A new-patient booking, end to end
One lunch-hour call from a first-time patient, with a note beside each turn naming the setting behind it.
Caller
“Hi. I just moved to town and I need a new dentist. I'd like a cleaning and a checkup, if you're taking new patients.”
What happened next
- Booked a new-patient cleaning for Thu 16th at 3:15pm in your calendar
- Saved the intake answers: first visit, PPO plan through her job
- Sent Priya one confirmation text after the call
- Transcript and summary waiting when the front desk is back from lunch
The call, line by line
GreetKeeper
Thanks for calling Harbor Street Dental. You've reached our AI assistant. I can book a visit, answer questions about the practice, or take a message for the team. How can I help?
The AI notice comes first, on every call. Utah asks regulated occupations such as medical practices to disclose at the start, and your greeting does it without anyone having to remember.
Caller
Hi. I just moved to town and I need a new dentist. I'd like a cleaning and a checkup, if you're taking new patients.
GreetKeeper
We are, and I can book that for you now. Have you been to Harbor Street Dental before?
An intake question you wrote. The answer goes into the booking, so your team knows to allow for a first visit.
Caller
No, this would be my first time.
GreetKeeper
Welcome. Do you have dental insurance? Just the plan type is fine for now.
A second intake question. It asks for a scheduling detail your team checks before the visit, and nothing clinical.
Caller
I've got a PPO plan through my job. I'll bring the card.
GreetKeeper
Thanks. The first opening for a new-patient visit is Tuesday the 14th at 8:30am. There's also Thursday the 16th at 3:15pm. Would either of those work?
Open times come from your calendar, which GreetKeeper books into directly: Google Calendar or Microsoft Outlook.
Caller
Thursday at 3:15 is better for me.
GreetKeeper
Great. Can I take your full name and the best number to reach you?
Caller
Priya Raman. 555-0187.
GreetKeeper
Priya Raman, 555-0187, a new-patient cleaning and checkup on Thursday the 16th at 3:15pm. Is that all correct?
Here comes the read-back. Name, number and time are confirmed out loud before anything is written, so a swapped digit gets caught on the call and not at the chair.
Caller
Yes, that's right.
GreetKeeper
You're booked. You'll get a text with the confirmation in a moment. Is there anything else I can help with?
Now the booking is in your calendar. After the call Priya receives one SMS with the confirmation, and a reply with the opt-out word stops further texts.
Caller
Is there parking near you?
GreetKeeper
Yes, there's free parking behind the building, off Pine Street. See you Thursday, Priya.
An answer you trained it on. Parking, hours and directions sit in your business questions, drafted from your website and then corrected by you.
What this call left behind
- Booked a new-patient cleaning for Thu 16th at 3:15pm in your calendar
- Saved the intake answers: first visit, PPO plan through her job
- Sent Priya one confirmation text after the call
- Transcript and summary waiting when the front desk is back from lunch
What you set up for a call like this
Your greeting opens every call, and the AI notice is part of it. Maine requires a clear notice where a consumer could think they're talking to a person, and Utah asks regulated occupations to disclose at the start of the call. The disclosure setting covers both, so nobody at the practice has to think about it at 12:40pm.
You decide what GreetKeeper asks a new patient, and in what order. Most dental offices keep it to scheduling: new or returning, the visit type, whether there's insurance. Clinical history stays in your practice system, where your team records it at the first visit. Each answer arrives as a question-and-answer pair in the summary.
Bookings go straight into Google Calendar or Microsoft Outlook. If you run a second office, each number can have its own hours, greeting and calendar, so a patient calling the other location books into that office's diary. Closure dates stop it offering a day you're shut, and on those days it answers as closed.
After the call, the patient gets one SMS with the booking confirmation. If they called to ask and chose not to book yet, that text carries your booking link instead. A reply with the opt-out word stops any further texts, and it's honoured from that moment.
Your team comes back from lunch to a transcript and a short summary of every call it missed. If your practice runs a webhook, the booking.created event sends the name, number, booked time, reason and intake answers to the tool you choose. It fires once the booking is made, one way, signed so your receiver can check it came from GreetKeeper.
A booking call like this one counts as a single answered call, however long it runs. Starter is $49 a month for 200 calls, then $0.45 a call. Professional is $149 for 750 and Scale is $349 for 2,000. Booking is included on every plan, and each one starts with a 14-day free trial with no card.
Most offices forward their main line on no-answer at lunch, so the desk still takes the calls it can reach. The ring delay lives at your carrier or phone system. GreetKeeper answers the moment the call arrives on your dedicated local number, which comes with every plan.
Questions people ask about this call
Is Priya a real patient?
No. This is an illustrative call, written to show the settings. Harbor Street Dental, Priya and the times are invented, while the intake questions, the calendar write and the caller text are settings in your own account.
What does my front desk see after a booking call?
Your front desk sees a transcript and a short summary, with the booked time, the caller's name and number, and each intake answer. The appointment itself is already in your calendar, so there's nothing to re-key.
Which calendars can GreetKeeper book new patients into?
GreetKeeper books directly into Google Calendar and Microsoft Outlook (Microsoft 365). Other scheduling tools connect through GreetKeeper's webhook, caught by Webhooks by Zapier on a paid Zapier plan (Professional or above), or by your own webhook receiver.
How much does a booking call cost on GreetKeeper?
One answered call against your plan, at any length. Starter includes 200 calls for $49 a month, then $0.45 a call, and booking is on every plan. The 14-day trial has every feature on and needs no card.
Related
Hear it book your first new patient
Bring your intake questions and watch a first visit land in your calendar.