Your 24/7 Intelligent Patient Intake, Scheduling, and Conversion Engine.
Every orthodontic practice knows that new patients are the lifeblood of long-term growth. Yet most offices lose potential new starts every day—not because of quality of care, but because of communication gaps. Missed calls during clinic hours, limited availability after work, delayed responses, and the administrative burden of intake all create friction that causes families to slip through the cracks.
Bracket OS solves this challenge with the AI New Patient Coordinator, an always-on agent that captures missed calls, engages with new patient leads, schedules appointments, responds to questions 24/7, and ensures every prospective patient feels guided, supported, and heard from the very first touchpoint.
This is more than a chatbot or an automated reply system. It’s a deeply integrated AI assistant that handles the entire new patient journey—from first contact to scheduled exam—without requiring staff intervention. And because it’s woven directly into the Bracket OS practice management ecosystem, it works with real-time data, accurate scheduling availability, and the full context of your office’s operations.
This is the future of orthodontic patient acquisition: instant, intelligent, and effortless.
The Problem: New Patients Want Convenience—and Most Practices Can’t Keep Up
Modern families expect instant communication. Parents often call during lunch breaks, evenings, weekends, or between school activities. Yet orthodontic offices operate on standard business hours, with front desks juggling in-office families, insurance calls, treatment questions, and scheduling requests.
The reality is harsh but true:
- Many new patient calls go unanswered.
- Most callers won’t leave a voicemail.
- Nearly half of new patient leads never convert.
- Slow response time is the #1 reason patients choose a competitor.
Every missed call equals a missed consult, a missed start, and missed revenue.
The Bracket OS AI New Patient Coordinator eliminates this friction entirely.
Meet the AI New Patient Coordinator
The front desk team member who never sleeps, never gets overwhelmed, and never misses a lead.
The AI New Patient Coordinator is your autonomous onboarding specialist. It is always available—during clinic hours, after hours, weekends, and holidays—to turn new patient inquiries into scheduled appointments.
It manages:
- Missed call follow-ups
- New patient intake
- Consultation scheduling
- Questions about treatment
- Insurance and benefits questions
- Office details (location, hours, parking)
- Rescheduling and follow-up reminders
- Eligibility checks (when paired with AI Insurance Verification)
It does all of this instantly, consistently, and with the full personality and friendliness of your brand.
How It Works: From First Contact to Scheduled Consult
Captures Missed Calls Automatically
When a new patient call is missed, the AI reaches out immediately with a text or secure message. There’s no delay—no waiting until the staff is free, no chance of the family giving up.
A message might say:
“Hi! We noticed we missed your call. Are you looking to schedule a new patient exam? I can help you get started.”
This one line turns a missed opportunity into a guaranteed conversation.
Handles All New Patient Questions
Parents often ask:
- “Do you treat kids this age?”
- “Do you offer Invisalign or braces?”
- “How long is the first appointment?”
- “Do you take my insurance?”
- “What’s the cost of treatment?”
- “Can siblings be seen together?”
The AI has all the answers—customized to your practice’s voice, policy, and preferences.
This eliminates the back-and-forth that slows conversion and gives families fast, friendly guidance that builds trust immediately.
Automates New Patient Intake
The AI gathers all intake essentials:
- Patient name, age, and contact information
- Referral source
- Insurance details
- Reason for visit
- Preferred appointment window
- Previous orthodontic care
- Special concerns (e.g., early orthodontic evaluation, Phase I, adult treatment)
It then automatically links all intake data to the correct chart inside Bracket OS.
Your team receives complete, structured new patient information before the exam—no handwriting, no manual entry, no missing details.
Schedules New Patient Consults Instantly
The AI has live access to your:
- Provider schedules
- Office hours
- Appointment blocks
- Chair availability
- Consult duration settings
- Multi-location availability
Using this data, the coordinator offers times that fit your scheduling rules, not generic availability. Patients can confirm their appointments instantly, turning interest into action.
Because it syncs with Bracket OS in real time, no double-booking or manual approval is required.
Sends Confirmation, Intake Packets & Directions
Once scheduled, the AI:
- Sends an appointment confirmation
- Shares digital intake forms
- Provides parking instructions
- Sends pre-visit reminders
- Adds the patient to your new patient pipeline
The entire onboarding process flows smoothly, automatically, and with zero staff effort.
Follows Up with Non-Converted Leads
Not every lead books immediately. That’s why the AI:
- Sends gentle reminders
- Re-engages leads after missed consults
- Offers help with insurance or financial questions
- Provides new appointment options
- Maintains warm communication without being pushy
This ensures fewer leads “go cold” and significantly increases conversion rates.
Why Practices Love the AI New Patient Coordinator
Captures Every Lead—Even While You Sleep
Your practice becomes 24/7 without adding staff.
Increases Consults and Treatment Starts
More booked exams → more starts → more revenue.
Frees Your Staff from Time-Consuming Intake
The AI handles the repetitive work so your front desk can focus on in-office families.
Provides Accurate Information Every Time
No miscommunication, no inconsistent explanations, no gaps.
Creates a Modern Patient Experience
Parents love fast answers and flexible scheduling—especially through text.
Enhances Care Coordination for Multi-Location Practices
The AI works across all offices with synchronized data.
Built on the Bracket OS Intelligence Layer
The AI New Patient Coordinator is powered by the same unified data graph that supports every AI feature in Bracket OS.
That means it automatically understands:
- Patient status
- Insurance verification
- Appointment types
- Provider availability
- Office location details
- Intake form status
- Existing family relationships
- Chart notes
- Operating hours and templates
This deep context makes the AI agent feel like a trained staff member—not an automated system.
From Lead to Loyal Patient—Automatically
Imagine this real-world scenario:
A parent calls at 7:45 pm after work. No one is in the office. The call goes unanswered.
In a typical PMS:
That lead is gone forever.
With Bracket OS:
- AI reaches out instantly.
- Parent says they want a consult for their child.
- AI gathers intake details.
- AI checks insurance eligibility.
- AI offers available consult times.
- Parent books appointment.
- Confirmation, forms, and directions are sent.
Your schedule fills overnight. Your practice grows—even while your lights are off.
The Future of New Patient Communication Is Here
The AI New Patient Coordinator transforms your front office from reactive to proactive. It ensures your practice grows consistently, efficiently, and intelligently. Every lead becomes an opportunity. Every missed call becomes a conversation. Every conversation becomes a scheduled appointment.
Orthodontic care is personal, but onboarding doesn’t have to be manual. Bracket OS gives you a powerful AI partner that elevates your patient experience from the very first hello.
AI Agent for Intake, Forms, Scheduling & Reminders
A Fully Automated Intake Pipeline From First Contact to First Appointment
Alongside managing missed calls and responding to new patient inquiries 24/7, the Bracket OS AI New Patient Coordinator also serves as a complete intake automation engine. It handles every administrative step required to prepare new patients for their first visit—accurately, instantly, and without staff involvement.
Here’s how the AI agent streamlines your entire new patient pipeline:
Intelligent Intake Collection
The AI gathers all essential intake information directly through text or secure messaging. It collects:
- Patient and parent contact details
- Date of birth and relevant medical/dental history
- Referral information
- Main concerns (crowding, bite issues, aesthetics, etc.)
- Preferred appointment times
- Insurance provider information
All data is automatically linked to the correct patient profile inside Bracket OS, eliminating double-entry and manual scanning.
Automatic Delivery and Processing of Digital Forms
Once the AI has initiated intake, it immediately sends your practice’s digital new patient forms, consent documents, and pre-visit paperwork.
It tracks which forms are:
- Delivered
- Opened
- Partially completed
- Fully submitted
The AI can also guide patients through form completion, answer questions, and send reminders, ensuring everything is ready before the consultation begins.
AI-Smart Scheduling Across Locations
When the patient is ready to book, the AI checks your real-time schedule, evaluates:
- Provider availability
- Appointment durations
- Office and chair availability
- Location options
- New patient consult time blocks
It then presents accurate, customized time slots and lets patients confirm instantly. The booking flows directly into your Bracket OS calendar—no staff intervention required.
Automated Confirmation & Reminder System
After a consult is scheduled, the AI sends:
- Appointment confirmations
- Personalized reminders
- Pre-visit instructions
- Parking or office details
- Digital forms (if not yet completed)
It continues to follow up automatically, increasing the likelihood that forms are completed and the patient arrives informed, prepared, and on time.
Entire Intake Journey, Fully Hands-Free
Together, these tools create a new patient flow where:
- No calls are missed
- Intake begins instantly
- Forms are delivered and tracked automatically
- Scheduling is accurate and convenient
- Reminders go out without staff effort
- Patients feel supported and guided every step of the way
This turns what used to take dozens of minutes per patient into a seamless process that runs in the background—saving your team hours each week while improving patient satisfaction.