Fill the hygiene schedule and stop losing new patients to voicemail.
CoastaFlow answers every call, books new-patient exams and hygiene visits, and runs recall and unscheduled-treatment campaigns, so the chairs stay full and production stays up.
The operational reality
New-patient calls missed at the front desk
When the front desk is checking in patients, the phone rolls to voicemail. New patients rarely call back, they call the next practice on the list.
Hygiene recall lists growing stale
Patients due for six-month recalls drift past due. Manual recall calls take hours and mostly hit voicemail.
Diagnosed treatment left unscheduled
Crowns, implants, and perio treatment get diagnosed and never scheduled, thousands in production walking out the door every month.
Broken appointments with no backfill
A same-day cancellation leaves an empty chair worth hundreds, with no fast way to fill it from the ASAP list.
How CoastaFlow covers it
Every call answered, every patient booked
AI reception books new-patient exams and hygiene visits into real availability by provider and operatory.
Related featureRecall campaigns that actually book
Due and past-due patients get text recall sequences with one-tap booking, no phone tag.
Related featureUnscheduled treatment follow-up
Patients with diagnosed treatment get structured follow-up until they schedule or decline.
Related featureConfirmation and broken-appointment sequences
Confirmations cut no-shows; cancellations trigger ASAP-list outreach to backfill the chair.
Related featureReview requests that dominate local search
Post-visit review requests build the five-star wall new patients check first.
Related featureAn example workflow
- 1
A new patient calls during the morning rush
The AI answers, captures the reason and insurance basics, and books a new-patient exam for Thursday.
- 2
Recall runs itself
Patients due for hygiene get a text sequence with a booking link, the schedule fills without a single recall call.
- 3
A crown is diagnosed but not scheduled
The unscheduled-treatment sequence follows up with a friendly message and easy booking.
- 4
A same-day cancellation backfills in minutes
The ASAP list gets an instant opening alert; the chair never sits empty.
Recommended automations
Six-month recall sequence
Due and past-due hygiene patients get text-first recall with direct booking links.
Unscheduled treatment follow-up
Diagnosed-but-unscheduled treatment gets polite persistent follow-up with financing-friendly messaging.
Broken-appointment backfill
Cancellations instantly text the ASAP list, first confirm takes the slot.
Birthday and anniversary touches
Light automated touches keep the practice top-of-mind between visits.
AI Status
3 agents active
New Leads
128
+18% vs prior 30 days
Response Time
38s
median, first touch
Booked Jobs
27
+9 vs last month
Estimates Out
$84.2k
42 open
Sales Pipeline
Last 30 daysAutomation Activity
AI Voice Receptionist
Booked estimate · Marsha Tillman, (843) 555-0147
Missed-Call Text-Back
Texted (912) 555-0183 in 5s · conversation opened
Estimate Follow-Up
Nudged D. Okafor, $2,340 quote · nudge #2 sent
Reputation Engine
5★ review requested → received · K. Marin
Frequently asked questions
Yes. Messaging is scheduling-focused and privacy-conscious, no treatment details over text, just appointments and reminders.
Yes. Hygiene, new-patient exams, and doctor time each book into the right schedule with correct durations.
CoastaFlow handles the communication layer, calls, texts, reminders, and campaigns, and can be configured around your existing PMS workflow.
See CoastaFlow configured for dentists.
Book a working demo and we'll walk through your pipelines, conversations, automations, and AI agents, configured around how your business actually operates.