“Can I take your name and date of birth, please?”
Every dental receptionist asks this hundreds of times a week, usually with a patient waiting at the desk and another line ringing. Until you know who’s calling, you’re playing catch-up: searching the diary, checking you’ve got the right record, and asking the patient to explain everything from the start.
Dentsy’s Smart Caller Pop-Up changes that. You can see who’s calling before you pick up.
What is Smart Caller Pop-Up?
When a returning patient calls, a pop-up appears on your screen showing their key details from your practice management system (PMS). Depending on your PMS, this can include their name, contact details, upcoming and previous appointments, linked family records and recent contact with the practice.
How does Smart Caller Pop-Up work?
Dentsy recognises the patient’s number and pulls their details from your PMS as the phone rings. One click opens their full record, so you never have to search for it while they wait.
Dentsy integrates with Dentally, Aerona Denta, Semble, Boxly and DenGro CRMs.
What are the benefits of Smart Caller Pop-Up?
No more switching between screens.
The pop-up appears on the screen you’re already using, so you don’t need to open the PMS separately and search for the patient.
A warmer welcome.
Compare “Who’s calling, please?” with “Good morning, Oak Dental, Sarah speaking. Is that Mrs Robinson?” You still follow your practice’s usual verification steps, but you start from the right record.
Pick up where you left off.
If Mrs Robinson has a hygiene appointment on Thursday, or rang yesterday about moving it, you’ll see that before you answer. You can start from where things stand today, not from scratch.
Calmer calls for anxious patients.
For someone who’s nervous about dental visits, or calling because they’re in discomfort, having to repeat themselves adds stress. With their details already in front of you, you can focus on listening and getting them the help they need, following your practice’s process.
Shared family numbers, sorted.
One household number might cover three children and two adults. Linked family records help you quickly work out which family member the call is about.
Get to the right person first time.
If a patient partway through an Invisalign or implant journey calls, you’ll know straight away, so you can pass them to your treatment coordinator rather than sending them round the practice.
Quicker calls on busy mornings.
Less time confirming identity and searching records means more time for the patient in front of you, and for the next call in the queue.
What if it’s a new caller?
If the number isn’t in your PMS, Dentsy tags the caller as a new patient, so you know to take the time to welcome them properly. It’s especially useful for new private treatment enquiries, which can be some of the most valuable calls a practice receives. The call is recorded, transcribed and summarised automatically, so the details you need are captured without typing everything up afterwards.
Built around the way your practice works
We built Dentsy around the features dental teams asked for. But it’s often our practices who show us the smartest ways to use them, which is why we keep improving existing features and adding new ones.
Tell us what would make your reception desk run more smoothly, and we’ll show you how quickly we can deliver it.
Want to see Smart Caller Pop-Up in action?
