# Orthodontic AI Receptionist That Books Consults Source: https://insertchat.com/industries/orthodontics > Book new-patient consultations, explain braces and aligner options, and sort broken brackets from real emergencies. An AI receptionist for orthodontic practices answers calls, texts, and website chats from parents and adult patients, using your treatment options, consultation process, and payment plans. InsertChat’s assistant books new-patient consultations, gives current patients your instructions for loose brackets and poking wires, and sends mouth injuries and clinical questions to your orthodontists. ## Turn a parent’s question into a first consultation Example workflow: Website chat. Illustrative scenario. Answers depend on your sources; actions depend on your connected tools and permissions. This is not a customer testimonial or measured result. A parent starts a chat on your website after dinner on a school night. > Our dentist says my daughter should see an orthodontist. She’s 8. Is that too early, and do you offer payment plans? ## Answer from your approach Share what you publish about early evaluations, what happens at the first consultation, and the payment plans you offer. ## Book an after-school consult Offer afternoon consultation times and book the one the parent picks, with the child’s name on the appointment. ## Save the family as a lead The contact keeps the child’s age, the referring dentist, and the parent’s cost questions, so your treatment coordinator walks in ready. ## Your team sets the boundaries Mouth or face injuries, swelling, and wire problems your at-home instructions don’t fix go to your team at once, and anyone describing heavy bleeding or trouble breathing hears your instruction to call 911. ## What it handles for orthodontic practices Handled by your assistant: - New-patient consultations for children, teens, and adults - Braces, clear aligners, and other options you offer, explained from your pages - Payment plans, down payments, and the insurance you accept - Loose brackets and poking wires, answered with your at-home instructions - Adjustment visits moved or canceled when the assistant booked them Sent straight to your team: - A mouth or face injury, or a loosened tooth - Swelling, infection signs, or pain that won’t settle - A wire or appliance problem your instructions don’t cover - Whether treatment is needed or how long it will take - Contract, payment, and refund disputes ## What it asks and what it needs to know Details it collects: - Parent or patient name and mobile number - Patient’s age, and school schedule for kids - Referring dentist, if any - Main concern, such as crowding, spacing, or bite - Interest in braces, clear aligners, or not sure yet - Dental insurance with orthodontic coverage, or self-pay - For current patients, the appliance they wear What to add to its knowledge: - Treatment options you offer, from metal braces to clear aligners - What happens at the first consultation and how long it takes - Payment plans, down payments, and the insurance you accept - At-home instructions for loose brackets, poking wires, and lost aligners - Retainer replacement policy and fees - Office hours, after-school appointment times, and your emergency instructions ## Can it handle orthodontic emergency calls? It separates the ones that can wait from the ones that can’t. A loose bracket or a poking wire gets your at-home instructions, such as covering the wire with orthodontic wax, and a note for your team to see the patient at the next opening. Injuries, swelling, and anything your instructions don’t cover are marked urgent and your team is notified. Callers with heavy bleeding or trouble breathing hear your instruction to call 911. ## Will it tell parents whether their child needs braces? No. Whether a child needs treatment, when to start, and how long it takes are decisions for your orthodontist at the consultation. The assistant shares what you publish about early evaluations and the first visit, answers cost and payment plan questions from your numbers, and books the consultation. Parents’ questions are saved on the contact so your doctor can answer them in person. ## Is a BAA available for orthodontic practices? Yes, InsertChat can sign a Business Associate Agreement (BAA) on Enterprise. A child’s dental history, a referral from their dentist, and insurance details can be protected health information, so sign the BAA on Enterprise before the assistant collects them. On other plans, keep protected health information out of the assistant and its connected calendar and CRM. ## How much does an AI receptionist for orthodontic practices cost? Orthodontic practices that handle protected health information with the assistant need Enterprise, which starts at $998 a month and can sign a BAA. On other plans, starting with Pro at $98 a month for three AI assistants and three seats, keep protected health information out of the assistant. Calls use monthly credits in whole minutes, and a practice with satellite offices can add numbers at $10 a month each. ## Can consultation leads go into HubSpot? Yes, as actions you approve. The assistant can create or update a HubSpot contact and add a note or task, so a parent who books a consult shows up in your CRM with the child’s age and referring dentist. There is no background sync, and the assistant doesn’t send follow-up campaigns. Your treatment coordinator follows up from the record. ## Can patients ask about a lost aligner or retainer by text? Yes. Patients text your InsertChat number and the assistant explains your replacement policy and fee as you wrote them, then records the request for your team. Patients can also move adjustment visits the assistant booked. Picture messages, such as a photo of a broken retainer, go to a person on your team. ## Does it work with our orthodontic practice software? No. InsertChat doesn’t connect to orthodontic practice management software. Consults can be booked into InsertChat’s built-in calendar, Google Calendar, Outlook, Calendly, or Cal.com. If you schedule in practice software, the assistant collects the request with the patient’s age, concern, and preferred times for your front desk to enter. ## Related features - [Lead capture](https://insertchat.com/product/lead-capture) - [Scheduling](https://insertchat.com/product/scheduling) - [Website chat](https://insertchat.com/product/website) ## Broader industry - [Healthcare](https://insertchat.com/industries/healthcare): Answer the phone while your team is with patients.