Dental practices
How do we book patients without retyping every request into the calendar?
Eva answers, asks the reason for the visit, checks real availability, books, reminds, reschedules and follows up without making clinical decisions.
Appointment requests do not arrive during front-desk hours. They arrive through the website form at midnight, in a reply to a recall email, or on the chat app your patients already use — usually while somebody is chairside. Each one has to be read, matched to a slot that genuinely exists, and typed into the practice management system.
Eva is an AI agent with a built-in CRM that handles that first stretch: it answers, asks the reason for the visit, checks real availability, books, reminds, reschedules and follows up. This page describes what that looks like in a dental practice, and it stops where clinical judgment starts.
Mariana Soto
online
Today
Hi, do you have a cleaning slot this week? Afternoons work best.
17:32
Of course: dental cleaning, 45 minutes, 800 pesos. I have Thursday 16:30 or Friday 17:00 with Dr. Herrera. Which works better?
17:32
Thursday. Can I pay now to lock it in?
17:33
Done: Thursday 16:30 with Dr. Herrera, the slot is held. Here is your payment link.
17:33
Payment confirmed · 800 pesos
Confirmed: Thursday 16:30 with Dr. Herrera. I will send a reminder the day before, and you can reschedule right here if anything changes.
17:34
Hi, do you have a cleaning slot this week? Afternoons work best.
17:32
Of course: dental cleaning, 45 minutes, 800 pesos. I have Thursday 16:30 or Friday 17:00 with Dr. Herrera. Which works better?
17:32
Thursday. Can I pay now to lock it in?
17:33
Done: Thursday 16:30 with Dr. Herrera, the slot is held. Here is your payment link.
17:33
Payment confirmed · 800 pesos
Confirmed: Thursday 16:30 with Dr. Herrera. I will send a reminder the day before, and you can reschedule right here if anything changes.
17:34
What Eva did meanwhile
Services
Dental cleaning · 45 min
800 pesos · Dr. Herrera
Your calendar's real availability
Payment
Thursday 16:30 held
Payment link · 800 pesos
CRM
Mariana Soto · Cleaning
A complete appointment without picking up the phone: real availability, payment up front, reminder scheduled.
- Quotes
- Charges
- Books
- Logs it in the CRM
- Follows up
From $229 USD a month · setup from $579 USD · live in 5 business days → See pricing
The problem
The daily problem
- Moving each request from a message thread into the calendar by hand is real work: read it, scan the openings, offer a time, enter it, reply — once per patient.
- Confirming tomorrow's schedule and chasing everyone who did not answer is a daily front-desk task, and the chasing feels intrusive when a person has to do it.
- A large share of demand shows up as an active problem rather than a periodic visit, and the follow-up visit does not remind anyone by itself.
A day with Eva
A day with Eva
A patient fills in the booking form at eleven at night asking for a cleaning. Eva answers in seconds, asks the reason for the visit and whether they are a new patient, checks real availability — appointment type, duration, operatory and the clinician's own hours — and offers times that actually exist. When the patient picks one, Eva books it; events already living in Google Calendar block their slot through Free/Busy, so an occupied hour is never offered.
If the patient asks about cost, Eva answers with what your practice published: the exam fee and any reference prices you configured. And it says the part that stays true — the formal estimate comes after the exam and the treatment plan, because it depends on the findings and on which treatments the patient accepts. If they send a photo or a radiograph, Eva passes it along as context for your team; reading it is the dentist's job, not the agent's.
The next day starts confirmed. Eva sends the reminder by message or email, asks the patient to confirm date, time and clinician, and when they cannot make it, offers open times and reschedules inside the same thread. Silence does not disappear either: the thread keeps its state so the front desk can pick it up knowing exactly where it stood.
After that the relationship does not go cold. Eva creates or updates the contact and the opportunity in the CRM, schedules follow-up and comes back on its own, with sequences of up to five steps and delays of up to 180 days — roughly the cadence of a periodic recall visit. Each follow-up runs a full agent turn, so it can check the calendar, update the CRM, reschedule or decide that writing again is not the right move yet. The moment a person on your team replies in the thread, Eva goes quiet.
Concrete workflows
Three concrete workflows
Book the exam appointment
Eva asks the reason for the visit and whether the patient is new, checks availability by appointment type, resource and hours, offers real times and books them in your calendar.
Books in your real availability
Mon
Tue
Wed
Thu
Visit confirmed 10:30
Fri
Reminder scheduled for the customer
Remind, reschedule and recover
Eva sends the reminder by message or email, asks the patient to confirm date, time and clinician, and reschedules into the slots that are genuinely open when they cannot attend.
The appointment that was slipping away
Exam booked · Monday
Did not show up
Eva wrote to rebook
New appointment: confirmed
Come back for recall and unfinished treatment
Eva leaves the opportunity in the CRM and returns weeks or months later, with sequences of up to five steps and delays of up to 180 days, without anyone having to remember.
The visit becomes a treatment plan
Mariana Soto
Cleaning + exam
Plan: 2 fillings
3,400 pesos
Typical integration: The calendar lives in Eva and can sync with Google Calendar through OAuth, webhooks and a polling fallback. For your practice management system, the agent's tools can call HTTP endpoints that system exposes; what gets read, what gets written and under which contract is scoped during implementation with your vendor rather than promised beforehand.
We configure everything for you.
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Read the full storyQuestions
FAQ
Does Eva actually book, or does it just take a message?
It books. Eva checks availability against time zone, resource hours and busy events, offers times and schedules the appointment, including recurring visits such as orthodontic adjustments. If you sync Google Calendar, events already there block their slot automatically through Free/Busy.
Will it quote treatment prices?
Only the ones you published. Eva answers from what you loaded — exam fee, reference prices, current offers — and does not fill in what is missing. It makes clear that the formal estimate follows the exam and the treatment plan, because it depends on the findings and on the treatments the patient accepts.
Can it diagnose from a photo or a radiograph?
No, and it should not. Eva processes images, audio and documents as context for your team, but clinical interpretation belongs to the dentist. When a conversation needs professional judgment, Eva asks for a person on your team and hands over the thread with the context already assembled.
Do we have to replace our practice management software or patient records?
No. Eva sits on the conversation side: scheduling, messages, contacts and opportunities. The patient record, the charting, the progress notes and the consent forms stay in your system. What Eva can read or write depends on that system's endpoints, authentication and contract.
Will it remember the recall visit months later?
Yes. Follow-up sequences allow up to five steps and each delay can reach 180 days. Outside a messaging channel's session window, delivery needs an approved template; when there is none, the follow-up is parked or flagged for intervention instead of failing silently.
Put Eva to work.
Send us the last ten appointment requests you received. We will show you how Eva would answer them, with your prices and your rules.
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