Solutions
Virtual Receptionist for Dental Practices
Virtual reception without the per-minute billing, the hold queue, or the operator who cannot see your schedule.
Traditional virtual receptionists are remote humans working from a script, usually billed per minute and usually covering several unrelated businesses at once. They are a real improvement over voicemail, but they share voicemail's central weakness: no live view of your appointment book.
That produces the familiar failure mode — a message taken, a callback promised, and a patient who booked elsewhere before your team worked through the list. It also produces unpredictable bills, because a chatty caller costs more than a decisive one.
An automated virtual receptionist inverts both problems. Cost is fixed regardless of call length, and because the system is connected to your PMS the call ends with a confirmed appointment rather than a note.
What a virtual receptionist changes
Flat monthly pricing
No per-minute meter, so a busy month does not produce a surprise invoice.
Sees your live schedule
Offers times that actually exist rather than promising a callback.
Consistent every single call
No training gaps, no bad days, no staff turnover at the vendor.
Dental-specific from day one
It knows what a prophy, an SRP and a limited exam are — generic virtual reception does not.
Virtual Receptionist: the honest comparison
| Traditional | Wavez | |
|---|---|---|
| Billing model | Per minute, variable | Flat monthly |
| Schedule access | None — takes messages | Live read/write |
| Dental knowledge | Generic script | Configured to your practice |
| Peak-hour capacity | Queues | Unlimited concurrency |
| Monthly cost | $800–$2,400 typical | From $599 |
Who this is for
Comparing outsourced human virtual reception against an automated alternative.
Wavez is built for solo and small-group US dental practices — one to five locations — rather than enterprise DSOs. That focus is why the configuration is dental-specific rather than a generic call-handling product with a dental skin.
Practices switching from per-minute virtual reception typically cut answering spend by 40–70% while booking more appointments.
How it fits your practice management system
Wavez reads live availability before offering any time slot, then writes the appointment back atomically with the correct type, duration, provider and operatory. Dentrix, Open Dental, Eaglesoft, Curve Dental and Dolphin Management are supported directly.
Where a system has no API, a calendar bridge provides near-real-time sync — appointments appear in the schedule within a minute rather than instantly, which is sufficient for every workflow except same-minute double-booking risk.
- Live availability read before every offer
- Atomic write — no double bookings
- Correct appointment type, duration and provider
- Reserved emergency capacity respected
- Confirmation SMS sent immediately
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)