Virtual Receptionist · Orthodontists
Virtual Receptionist for Orthodontic Practices
Virtual reception without the per-minute billing, the hold queue, or the operator who cannot see your schedule. Configured for the call mix a orthodontic practice actually receives.
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.
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. Practices switching from per-minute virtual reception typically cut answering spend by 40–70% while booking more appointments.
What a virtual receptionist 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
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.
Traditional front desk vs Wavez
| 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 |
Virtual Receptionist, tuned to orthodontist workflows
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.
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.
How is this different from a human virtual receptionist? The decisive difference is PMS integration. Wavez completes the booking; most human virtual receptionists take a message because they cannot see your book.
Can we keep a human service for overflow? Yes. Some practices route escalations to their existing human service and use Wavez as the first responder on every call.
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
My front desk used to drown in the phones. Now she can actually take care of the patients in the office.
Dr. Sam Reyes, Owner — Cedar Creek Dental, Austin, TX (Solo practice, 2 hygienists)