Answering every call missed, getting you more clients, and making you more money.
Refined Reception is an Ottawa-based AI phone receptionist for dental offices. Every call your front desk can't take, answered and booked. It picks up when your team is busy, at lunch, or closed, gets the patient's details right, and books them onto your calendar.
Based in Ottawa. Call or text anytime, or email. Month-to-month, and usually live within 2 to 4 business days.
A sample day at the front desk
Calls the team couldn't take
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8:12 am
Phones busy at opening
BookedNew patient, toothache. Booked for today at 10:30 am.
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12:34 pm
Front desk at lunch
BookedExisting patient, cleaning. Booked for Thursday at 9:00 am.
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4:48 pm
Front desk with a patient
MessageInsurance question. Details passed to the team to answer.
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7:41 pm
After hours
BookedNew patient, filling. Booked for Monday at 3:00 pm.
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9:05 pm
After hours
UrgentCaller reports heavy bleeding. Directed to emergency services.
An illustration of how calls are handled. Not real patient data.
Hear it handle a call.
A recording of the receptionist taking a booking from start to finish.
Questions, or want a demo? Call or text 613-704-2296.
Missed calls are patients who called another office.
Industry estimates suggest dental offices miss roughly one in four calls during business hours, and many callers who reach voicemail try the next office instead. Your front desk isn't doing anything wrong. One person can only take one call at a time.
What unanswered calls may be costing you
$124,700 a year
That is about 87 missed calls a month, and roughly 17 new patients who call another office instead.
What answering every call could win back
$87,300 a year
About 12 patients a month, or $7,300 a month in new-patient revenue.
An estimate, not a promise. It assumes 1 in 5 calls goes unanswered, 1 in 5 of those callers would have booked as a new patient, and 7 in 10 of them still book once answered. Your office will differ, and on the demo call we'll use your real numbers.
How it works
You keep your number and your calendar. Nothing to install.
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You forward your line
Ask your phone provider to forward calls to us when you're busy, closed, or both. It's usually a quick setting change.
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We answer as your office
Callers hear your office name. The receptionist asks for their name and has them spell it, confirms their phone number, finds out whether they're a new or existing patient, and learns what they need. It reads details back before moving on.
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The appointment lands on your calendar
Open times are checked against your live Google Calendar and the booking goes straight in. Anything it can't book becomes a message for your team, with the details already collected.
What it handles, and what stays with your team
What it handles
- Books into your calendarChecks open times on your live Google Calendar before confirming anything.
- Confirms every detailNames are spelled out and read back. Phone numbers and appointment times are confirmed before they're saved.
- Recognizes emergenciesAsks about severe bleeding, trouble breathing, swelling, and loss of consciousness, and directs callers to emergency services when those are present.
- Answers day and nightTakes calls whenever your line forwards to it, including several at once.
- Keeps a recordEvery call is recorded and transcribed, with the key details pulled out for your team.
What stays with your team
- Medical adviceIt doesn't diagnose or advise on treatment.
- Patient recordsIt has no access to charts or histories. It only collects intake details.
- Pricing and insurance questionsIt records the question for your team rather than guessing at an answer.
- Reschedules and cancellationsIt takes the patient's details and passes the request to your team. It never moves or cancels an appointment itself.
An Ottawa business. You deal with the person who built it.
- Personal setupYour hours, services, after-hours instructions, and calendar, configured and tested before your first real call.
- Direct accessCall or text the person who built it at 613-704-2296, weekdays from 8 am to 2 pm Eastern. No ticket queue, no call centre. The receptionist itself answers around the clock.
- Regular reviewsCall transcripts are reviewed to catch and fix problems early, before they cost you a patient.
- Updates includedChanged hours, new services, or a new calendar? Updates are part of the service.
- Fixes includedIf something isn't working the way it should, fixing it is on us.
Pricing
A one-time setup fee and a flat monthly fee, with a monthly call allowance included and clear rates if you go past it. There's no long-term contract.
Book a demo and you'll get an exact quote for your office.
Questions dental offices ask
Will it sound robotic?
It's a conversational AI voice, built to confirm details instead of guessing. The best way to judge is to listen. Book a demo and you'll hear a recording of it handling a call.
Do we need new phones or equipment?
No. You keep your current number. Your phone provider forwards calls to us when you're busy, closed, or both, which is usually a quick setting change.
What happens if a caller has a dental emergency?
The receptionist asks about severe bleeding, trouble breathing, facial swelling, and loss of consciousness, and directs the caller to emergency services if any of those are present. For other urgent situations, it takes their details so your team can follow up quickly.
Does it work with our scheduling software?
It books into Google Calendar today. If your office uses dedicated dental practice software, tell us which one on the demo call and you'll get a straight answer on whether it fits.
What about patient privacy?
The receptionist has no access to patient records. It collects intake details such as name, phone number, and reason for calling. Calls are recorded and transcribed, and those recordings are kept in the platform that runs the service, where the person managing your account can review them. If your office has specific privacy requirements, bring them up on the demo call.
Can we cancel?
Yes. It's month-to-month, and you can cancel with notice.
See it handle a call.
Book a 15-minute demo, or just call or text. You'll get your questions answered and a straight answer on whether it fits your office.
Or email leo.corp@refinedreception.com