The after-hours new patient
A patient with a toothache — or a parent booking for their kid — messages three practices at night. Whoever answers first gets the appointment. If that answer waits until morning, you're already second.
AI automation for dental & medical practices
You treat patients. Your systems should handle everything else.
We build AI workflows that answer new patients in under a minute, confirm every appointment, fill cancellations from your waitlist, and bring overdue patients back — so no inquiry, empty chair, or recall list ever slips through the cracks.
Built for single-location practices and small groups · Works with the schedule, inbox, and phones you already use · No new software for your front desk to learn
Built for
General dentistry
Orthodontics
Oral surgery & implants
Pediatric dentistry
Family medicine
Pediatrics
Dermatology
Physical therapy
Specialty clinics
The schedule rarely empties in the operatory. It empties at the front desk.
The no-show nobody rescued
One unconfirmed appointment becomes an empty chair, an idle hygienist, and production you'll never get back. The reminder that would have saved it was on somebody's to-do list.
The patient who quietly drifted
Your recall list is full of patients who meant to come back. Without steady, personal follow-up, they rebook somewhere else — or not at all — and your hygiene schedule thins out month by month.
What we automate
Six workflows that run while you're with patients
Pick one to see exactly how it runs. Every workflow speaks in your practice's voice, works around your existing schedule and systems, and hands off to your team the moment a person should take over. Routine scheduling and reminders only — clinical questions always go straight to your staff.
How it works
Audit first. Build second. Autopilot third.
No rip-and-replace, no six-month implementation. We find where your schedule and front desk leak, build only what fixes it, then run it for you.
Your free workflow audit
Free workflow audit — your first step
A working session on your actual practice — where new patients come from, how fast they're answered, how confirmations and recall really happen today.
- Full map of your inquiry → booking → reminder → recall flow
- The 3–5 workflows worth building first, in order
- Written plan you keep either way
The Setup Sprint
Included in the flat fee
We build your priority workflows around the tools you already use — schedule, inbox, texting, phones — and test them end-to-end before a single patient sees them.
- Messages written in your practice's voice, approved by you
- Connected to your schedule, inbox & phones
- Tested with your front desk before launch
Workflow Partner
$499 / month · flat
Your automations, managed. We watch what's running, fix what breaks, tune what's underperforming, and report what it produced.
- Monitoring, fixes & ongoing tuning
- Monthly report: inquiries answered, appointments confirmed, recalls rebooked
- New workflows added as your practice grows
Do your own math
How many hours is the front desk spending on routine follow-up?
Slide to your real numbers. This is your arithmetic, not our marketing — the estimate updates as you move.
Website, Google, phone, and referral inquiries combined
Booking, confirmation, reminder, forms nudge, and follow-up
Calling, texting, leaving voicemail, logging it, setting the next reminder
Recall calls, waitlist calls, chasing forms and insurance details
35 hrs / month
That's the routine front-desk workload these workflows are built to take off your team's plate — answered faster than any human schedule allows, including at 7:12 PM.
Booking & reminder time: 13.3 hrs
Recall & admin time: 21.6 hrs
Your $499/mo works out to $14 per hour handed back
Pricing
One flat fee. No surprises.
One flat monthly fee for the build-out and management, plus a one-time $49 fee to get started. That's the whole price — no hourly billing, no per-patient charges, no per-location surprises for a single practice.
Workflow Partner — flat fee
$499 / month
The service itself: your practice automation, built and managed.
- Free workflow audit & workflow plan included to start
- Build-out of your priority workflows
- Instant response on every new-patient inquiry, 24/7
- Reminders, recall, waitlist & review workflows kept running
- Monthly report in plain English: what ran, what it booked
$499/mo + one-time $49 to start
$548 due first month
Then $499/month after that. The flat fee, plus a single one-time fee to get your systems live.
- $499/mo — Workflow Partner flat fee (above)
- +$49 one-time — setup fee, charged once when you start: your workflows get hosted, connected & configured
- = $548 due first month — then $499/mo, one bill, everything included
- No setup surprise beyond that: audit & build-out are part of the flat fee
Every engagement starts with the free workflow audit and build-out, both inside the flat fee — so the monthly only ever pays for systems matched to your practice. Vaivin works with a small number of practices at a time so the systems stay personal.
Questions before you book? Call or text (214) 744-3297 — text us here and we'll reply with next steps.
A week with it running
What changes, day to day
Illustrative exampleMonday
Weekend inquiries, already booked
Every Saturday and Sunday inquiry was answered, and three new patients are already on this week's schedule.
Tuesday
Tomorrow, fully confirmed
Every Wednesday appointment has confirmed by text. The one that didn't is flagged for a human call — this morning, not tomorrow.
Wednesday
A cancellation, refilled in an hour
A 2 PM hygiene slot opened at 9 AM and went to the top of your waitlist automatically. No phone tag, no empty chair.
Thursday
Recall patients coming back
Overdue hygiene and annual-visit reminders went out in your voice. Four patients rebooked without a single staff call.
Friday
Happy visits turn into reviews
This week's completed appointments get a thank-you and a one-tap review request — timed while the experience is fresh.
Questions
Asked by practice owners, answered straight
No. The workflows are built around the tools you already use — your schedule, your inbox, your texting and phone setup. The Audit starts by looking at your current stack, and the build only adds what's genuinely missing.
The workflows stick to scheduling basics — names, appointment times, confirmations, and links to the secure forms you already use. They don't ask patients to text clinical details, diagnoses, or sensitive information, and anything clinical, urgent, or unusual is handed to your team immediately. The Audit reviews your existing privacy policies with you before anything is built.
They're written from your real front-desk language, in your practice's voice, and you approve every word before anything sends. Patients hear from “your office” — just faster and more consistently than any front-desk schedule allows.
The workflow handles the routine parts — picking a time, confirming, rescheduling, sending the forms link — and the moment a conversation needs a person, your team is notified with the full thread in front of them. Clinical questions are never answered by automation.
No-shows shrink when confirming is effortless and reminders land at the right moments — and when a cancellation does happen, the waitlist fill gives that slot a second chance instead of sitting empty. The monthly report shows you confirmations, rescues, and refills in plain numbers, so you can judge for yourself.
Small practices are exactly who it's built for — you don't have a call center or a spare front-desk hire to catch what drops. The Audit sizes the build to your actual chairs, providers, and patient volume, so you only run what earns its keep.
Start with your free workflow audit
Tell us a little about your practice and we'll reply with times to talk through your free workflow audit and what to have handy. One flat $499/mo plus a one-time $49 fee — $548 due the first month, then $499/mo — if we move forward. The form opens your own email app with everything filled in; nothing is sent until you hit send.
- A map of where your schedule and follow-up leak
- The priority builds, in order, with the why
- A plan that's yours whether we build it or not
Fastest way to reach us
(214) 744-3297
Call or text — whichever is easier. Tell us your practice type and your biggest scheduling headache, and we'll take it from there. No pressure, no sales script.
Prefer email? [email protected] · [email protected] · Or use the form — it opens your email app ready to send.
