For / dental-medical
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. I 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.
Systems retained
The systems you keep
I wire ai on top via legacy system modernization. Nothing about your stack changes.
Scope of work
What I build
- 01Missed call listener that hooks into your carrier api the second a ring goes unanswered and the caller hangs up without a voicemail
- 02One minute SMS reply that says we missed you, asks if they want to book, and offers two time windows pulled from tomorrow's schedule
- 03Callback queue that drops every responder into a slack or email list with caller name, number, last visit, and what they said back
- 04Patient 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
- 05Weekly report on missed call volume, SMS reply rate, recovered appointments, and dollars added to the schedule
- 06Handoff doc and a loom walkthrough so your office manager can run it on day one
Timeline
Scope and timeline
- Band
- Light
- Timeline
- 1-2 weeks
This is a light build. Timeline 1-2 weeks. Fixed fee, scoped on a 30-minute discovery call. It ends with a clean, documented handoff so a full-time developer can run it.
Questions
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. I 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, no per-seat pricing, no monthly retainer. You pay carrier SMS fees direct to twilio or your phone vendor. I hand it off with the code and the prompts documented.
- Do we need to replace Weave or Mango
- No. If your carrier exposes a missed call webhook or call log api, I wire to it. If you switch carriers tomorrow, I re-point the connector and keep going.
- What about HIPAA
- Agents run on your infrastructure or a private vps. Caller numbers and patient matches stay inside your stack. I sign a baa when one is required and I 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.
Out of scope
When this is not worth automating
- 01Your missed call rate is already under 5 percent. The math does not work and you should put the budget into recall instead.
- 02Your carrier does not expose missed call events or a call log api. Without that hook there is nothing to listen to.
- 03You are mid-migration to a new phone system. Wait for the dust to settle so I wire to a stable carrier.
- 04Your 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
Related for dental-medical
See all problems I solve for dental-medical on the dental-medical pillar.
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