Appointment Scheduling AI · Orthodontists
Appointment Scheduling AI for Orthodontic Practices
Inbound booking, outbound recall, reschedules and cancellation backfill handled as one system rather than four manual chores. Configured for the call mix a orthodontic practice actually receives.
Scheduling is a two-directional problem. Inbound calls fill some of the book; the rest depends on outbound work — recall, reactivation, and filling the hole a cancellation just made. Most practices do the first well and the second sporadically.
In a orthodontic practice the stakes are different from general dentistry. 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.
One recovered aligner consult per month pays for Wavez roughly nine times over. Automated backfill typically recovers half or more of same-week cancellations that would otherwise stay empty.
What a appointment scheduling AI handles in a orthodontic practice
Shares are typical for this kind of practice. Wavez reports your real split from the first week.
A orthodontist call handled end to end
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.
Why orthodontists choose this over the alternatives
Cancellation backfill in minutes
The open slot is offered to your short-notice list immediately, not at end of day.
Outbound recall that never stops
Overdue hygiene and maintenance patients are contacted on your schedule, every week.
Reactivation campaigns
Lapsed patients are re-engaged by call and SMS with a bookable offer.
One system, one report
Inbound and outbound scheduling measured together instead of guessed at.
Traditional front desk vs Wavez
| Traditional | Wavez | |
|---|---|---|
| Cancellation backfill | Manual, often skipped | Automatic within minutes |
| Outbound recall | First thing dropped when busy | Continuous |
| Reactivation | Occasional campaign | Scheduled and measured |
| Reporting | Fragmented | Single dashboard |
| Monthly cost | Multiple tools | From $599 all-in |
Appointment Scheduling AI, tuned to orthodontist workflows
The sporadic half is where the money is. An unfilled hygiene hour is roughly $200 of lost production, and a cancelled restorative slot is considerably more. Filling those holes requires calling the right patients within minutes, which no busy front desk can reliably do.
Dolphin Management and Cloud9 workflows are the most common in orthodontics; Wavez supports Dolphin natively and syncs to Cloud9 via calendar bridge.
- Comprehensive braces case — typically $5,500: 18–24 month treatment plan, typically 40% insurance-assisted.
- Clear aligner case — typically $5,000: The most searched orthodontic term and the most price-sensitive caller.
- Phase I interceptive treatment — typically $2,800: Parent-driven, decided almost entirely on the first phone call.
- Retainer replacement — typically $350: High volume, fully bookable without staff involvement.
The objections worth taking seriously
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.
Does outbound calling risk annoying patients? Frequency caps, quiet hours and opt-out handling are enforced, and outbound is excluded for patients with active appointment sequences unless you opt them in.
How fast is cancellation backfill? The short-notice list is contacted within minutes of the slot opening, which is where the fill-rate difference comes from.
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)