Demo SystemsDental Offices

RSG Dental Front Desk System

A patient communication and administrative support system that helps dental offices respond to inquiries, reactivate inactive patients, recover missed calls, and reduce repetitive front desk work.

The operational problem

The front desk juggles the phone, check-ins, insurance questions, and recall lists at the same time. After-hours callers reach voicemail and book with the next practice on their list.

Guided tour · step 0 of 11

A 7 PM new-patient call hits voicemail — watch the system catch it.

The problem: after-hours callers reach voicemail and book with the next practice on their list. Run the scenario to watch a missed call become a confirmed new-patient appointment before the office even opens.

Brightwater Dental

Today at Brightwater Dental

New patient inquiries

19+5 this week

Missed calls recovered

12+4

Text-back within 60 seconds

Appointments requested

15

Appointments booked

11+3

Inactive patients contacted

64

Overdue recall campaign

Reactivation appointments

9+9

Front desk tasks automated

87+31

Confirmations, forms, reminders

Avg response time

1 min-4 hrs

Includes after-hours

Pipeline · $0 open

Interactive demonstration using sample data

New Inquiry

1

Info Collected

1

Time Requested

2

Front Desk Review

1

Confirmed

2

Forms Complete

0

Visit Complete

1

Live activity

  • Peter Hoang replied to recall campaign — offered two morning slots.

    10:12 AM

  • Invisalign financing question routed to treatment coordinator (Malik Turner).

    9:15 AM

  • Overdue-recall batch sent to 32 patients (9–15 months since last visit).

    8:00 AM

  • Appointment confirmations sent to tomorrow's 14 patients; 11 confirmed so far.

    7:30 AM

  • After-hours call from Karen Walsh — text-back sent in 38 seconds.

    Yesterday 7:04 PM

  • Urgent request escalated: Ross Becker (cracked molar) — staff called in 5 min.

    Yesterday 12:44 PM

  • Intake form reminder sent to 2 patients with incomplete forms.

    Yesterday 4:00 PM

  • Review request sent to Grace Cho after recall cleaning.

    Monday 3:30 PM

Upcoming schedule

  • Tue

    Jul 14

    Recall cleaning hold — Peter Hoang

    7:30 AM · Dana, RDH

    pending

  • Tue

    Jul 14

    Emergency slot — Ross Becker (cracked molar)

    3:15 PM · Dr. Patel

    confirmed

  • Wed

    Jul 15

    New patient cleaning + exam — Karen Walsh

    9:00 AM · Dana, RDH + Dr. Patel

    confirmed

  • Thu

    Jul 16

    Invisalign consult — Malik Turner

    2:30 PM · Dr. Patel

    pending

Open tasks · 4

  • Review crown consult request — Angela Russo prefers Fridays, verify Dr. Patel's schedule

    Today

  • Beth: text Malik Turner Invisalign financing options (asked this morning)

    Today

  • Call Marta Silva — implant consult, prefers phone for scheduling

    Today

  • Incomplete intake forms: 2 patients on tomorrow's schedule — reminder sent, verify by 4 PM

    Today

Demo environment — no real messages, appointments, or payments will be sent.

Interactive demonstration using sample data
System breakdown

Automation does the chasing. Your team does the judging.

What enters the system

  • Missed and after-hours calls
  • Website appointment requests
  • Text messages
  • Overdue recall lists
  • Existing patient records
  • Insurance questions

What the system does

  • Texts back every missed call within a minute
  • Collects intake details and preferred times
  • Holds appointment slots for front-desk approval
  • Runs recall campaigns on overdue patients
  • Sends confirmations, forms, and reminders
  • Routes insurance and billing questions with context
  • Escalates urgent or complex messages to staff immediately

What your team still controls

  • Approving every held appointment
  • All clinical questions and treatment decisions
  • Emergency handling per office protocol
  • Insurance and billing specifics
  • Sensitive patient conversations
  • Message wording, timing, and every workflow

Potential integrations

Configured per engagement around the tools you already run — shown here as options, not live connections.

  • Practice management systemsConfigurable
  • Scheduling platformsConfigurable
  • Google CalendarConfigurable
  • Outlook CalendarConfigurable
  • Twilio SMSConfigurable
  • EmailConfigurable
  • Website formsConfigurable
  • Review platformsConfigurable
  • Payment processorsConfigurable
  • Digital forms platformsConfigurable
Automation builder

Under the hood: After-hours call → confirmed appointment

Every workflow in this demo is a sequence your team can see, edit, pause, and approve — not a black box.

  1. Trigger

    Missed Call Detected

    Including after hours

  2. Step 1

    Send Text-Back

    With emergency notice

  3. Step 2

    New or Existing Patient?

  4. Step 3

    Collect Visit Details

    Reason, insurance, days

  5. Step 4

    Send Scheduling Link

  6. Step 5

    Hold Requested Time

  7. Step 6

    Front Desk Review

    Human approval

  8. Step 7

    Send Confirmation + Forms

  9. Step 8

    Track Forms & Remind

Implementation

Reduce Front Desk Work Without Sacrificing Patient Experience

Every RSG operating system is configured around the company's existing tools, customer journey, team responsibilities, bottlenecks, and growth priorities.

Build This System for My Dental Office
01

Diagnose the current operation

We map how leads, customers, and admin work actually move through your business today — and where revenue leaks out.

02

Design the operating system

Workflows, sequences, and handoffs designed around your tools, your team, and your customer journey. Nothing generic.

03

Build, integrate, test, and optimize

We implement, connect your existing platforms, test against real scenarios, and tune the system as it runs.

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