Your Always-On Virtual Front Desk Agent for Intake, Scheduling, and Patient Communication.
In every orthodontic practice, missed calls are more than a minor inconvenience—they’re missed opportunities. New patients calling for the first time, existing patients needing to reschedule, parents asking about insurance, or families confirming appointments… every unanswered call introduces friction into your workflow and, in many cases, results in lost revenue.
Bracket OS transforms the way practices manage incoming communication through the AI Missed Call Coordinator, an autonomous front-office agent that handles missed calls, intake, and scheduling seamlessly. Designed specifically for orthodontic workflows and fully integrated with the Bracket OS ecosystem on Mac and iPad, this AI coordinator ensures your practice never misses a patient touchpoint again.
This is more than a voicemail replacement. It’s an intelligent, context-aware system that manages communication with the same attentiveness and precision you’d expect from your best-trained staff member—and it works 24/7.
Why Orthodontic Practices Miss Calls—And Why It’s Costly
Orthodontic offices operate in a unique rhythm: back-to-back appointments, multiple family members calling at once, treatment consults, financial discussions, and patient questions that often require looking up detailed information. Even the most efficient front desk teams can’t catch every call—especially during peak hours or when staff members are assisting families in person.
Studies show that a significant percentage of new patient inquiries go to voicemail across dental and orthodontic practices. And in today’s world, patients rarely leave messages. When callers hit voicemail, they simply hang up and call the next provider.
Every missed call is:
- A potential new start that never gets scheduled
- A delayed appointment that disrupts your daily flow
- Additional admin work created when staff must return every call
- A frustrated parent who just needs answers
The Bracket OS AI Missed Call Coordinator solves this pain point completely, ensuring no missed call turns into a missed opportunity again.
Meet the AI Missed Call Coordinator
Always available. Always consistent. Always connected.
The AI Missed Call Coordinator acts as a virtual front desk assistant that automatically responds to missed calls, engages with patients through text or guided voice follow-up, gathers patient information, and schedules necessary appointments—even when no staff member is available.
It operates with real-time awareness of:
- Your schedule
- Provider availability
- Appointment types
- Insurance details
- Patient records
- Intake needs
- Office hours and locations
Because the coordinator is built natively into the Bracket OS PMS, it communicates with patients using accurate, context-specific information, eliminating back-and-forth and drastically reducing administrative workload.
How It Works: Intelligent Workflow from Start to Finish
A Call Is Missed → AI Immediately Responds
When a call is missed, the AI quickly sends a friendly, personalized follow-up message via SMS or a secure communication channel. Instead of a voicemail, families receive immediate assistance—no waiting, no frustration.
The message may say:
“Hi! We noticed we missed your call. How can we help you today?”
Whether the caller needs to book a consult, change an appointment, ask about treatment, or request insurance help, the AI guides them from inquiry to resolution.
Intake, Questions, and Patient Screening—Fully Automated
The AI gathers essential information directly from patients such as:
- Name and contact information
- Patient’s age (for new starts)
- Referral source
- Dental insurance provider
- Preferred appointment times
- Treatment concerns or goals
- Whether this is an emergency
For new patients, the AI Missed Call Coordinator can even initiate digital intake forms, automatically linking completed forms to the patient’s chart through Bracket OS.
The result is clean, complete records before the patient ever steps into your office.
Intelligent Scheduling with Zero Staff Intervention
The AI Missed Call Coordinator is deeply integrated with your Bracket OS scheduling system. It checks:
- Provider availability
- Chair availability
- Appointment type durations
- Office hours
- Doctor preferences (e.g., new patient consult blocks)
Using this information, it offers accurate appointment times that fit your workflow—not generic openings.
Patients can confirm appointments instantly, and the schedule updates in real time.
Context-Aware Answers to Common Questions
The agent can autonomously answer frequently asked orthodontic questions, including:
- Treatment options (Invisalign, braces, retainers)
- Insurance acceptance
- What happens during a first visit
- Financing and payment plan basics
- Office location and parking
- Appointment preparation
- Emergency triage guidance
All responses are tailored to your practice’s specific policies and preferences. You maintain full control over what the AI can say, ensuring accuracy and consistency.
Automatic Follow-Up and Task Creation
If a patient needs staff assistance—for example, a complex financial question—the AI Missed Call Coordinator automatically creates tasks inside Bracket OS for the appropriate team member.
This ensures nothing falls through the cracks, and staff can prioritize what matters.
Key Benefits for Orthodontic Practices
No More Lost Patients
Every missed call becomes an immediate conversation. New patient leads are captured, nurtured, and booked without delay.
Reduced Front Desk Workload
Staff no longer need to return dozens of voicemails or manually track incomplete patient intake.
Increased Treatment Starts
With immediate follow-up and automated consult scheduling, more prospective patients convert into active starts.
Seamless Experience for Parents and Families
Busy parents appreciate fast, no-friction communication—especially through text, where most prefer to handle scheduling.
24/7 Availability
The AI Missed Call Coordinator continues working after hours, during lunch breaks, and on busy clinic days.
Fully HIPAA-Compliant, Secure Communication
All patient information is handled securely, with full logging and audit trails.
Real-World Example: A New Patient Lead
A mother calls your office during a busy clinic hour. The call is missed.
Within seconds:
- The AI sends a friendly message.
- She explains she wants a consultation for her 11-year-old.
- The AI gathers patient details and checks insurance.
- It offers available times for a new patient exam.
- She books the appointment instantly.
- The AI sends a digital intake packet and directions to your office.
All without a single staff member lifting a finger.
Deep Integration with Bracket OS
Because the Missed Call Coordinator is part of the Bracket OS system, it benefits from:
- Unified patient records
- Real-time scheduling
- AI Financial Intelligence
- AI Insurance Verification
- AI Imaging workflows
- Role-based access control
- Secure messaging
This turns what other PMS systems treat as an isolated communication tool into a fully integrated, intelligent engine for practice growth.
A Smarter Way to Handle Patient Communication
The AI Missed Call Coordinator isn’t simply an add-on or a chatbot. It’s the future of practice communication—intelligent, proactive, always available, and deeply connected to your operations.
In orthodontic care, first impressions matter. Communication matters. Responsiveness matters. And with Bracket OS, you give every family the best possible experience at every touchpoint—even when you can’t make it to the phone.