Getting Started with Wavez: Dental Setup Guide

Welcome to Wavez! This comprehensive guide will walk you through everything you need to know to set up your AI receptionist and start answering calls within 48 hours. Whether you're a solo practitioner or managing a multi-location dental group, this tutorial covers all the steps from initial configuration to ongoing optimization.

Before You Begin: What You'll Need

Before starting your Wavez setup, gather the following information:

- Practice phone number(s): The number(s) you'll forward to Wavez

- Practice management software details: System name and access credentials (if using calendar integration)

- Business hours: Your standard operating hours and any variations

- Appointment types: A list of services you offer with typical durations

- FAQ list: Common questions patients ask and your preferred responses

- Emergency protocols: How you want urgent calls handled after hours

Step 1: Create Your Wavez Account

Getting started takes just a few minutes:

The questionnaire covers essential information about your practice that helps our AI learn your unique needs. Take your time here—the more accurate this information, the better your AI will perform from day one.

Step 2: Configure Your Practice Profile

Your practice profile is the foundation of your AI receptionist's knowledge. Let's configure each section:

Basic Information

Business Hours

Configure your standard operating hours. You can set:

Services and Appointment Types

Create entries for each service you offer:

For each service, specify:

Step 3: Customize Your AI Voice and Personality

Wavez offers extensive customization to ensure your AI receptionist matches your practice brand:

Voice Selection

Choose from multiple natural-sounding voice options:

Greeting Customization

Create custom greetings for different scenarios:

- Standard greeting: "Thank you for calling [Practice Name], this is Wavez, your AI assistant. How may I help you today?"

- After-hours greeting: "Thank you for calling [Practice Name]. Our office is currently closed, but I'm here to help you 24/7..."

- Holiday greeting: Special messages for holidays

Personality Tuning

Adjust how your AI communicates:

Step 4: Set Up Your Knowledge Base

Your knowledge base is what enables Wavez to answer patient questions accurately. There are three ways to populate it:

Method 1: FAQ Import

Upload a list of frequently asked questions and answers. Common topics include:

Method 2: Website Crawl

Wavez can automatically scan your website and extract relevant information. This is particularly useful for:

Method 3: Manual Entry

Add specific responses for unique situations or questions particular to your practice.

Step 5: Configure Appointment Scheduling

If you're using calendar integration, this step connects Wavez to your practice management system:

Supported Integrations

Wavez integrates with most major dental practice management systems:

Integration Setup

Scheduling Rules

Define how Wavez should schedule appointments:

Step 6: Configure Call Routing

Not every call should be handled entirely by AI. Configure intelligent routing for special situations:

Emergency Routing

Define what constitutes a dental emergency and how it should be handled:

Emergency calls can be:

Staff Transfer Triggers

Set conditions for when calls should transfer to human staff:

Step 7: Test Your Configuration

Before going live, thoroughly test your Wavez setup:

Test Call Scenarios

Make test calls covering:

Review and Adjust

After each test:

Step 8: Set Up Call Forwarding

The final technical step is forwarding your practice phone to Wavez:

Forwarding Options

- Full forwarding: All calls go to Wavez first

- Overflow forwarding: Calls forward after a set number of rings

- After-hours only: Calls forward outside business hours

- Scheduled forwarding: Forward during specific times

Setup Process

Your phone provider will have specific instructions, but generally:

Step 9: Go Live and Monitor

Congratulations! Your Wavez AI receptionist is ready. Here's how to ensure a smooth launch:

First Week Focus

Staff Training

Ensure your team knows:

Step 10: Ongoing Optimization

Wavez gets smarter over time, but your input accelerates improvement:

Weekly Reviews

Monthly Analysis

Getting Help

Wavez offers comprehensive support:

- Knowledge Base: Detailed articles and video tutorials

- Email Support: Response within 24 hours

- Priority Support (Growth and Enterprise plans): Phone support during business hours

- Onboarding Assistance: Guided setup help for new customers

Conclusion

You're now equipped to set up and launch your Wavez AI receptionist. Remember, the first few weeks are an adjustment period—for both your practice and the AI. With consistent monitoring and optimization, you'll soon have a powerful tool that transforms how your practice handles patient communication.

Welcome to the future of dental practice management. We're excited to have you on board!