Calls, scheduling, forms, insurance, and patient follow-up belong in the same workflow. Here’s what Ethon handles for your practice.
INCOMING PATIENT CALLAfter hours
Ethon AI receptionistCall answered · reason captured
Appointment request Clinical concern Route to team
Illustrative workflow
01
24/7 Call Handling & Triage
Answer patient calls during office hours, after hours, and on weekends. Capture why someone is calling and route urgent or clinical concerns using your practice’s escalation protocol.
Inbound calls and after-hours coverage
Call intent and patient details captured
Staff transfers with conversation context
PROCEDURE-AWARE SCHEDULING
New-patient exam60 minChair 02
Hygiene cleaningHygienist · 45 min · Chair 01
New-patient examDentist · 60 min · Chair 02
Provider, chair, and preparation time checked
Illustrative workflow
02
Rule-Based Scheduling
Book appointments against your actual dental schedule—not just an empty calendar slot. Match each procedure to the right provider, appointment length, chair, and preparation time.
Provider and procedure-specific availability
Chair assignments, durations, and prep time
Rescheduling, cancellations, and waitlist backfill
PRE-VISIT INTAKESecure link sent
Patient & contact details
Medical history
Insurance information
Consent formsAwaiting signature
Missing information triggers a follow-up
Illustrative workflow
03
New Patient Intake
Send secure intake links before the appointment. Collect patient details, medical history, insurance information, and consent, then flag missing information for follow-up.
Digital forms and medical history
Insurance details and consent collection
Completion tracking before check-in
DENTAL PLANBenefits & eligibility review
Eligibility
Active
Benefits & copay
Reviewed
Prior authorization
Pending insurer
Pending authorization flagged for the billing team
Illustrative workflow
04
Insurance & Prior Auth
Check eligibility, benefits, copays, and prior authorization status before the visit. Keep verification results attached to the appointment and send exceptions to your billing team.
Dental plan and eligibility verification
Benefits, copays, and prior authorization tracking
Missing information and exceptions routed to staff
APPOINTMENT REMINDER
Your dental appointment is Thursday at 2:30 PM. Reply to confirm or request a new time.
Confirmed, thank you!
Confirmation added to the appointment
Illustrative workflow
05
Automated Texts & Reminders
Send booking confirmations and appointment reminders automatically. Let patients confirm or request a new time, and follow up after missed visits using your communication rules.
Booking confirmations and pre-visit reminders
Two-way texts for confirmations and rescheduling
No-show follow-up and patient re-engagement
Protected at every step
Encrypted data Role-based access Audit logs BAA review
Illustrative workflow
06
Healthcare-Grade Security
Protect patient information with encryption in transit and at rest, role-based access, and audit logs. Review HIPAA requirements, data retention, and a BAA as part of deployment.
Encryption in transit and at rest
Role-based permissions and audit trails
HIPAA requirements and BAA review during setup
HYGIENE RECALL WORKFLOWPractice-set intervals
Cleaning dueApproved recall list
Reminder sentText or phone follow-up
Hygiene visit bookedRecall status updated
Follow-ups respect patient preferences and stop after booking
Illustrative workflow
07 / PATIENT RETENTION
Hygiene Recall Reminders
Keep patients on track for their next cleaning. Use the recall intervals set by your dental team to identify due and overdue patients, send reminders, and book them with the right hygienist.
Due and overdue hygiene recall lists
Automated text and phone follow-ups
Booking by hygienist, visit length, and patient preference
For specialized dental teams, too.
HOW YOUR AGENT WORKS
From a patient request to the right action.
Explore sample conversations for booking, hygiene recall, rescheduling, and staff handoffs. Each follows the rules you set for your practice.
Collect the reason for the visit and the details your team needs. Offer appointment times around your providers, visit lengths, and location rules.
Appointment matched to the required provider, duration, and chair.
Follow up with patients on your approved recall list, using your contact policies and their preferences. Help them find a convenient time to return.
Recall status updates when the hygiene appointment is booked.
Help patients move appointments within your cancellation rules. Offer newly available times to patients who have asked for an earlier visit.
Appointment changed and the updated details confirmed.
Route treatment questions, urgent concerns, and requests for a person to your team under the protocol you approve. Agree what happens outside office hours, too.
Clinical request routed to staff with the conversation summary.
Select a scenario to read the conversation. No microphone is activated.
Sample conversation · not a live call
Book a new-patient exam
New-patient booking
PatientHi, I’m looking for a new dentist. Do you have any afternoon appointments?
Ethon AII can help with that. Are you looking to book a new-patient exam?
PatientYes, and Thursday would be ideal.
Ethon AIThere’s a new-patient exam on Thursday at 2:30. Would that work for you?
Illustrative dialogue only. No appointment is made. Actual booking and handoff options depend on your setup.
IMPLEMENTATION
Configured for your dental practice.
Your providers, procedures, chairs, insurance workflows, and recall policies define how the agent operates. We configure and test those details with your team.
01
Connect your systems
Connect your phone line, dental practice software, schedule, and patient communication channels.
Dentrix, Open Dental, Eaglesoft, or a custom connection.
02
Configure your workflows
Set procedure durations, chair and provider rules, intake forms, insurance checks, reminder timing, and hygiene recall intervals.
Include staff handoffs and after-hours escalation.
03
Test and launch
Test calls, bookings, intake, insurance checks, and follow-ups with your team. Then launch and review agent activity and exceptions.
Your team retains visibility and control.
Patient data and clinical handoffs are part of setup.
Agree access permissions, required agreements, retention, and urgent-call routing before using real patient information. Clinical decisions remain with your dental team.
Ethon handles 24/7 patient calls, call routing, rule-based appointment booking, new-patient intake, insurance and prior authorization checks, automated texts, appointment reminders, and hygiene recalls. The workflows use your practice’s scheduling, communication, and handoff rules.
Can it book different dental procedures correctly?
Scheduling accounts for the procedure, provider, appointment duration, chair assignment, and preparation time. A new-patient exam, cleaning, crown preparation, and orthodontic consultation can each have their own booking rules.
How do hygiene recall reminders work?
Your dental team sets the recall interval. Ethon identifies due and overdue patients from your approved recall list, follows up by text or phone according to their communication preferences, and helps book the next cleaning. Completed bookings update the recall workflow to avoid unnecessary follow-ups.
Does it handle dental insurance and prior authorization?
Ethon checks eligibility, benefits, copays, and prior authorization status through the configured insurance workflow. Missing information, pending decisions, and exceptions go to your billing team. A verification result is not a guarantee of insurer payment.
What happens when a patient needs a person?
Clinical questions, urgent concerns, and requests for a staff member follow your practice’s escalation protocol. The handoff includes the conversation context. Your team decides the routing and after-hours process; Ethon does not diagnose or recommend treatment.
Which dental systems does Ethon work with?
Ethon supports Dentrix, Open Dental, and Eaglesoft. We configure the connection, supported actions, and access permissions for your practice. If you use a different system, talk to us about a custom integration.
SEE ETHON IN ACTION
See how the agent handles your dental workflows.
Walk through patient calls, procedure-based booking, insurance checks, and hygiene recall reminders with our team.
