothing gets replaced.
- how long does this take
- first version live in week one. full build in one to two weeks. that includes the missed call listener, the sms reply, the callback queue, and the weekly report.
- what does it cost
- fixed fee. no per-message charges back to us, no per-seat pricing, no monthly retainer. you pay carrier sms fees direct to twilio or your phone vendor. you own the code and the prompts when we hand it off.
- do we need to replace weave or mango
- no. if your carrier exposes a missed call webhook or call log api, we wire to it. if you switch carriers tomorrow, we re-point the connector and keep going.
- what about hipaa
- agents run on your infrastructure or a private vps you own. caller numbers and patient matches stay inside your stack. we sign a baa when one is required and we keep phi out of any third-party llm call.
- is this an after-hours answering service
- no. this is pure recovery. when staff is in operatories and a call goes unanswered, the system texts the caller back inside a minute and queues the response. nothing tries to replace your front desk or hold a conversation on its own.
when this is not worth automating
- your missed call rate is already under 5 percent. the math does not work and you should put the budget into recall instead.
- your carrier does not expose missed call events or a call log api. without that hook there is nothing to listen to.
- you are mid-migration to a new phone system. wait for the dust to settle so we wire to a stable carrier.
- your front desk has zero bandwidth to work a callback queue for one week. nothing autonomous works without a human on the other side of the handoff for the first sprint.
related for dental-medical
see all problems we solve for dental-medical on the dental-medical pillar.