Vet and dental
Dental groups, then vets.
The coordinator is at checkout when the new-patient line rings, and the recall list is still sitting in the practice software.
The desk
The phone, the recall list, and the reminder that never left.
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Checkout and a ringing line.
A call comes in while the coordinator is with someone leaving. It rings out or it hits voicemail. The number gets written down when there is a free minute. Some of those callers needed today's slot.
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The list in the software.
Hygiene recalls and vet revisits already live in the practice software. Someone is supposed to call them. The list is long, the afternoon is short, and the calls that happen are the ones on top.
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Wording the practice already uses.
A reminder uses the practice's own sentences. It does not invent a diagnosis, a drug, or a procedure the clinician has not already decided to offer.
What the caller can receive
A callback that does not pretend to be clinical.
We missed your call to the front desk. Reply to this email with a time that works, and the coordinator will confirm the visit. We cannot answer a medical question in this email.
What we will build
Start from the way the desk already spends the afternoon.
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The missed call.
The miss is logged and a line the practice wrote can go out. Anything clinical waits. Missed-call rescue is the detail, and the wording for a clinic is not the wording for a plumber.
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The recall pass.
The list comes out of the software you already use. We draft the call order and the reminder from sentences you supplied. A person at the desk reads it before it goes. We do not connect a tool you have not named.
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Kyra, when the phone is the product.
We set Kyra up to answer calls and chat, and to book a time the calendar shows as open. She does not diagnose. She is part of the build, not a separate account you open on your own.
Your order
Your AI conversion system.
Each office first has to come up when a family nearby searches, so getting found keeps every location's listing and reviews current. A dental group, and a vet clinic using the same front desk, should order the conversion system as missed-call rescue during checkout, then appointment reminders for a visit already booked, then speed to lead when a new patient writes in, then review requests after the visit, and the weekly owner report for that practice.
Approval
A reminder uses the practice's words. A diagnosis never sends itself.
Hours, a missed-call note, and a recall sentence the practice wrote can leave after the checks. A diagnosis, a drug the practice did not supply, a scare line, a promised chair time, a discount, or a new claim about results waits until the office lead, or the clinician they named, releases that message. If nobody is named, the reminders stay off.
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Leaves after the checks.
The callback, the request to pick a time, and the recall sentence the desk already uses for a visit the practice marked as due.
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Waits for the desk.
Anything that sounds like a diagnosis, a drug name, a fee for this patient, or a promise that a reminder will change how many people show up.
A cited figure
Vet clinics were already losing staff. That figure is not a dental number.
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19.4 percent.
AVMA, November 8, 2023 reported that companion-animal-exclusive practices had a 19.4 percent employee turnover rate in 2022, the highest of the practice types in that survey. The article is dated November 8, 2023.
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Why the figure is here.
A recall list cannot depend on one coordinator who might not be there next year. The wording has to live in the practice, not in someone's head. The figure describes companion-animal clinics in that survey. It does not describe a dental office, and it does not describe your book.
Two buyers
Dental groups lead. Vet clinics follow on the same desk.
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Dental groups.
Several offices, a coordinator who runs the book, and hygiene recalls too long for one afternoon of calls. The note asks the patient to book a visit the group already marked as due. It does not describe a treatment the dentist has not already decided to offer.
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Vet clinics, next.
A veterinary clinic with its own coordinator is the next buyer, not a separate system. Revisits the practice already decided are due, and a question about symptoms goes to the technician or the doctor.
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Not a solo practice.
If the dentist or the veterinarian is also the only person on the phone, this assumes a desk you do not have. Name that week on the Free Systems Plan. We will answer with the missed call alone, or we will say no.
Questions
Questions from a coordinator, without a clinical claim.
Is the dental desk the same product as the vet desk?
The phone problem is the same shape, and the buyer is not. Dental groups are who we write for first. Veterinary clinics are next, and a vet reminder is about a revisit the practice already decided is due. We write the templates from the words your desk already uses. We do not keep one script and swap a tooth for a paw.
Is a solo dental office who we build this for?
No. The first buyer is a dental group, with more than one office and a front desk that is not the clinician. A veterinary clinic with its own coordinator is the next buyer, on this same page. A solo office can describe the missed call on the Free Systems Plan.
Will a reminder cut the number of empty chairs?
A reminder gives the desk a list and the wording they approved, sent to people the practice marked as due. Whether the chair fills shows up in your own book, on the dates you choose to compare. We will not put a percent on that.
Can Kyra place the visit on the calendar?
When you connect the calendar and you allow that step, Kyra can book inside the windows you set. A clinical question still goes to your team. If the front desk wants to confirm every slot, the system should stop at the request.
What does the 19.4 percent figure apply to?
Companion-animal-exclusive veterinary practices in 2022, as reported by the AVMA on November 8, 2023. It does not describe dental offices. We use it as staffing context for veterinary clinics: the recall wording has to live in the practice.
What should the Free Systems Plan include from a clinic?
Which calls the desk misses, where the recall list lives, and who may release a reminder. Name the software. If a line is off limits, say which line. Our team replies with the first system, which might be the missed call and nothing else until the wording is settled.
The desk
Tell us how the front desk actually spends the afternoon.
Phone, recall list, or reminders. We will name one system and the line that still needs a person at the desk.