How Dental Practices Like Yours Are Using AI Receptionists in 2025

If your phones are ringing off the hook and your front desk is stretched thin, you are not alone. In 2025, many practices are handing routine calls and scheduling to AI receptionists so teams can focus on in-person care. The result is faster response times, fewer missed opportunities, and a smoother experience for patients and staff.

Here is how practices like yours are putting AI dental receptionists to work today, with real examples you can verify.

AI Receptionist Demo

Book Now

AI dental receptionists capture every call and book after hours

Dental Support Organizations feel missed calls the most because they manage high volumes across many locations. One large DSO implemented an AI receptionist that answers on the first ring, follows their scheduling rules, and books appointments directly in the thread.

In the first months they measured a 70 percent automated handle rate, an estimated five hundred thousand dollars in annual EBITDA lift when fully rolled out, and one hundred forty four additional conversations per location per month. The team even saw holiday bookings while offices were closed.

That is revenue that used to slip through the cracks.

Turn missed calls into new patients

Single and two location practices see the same gains. A Dallas practice wanted a way to respond instantly without sending callers to voicemail. After adopting an AI receptionist, they averaged eighty eight new patients per month, booked about fifty seven thousand two hundred dollars in additional monthly revenue, and automated seventy five to eighty percent of patient inquiries.

Patients reported that the AI felt natural to use, and the team reclaimed time for higher value tasks.

Let the phone book directly into your schedule

Phone traffic remains the largest appointment channel for many practices. Asha Health’s “Amy the Receptionist” handles inbound calls any hour of the day, directs tasks to the appropriate staff, and books appointments directly into the practice’s calendar or management system (3).

The AI dental receptionist works seamlessly alongside your existing phone infrastructure and scheduling logic, routing complex cases to staff and handling routine bookings on its own.

This provides real‑time access to appointment slots day and night, giving patients the convenience they expect and capturing opportunities that might otherwise go unattended.

What this looks like inside a practice

Once an AI receptionist is configured to your hours, providers, operatory rules, and visit types, it can:

1. Answer every call without hold time and triage common questions such as insurance accepted, hours, and directions.

2. Book, reschedule, or cancel appointments while following your templates and chair time rules.

3. Text missed callers automatically and complete the booking by message if that is more convenient.

4. Escalate edge cases to a person with full context.

5. Log conversations so you can measure conversion and spot bottlenecks.

The examples above show these workflows in action, from a multi location DSO to a busy private practice.

Measurable gains you can expect

Practices that adopt AI dental receptionists commonly report:

1. Higher booking rates after hours because calls and messages get an immediate response.

2. Fewer voicemails and fewer return call loops, which shortens time to schedule.

3. A more predictable front desk workload, which improves in office service.

4. Clearer reporting on conversation volume, booking conversion, and new patient capture so you can make data driven staffing and marketing decisions.

These outcomes mirror the lift reported by the large DSO and the Dallas practice, and they are consistent with what phone based AI is designed to do when it can follow your exact rules.

Implementation tips for a smooth start

1. Define your visit types and rules. Make sure lengths, providers, and operatory constraints are correct before go live.

2. Map escalation paths. Decide which scenarios get handed to a person and who catches them.

3. Integrate once, test twice. Connect to your practice management system or EHR and test common booking paths from a patient’s point of view.

4. Track a short list of KPIs. Start with conversation handle rate, booking conversion, new patient appointments, and hold time eliminated.

5. Communicate the change. Let patients know they can call, text, or chat at any time and expect an instant response.

When configured well, AI receptionists behave like a reliable teammate. They do the repetitive work perfectly every time and ask for help when needed. The practices above show that this is not a future promise. It is happening now.

Ready to evaluate your options with confidence? Download our 10 point checklist to see how ready your practice is for this transformative technology.

Click to Download

Sources

1. Customer case study: Large DSO implementing AI receptionist — 70% automated handle rate, projected $500,000 annual EBITDA lift, 144 conversations per location per month. Available at: https://www.truelark.com/customer-stories/sga-dental-partners1

2. Customer case study: Dallas dental practice implementing AI receptionist — 88 new patients/month, $57,200 additional monthly revenue, 75–80% of inquiries handled by AI. Available at: https://www.truelark.com/customer-stories/west-davis-dental-and-lovers-smile/9

3. Asha Health — Amy the Receptionist: AI agent for dental practices that handles inbound calls, directs tasks, and books appointments. Available at: https://www.asha.health/agents