Built for orthodontic practices
AI Receptionist for Orthodontic Practices
Orthodontic practices live on consultation volume. A single unanswered call about clear aligners is a five-figure treatment plan walking to the practice down the street.
Orthodontists do not have a generic phone problem, and a generic phone solution does not fix it. The call mix in a orthodontic practice is specific: certain call types dominate, certain hours matter more than others, and the revenue attached to a single conversation can be an order of magnitude above the practice average.
Wavez is configured around that reality. Appointment types, triage thresholds, pricing language and escalation rules are all set to how your orthodontic practice actually operates, then reviewed line by line before a single patient hears the system.
One recovered aligner consult per month pays for Wavez roughly nine times over.
Three things that cost orthodontists money every week
Consultation calls arrive when nobody can pick up
Parents research aligners and braces after work — between 6pm and 10pm — which is exactly when an orthodontic front desk is closed. Those callers do not leave voicemails; they call the next practice on the results page.
Adjustment reschedules eat the whole morning
A typical orthodontic practice fields 30–60 adjustment reschedule calls a week. Each one is two to four minutes of staff time that produces no new revenue but blocks the phone line that a $6,000 consult is trying to reach you on.
Payment-plan questions stall the close
Prospective ortho patients almost always ask about monthly financing before they book. If nobody answers that question inside the first call, the consult conversion rate drops sharply.
The call mix in a typical orthodontic practice
Shares are typical for this kind of practice. Wavez reports your real split from the first week.
What one recovered call is worth in a orthodontic practice
| Treatment | Typical value | Why it matters on the phone |
|---|---|---|
| Comprehensive braces case | $5,500 | 18–24 month treatment plan, typically 40% insurance-assisted. |
| Clear aligner case | $5,000 | The most searched orthodontic term and the most price-sensitive caller. |
| Phase I interceptive treatment | $2,800 | Parent-driven, decided almost entirely on the first phone call. |
| Retainer replacement | $350 | High volume, fully bookable without staff involvement. |
Values are national averages for illustration and vary by region, payer mix and case complexity.
A real orthodontist call, start to finish
Hi — I wanted to ask how much Invisalign costs for my daughter.
Happy to help. Cases here typically run $5,000 to $7,000 depending on complexity, and we offer 24-month interest-free plans. Dr. Reyes has a complimentary consult Thursday at 4:15 or Saturday at 9:30 — which suits you?
Saturday works.
Booked. I've texted the intake form and directions to this number. See you Saturday at 9:30.
What changes in the first month
Every call answered, including the 9pm ones
Coverage runs continuously, and concurrency is unlimited, so peak hours stop producing busy signals.
Appointments, not messages
Bookings are written into your PMS with the correct type, duration and provider before the caller hangs up.
Your clinical rules, enforced consistently
Triage follows the tree your clinicians wrote — every call, every time, with a transcript.
Fixed cost, no overtime
From $599 a month, with nights, weekends and holidays included at no surcharge.
Traditional front desk vs Wavez
| Front desk alone | Front desk + Wavez | |
|---|---|---|
| Answer speed | 4–6 rings, then voicemail | Under 2 seconds |
| Coverage | Office hours only | 24/7 including holidays |
| Simultaneous callers | One | Unlimited |
| Orthodontist call knowledge | Depends who picks up | Identical on every call |
| Monthly cost | $3,200–$4,500 per FTE | From $599 |
What we configure for a orthodontic practice
Onboarding is not a template swap. We take your appointment types, provider eligibility, block scheduling and reserved capacity, and we write the triage tree with your clinicians rather than for them.
Dolphin Management and Cloud9 workflows are the most common in orthodontics; Wavez supports Dolphin natively and syncs to Cloud9 via calendar bridge.
- Appointment types and durations specific to orthodontist workflows
- Clinical escalation thresholds written and signed off by your team
- Insurance and payment language taken from your own policy documents
- English and Spanish handling, including confirmation SMS
- HIPAA-aligned handling with a signed Business Associate Agreement
Objections we hear from this specialty
Will it sound robotic to a nervous parent? No. Wavez responds in under two seconds with natural prosody and interruption handling. In blind tests most callers do not identify it as AI until told.
Can it quote our actual financing terms? Yes. You configure the exact case ranges, down payment and monthly plan language during onboarding, and Wavez never improvises numbers outside those bounds.
Going live takes days, not months
Discovery call
We map your call types, providers, hours, insurance list and escalation rules — usually 30 minutes.
PMS connection
Wavez connects to Dentrix, Open Dental, Eaglesoft, Curve or Dolphin and reads your live availability.
Script review
You approve every line the AI can say, including pricing ranges and clinical escalation thresholds.
Supervised go-live
Day one is monitored call by call. Adjustments are made same-day, and you keep full transcripts.
A practice that made the change
We replaced two contract receptionists and got better coverage. The math wasn’t even close.
James Patel, COO — Lakeview Orthodontics, Chicago, IL (3-location ortho group)