AI Receptionist for Orthodontists

Answer every call for your orthodontic practices in your business's voice — even after hours. Phantom Desk AI captures the consult request and patient details, books into Google Calendar, and works alongside Dolphin Imaging/Management, Cloud9 Ortho, and Ortho2 Edge — handing your team every lead in under 30 seconds.

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The problem orthodontic practices face every day

Orthodontic practices miss roughly 30% of inbound calls on average , and every missed call is $3,000 to $8,000 in case value walking to the next practice . The result is a leaky bucket: 85% of callers won't leave a voicemail and will simply contact a competitor , so marketing spend pays for calls that ring out, and the next provider on Google answers in seconds. Hiring a second receptionist costs $42,000 to $58,000 fully loaded for coverage that still ends at 5 p.m. Traditional answering services pick up, but they read scripts, can't see your schedule, and book the wrong things into the wrong slots. Lifetime patient value runs $10,000 to $15,000 once you factor in siblings, retention, and referrals , and every consult sent to voicemail is value walking out the door while your team is heads-down in the chair. The phone ends up running the business — instead of the business running the phone.

How Phantom Desk AI handles your calls

Phantom Desk AI sounds like a real human on your team and handles the work your front desk shouldn't have to:

Free-consultation booking with insurance and cash-pay routing — Captures insurance carrier or cash-pay preference, and books the consult into the right doctor's column.
Broken-bracket and poking-wire triage — Books same-day or next-day repair appointments per your urgent slot capacity.
Retainer and lost-retainer ordering — Captures patient name, retainer type, and books the impressions appointment.
Payment-plan questions — Walks callers through your standard payment plans — including OrthoFi or HFD options.
Works alongside Dolphin, Cloud9, Ortho2 Edge, topsOrtho, and Orthia — Captures the patient, consult, and call notes and hands them to your team to enter in your ortho PMS. No direct sync.
Treatment-status requests — Captures the patient's question and routes it to your team for a status update.
Sibling-discount inquiry handling — Walks callers through your sibling-discount terms and applies them at booking.

What it saves you

Practices missing 5 to 15 new-patient calls a month lose $180,000 to $480,000 a year in case value , and capturing even a fraction of that pays for the system many times over. ROI threshold is a single additional patient per month . The savings come from four places. First, front-desk hours redirected to in-person work instead of phone tag — front desks waste roughly $18,000 a year of marketing spend on calls that go unanswered at a 30% miss rate . Second, captured after-hours and lunch-hour calls — peak missed-call windows in orthodontics  — converting to booked consults you would have lost. Third, cancelled answering-service contracts that ran $400 to $1,100 per month and weren't booking calls anyway. Fourth, faster speed-to-first-response: Phantom Desk answers in under two seconds, every single call, so the 75% of patients who never call back after hitting voicemail  book with you instead. Per-minute pricing means almost every dollar of recovered case value drops to the bottom line.

Set up in under 30 minutes

Connect your phone line. Forward your existing number — no porting, no downtime, no IT visit.
Tell us about your business. A 5-minute form covers your hours, services, accepted insurances or pricing, and routing rules.
Go live. Phantom Desk AI starts answering on the next call. Listen in real-time from your dashboard or barge in any call you want to take yourself.

Frequently asked questions

Does Phantom Desk AI sound like a robot?

No — callers consistently mistake it for a real treatment coordinator.

Does it integrate with Dolphin or Cloud9?

Phantom Desk AI runs as a standalone receptionist alongside Dolphin, Cloud9, Ortho2 Edge, topsOrtho, and Orthia. It captures every patient, consult, and call note and sends them to your team to enter. It does not sync directly with Dolphin or Cloud9 today. If you use Google Calendar, it books straight into it.

Can it convert free-consult calls?

Yes — answer-first language, insurance/cash-pay split, and instant calendar booking convert better than voicemail-and-callback workflows, where 75% of patients never call back .

Can it explain payment plans?

Yes — walks callers through your standard plans including OrthoFi or HFD options.

Can it route by doctor in a multi-doctor practice?

Yes — existing patients route to their doctor and new patients to your intake doctor with rules you define.

Is the call data HIPAA-compliant?

Yes — HIPAA-compliant with a signed BAA, encrypted recordings, and audit logs.

What does it cost?

Per-minute pricing, most practices spend $400 to $1,100 per month, no per-seat fee.

Can I listen in or take a call?

Yes — live transcript, whisper, or take the call with one click.

Stop losing consults. Start booking starts.

Phantom Desk AI pays for itself when it captures a single new customer. Most businesses see ROI in week one.

Join the Waitlist · See pricing

Ready to see it in action? Join the waitlist and we'll reach out as soon as we open access in your industry.