The AI virtual receptionist for dental clinics

Yes, with the optional outbound calls module: the Virtual Reception can call patients when they are due, for example 12 months after their last hygiene appointment, offer a date and book it in your practice calendar. It is a real conversation: the patient can ask for another day, ask questions or say they're not interested.

Periodic recalls require solid patient consent; if you want to turn them into real campaigns, check with your DPO and with the Italian do-not-call register (registro delle opposizioni). See how the module works on the AI outbound calls page.

The Virtual Reception integrates with Alfadocs as well as Doctolib Vettore, Caremed (Innogea), DBMedica, Medinformatica Medistudio, Multimedia Medica Siomed, Bollino IT, BCS and RB Software Center Ges.La.An. With an integrated system it reads your clinicians' calendars in real time, offers free slots and writes the appointment; the SMS or email reminders your practice already sends keep going out.

If your practice uses a simple diary, even a paper one, the assistant can work with Google Calendar or Outlook Calendar. With Doctolib without Vettore there is no real-time calendar access: the assistant collects the request for your front desk or sends the patient to your online booking page. Details on the Alfadocs integration.

It depends on how you set up each service: the Virtual Reception books on its own the services set as Integrated, such as a first visit or a hygiene session, checking availability and writing the appointment to the calendar. Services the dentist wants to schedule personally, like the sessions of a treatment plan, are set as To be handled: the assistant collects the request and your front desk finds it in the dashboard in yellow, ready for a callback.

If a service name is ambiguous, the assistant checks it against your price list before booking. With a synced patient register it recognises who is calling and asks for confirmation ("Are you booking for Mario Rossi?"), even when a parent books for a child. New patients are created in the management system after a tax-code check, with no unnecessary questions.

The Virtual Reception gives no clinical advice and doesn't assess symptoms: for pain, swelling or trauma it follows the organisational rules your practice has set. During opening hours it can transfer the call straight to your front desk; if you keep emergency slots in the calendar, you decide whether the assistant offers them or collects the request as To be handled.

When a patient describes something serious and immediate, the assistant recognises the signs of urgency, stops the routine booking flow, advises going to the emergency department or calling the emergency services (118 in Italy) and, if you have set it up, triggers an alert or hands the call to a person. Like a human operator, it cannot guess an urgency the patient doesn't express. On WhatsApp, if a photo of a gum or tooth arrives, the assistant stops and your reception gets an email notification so a person can reply.

With the outbound calls module, the Virtual Reception phones patients a few days before their appointment, asks them to confirm and, if needed, reschedules or cancels: the freed slot shows up in the dashboard immediately and your front desk can reassign it. For long sessions such as implant surgery or a root canal, an empty chair costs far more than a gap after a short check-up.

You can call every appointment from your management system or import a file with only the patients who didn't respond to the SMS reminder. After 2–3 unanswered attempts it can send a WhatsApp message. Inbound cancellations help too: patients can cancel or move an appointment at any hour, instead of simply not turning up because nobody answers when the practice is closed.

Yes. The Virtual Reception connects to the phone line your practice already uses, and you decide which calls it receives, usually after-hours calls and the ones nobody can pick up because reception is busy with a patient. With a VoIP system a dedicated extension is created; with an analogue line a dedicated number with call forwarding when nobody answers is used; with a mobile phone only, forwarding is switched on and off manually.

During opening hours the assistant can transfer the call to your front desk; when the practice is closed it logs a callback request with name, number and summary, waiting for you in the dashboard the next morning (yellow to be handled, green called back). If you don't have a VoIP system, Run2AI can put you in touch with a partner for a no-obligation quote.

Yes. The Virtual Reception always introduces itself as a virtual assistant and refers patients to your practice's privacy notice, and Run2AI signs on as your data processor. Your DPO receives a dedicated information pack and documentation on server compliance.

Patient conversations are never used to train any model. Data lives on Google Cloud Platform in Europe, AI models run in Europe, everything is encrypted at rest and deleted automatically after the period you choose (for example three months). Call recordings are kept for 7 days at most, solely for technical checks, and only the authorised technical lead can listen to them.

For a dental practice, the Virtual Reception on the phone channel starts from €224 per month, excluding VAT, with 500 minutes of actual conversation included each month (roughly 350 calls). In our experience 30–40% of clients, who use the assistant out of hours and at peak times, stay within that allowance and pay nothing for usage; beyond it, you pay per minute only for traffic that reaches the assistant.

On top of that there is a one-off setup fee covering configuration, testing and training, plus any modules you choose, such as outbound recalls or WhatsApp. You usually go live in 2–3 weeks, and a paid three-month trial lets you check the results. First, call the demo number on our website; more answers are in the FAQ.