Frequently Asked Questions

Resonate AI is an intelligent virtual dental receptionist that automatically engages patients who call your practice when staff can't answer. Using advanced conversational AI, Resonate AI instantly texts patients after missed calls, conducts natural conversations to understand their needs, and helps schedule appointments 24/7. Unlike basic chatbots, our AI feels so human-like that even doctors can't tell the difference – maintaining your practice's personal touch while never missing a patient opportunity.

Unlike offshore call centers with communication barriers or expensive virtual receptionists with limited hours, Resonate AI provides instant, natural conversations 24/7/365 at a fraction of the cost. Our AI never takes breaks, never has bad days, and handles unlimited simultaneous conversations. Most importantly, it captures detailed patient information and intent, sending instant notifications to your team – eliminating the follow-up burden that traditional services create. Practices report 5-7 hours of weekly time savings compared to voicemail management alone.

No – it's designed to augment, noNo – it's designed to augment, not replace, your team. Think of Resonate AI as an extra pair of hands for your front office. The AI handles routine outreach so your staff can focus on patients in the chair. Our goal is to save your team hours per week and ensure no patient inquiry slips through. Staff consistently report that Resonate AI makes their jobs easier and less stressful by eliminating the burden of voicemail catch-up and missed call anxiety.t replace, your team. Think of Resonate AI as an extra pair of hands for your front office. The AI handles routine outreach so your staff can focus on patients in the chair. Our goal is to save your team hours per week and ensure no patient inquiry slips through.

Based on real client results, practices typically capture significant annual revenue from previously missed opportunities - often in the six-figure range. For example, a Texas-based practice generated substantial production potential in just their first 30 days. Since the average dental practice misses 30% of incoming calls and 78% of patients choose the first practice that responds, Resonate AI ensures you capture this lost revenue by responding instantly to every patient inquiry. The exact revenue impact varies by practice size, call volume, and case mix.

Many clients see immediate improvements. In pilot programs, practices often capture 10-20+ new patients per month, translating to substantial annual revenue increases. Based on current client data, you can expect: significant increases in new patient appointments, strong positive ROI (many practices see returns of 10-50x their investment), 5-7 hours weekly time savings for staff, excellent patient satisfaction with AI interactions, and dramatic reduction in missed call rates. Results depend on your call volume and practice size, but even small practices often see noticeable improvements. We provide detailed reports on engagement rates, conversion metrics, and revenue impact to track your specific results.

Resonate AI is priced affordably for practices of all sizes, with monthly subscription models that vary based on location count and different revenue generating features. Rather than thinking of it as a staffing expense, consider it a revenue generation tool that works alongside your existing team. By capturing missed calls your staff can't get to (especially during busy periods and after hours), most practices see the system pay for itself many times over - often achieving 20-60x returns on their investment. It gives your current team superpowers – they can focus on in-office patients knowing that every call is being answered professionally. Many practices report the system pays for itself within the first week through captured appointments that would have otherwise been lost.

Resonate AI manages the full spectrum of patient communications: scheduling new patient appointments, handling existing patient requests, answering insurance coverage questions, providing office hours and location information, managing after-hours emergencies, sending appointment confirmations, and gathering patient information for your team. It intelligently triages urgent situations and can transfer calls back to your office when needed. Each interaction includes a complete transcript and patient details sent instantly to your team.

Since 40% of new patient calls occur outside business hours, Resonate AI acts as your always-on team member. It immediately engages patients calling evenings, weekends, and holidays – when competitors' phones go to voicemail. Your staff arrives Monday morning to organized summaries of weekend activity with pre-qualified leads ready for follow-up, eliminating the dreaded voicemail backlog. Practices report this alone saves 5-7 hours weekly while capturing patients who would otherwise call competitors.

Yes, Resonate AI currently supports English and Spanish fluently, with additional languages being added based on practice needs. Our AI excels at complex dental conversations – from understanding insurance questions and treatment urgency to recognizing relationship context (like when someone is calling for a family member). It handles everything from new patient exam, hygiene/cleanings to wisdom teeth consultations and emergency pain situations with appropriate empathy and medical understanding.

Yes, Resonate AI intelligently manages insurance inquiries and payment discussions. It can inform patients about accepted insurance plans, explain your payment options, discuss new patient specials, and gather insurance information for verification. For practices that don't accept certain insurance (like Medicaid), the AI gracefully handles objections and offers alternatives, converting potentially lost patients into appointments through special pricing or payment plans.

Our AI's natural conversation ability is so advanced that professionals often can't distinguish it from human staff. In one documented case, an oral surgeon called his office from vacation and had a full conversation with the AI "Katie" without realizing it wasn't a person. We achieve this through sophisticated language processing, natural typing delays, empathetic responses, and conversation flow that mirrors human interaction – all while maintaining your practice's unique voice and style.

Resonate AI always hands things over when needed. If a patient asks for a human or mentions an emergency, the AI flags that request and sends details to your team immediately. The AI is also designed with intelligent escalation – when it encounters complex situations beyond its scope, it gracefully collects relevant information and creates a priority notification for your team.

Setup time depends on your practice's complexity, but most practices are live within 3-5 business days for basic features, with full deployment completed within a week. Simple integrations (call-forwarding for missed calls, website chat widget) happen quickly with minimal IT involvement. More complex setups involving multiple locations or custom practice management system integrations may take additional time. Our dedicated onboarding team handles the heavy lifting and works around your schedule – your staff maintains normal routines while we configure everything behind the scenes with zero disruption to current operations.

Yes, Resonate AI seamlessly integrates with major dental practice management systems including Denticon, Dentrix, Open Dental, and most other platforms. Our team handles the entire integration process – we coordinate with your phone and software vendors, configure your scheduling rules, and typically have practices operational within days. The integration is lightweight and requires minimal IT involvement, working through simple call forwarding and API connections.

Yes, Resonate AI works with virtually any phone system through simple call forwarding – no hardware changes required. We integrate seamlessly with any VoIP systems (Mango, Weave, Ring Central), traditional carriers (AT&T, Spectrum), and unified communication platforms. Your practice keeps existing phone numbers, and setup typically takes less than 10 minutes with our team's guidance.

Absolutely. Security and compliance are built into Resonate AI's foundation. We operate under strict HIPAA guidelines and maintain full compliance through encrypted data transmission, secure cloud storage, and careful handling of patient information. We do not ask for or store any sensitive medical information during initial conversations – only basic scheduling info. All data is encrypted in transit and at rest, with North America-based development and strict data governance protocols. You maintain control of your data at all times, and our systems are regularly audited for security.

Yes, it's built for scale. Each location can have customized settings (hours, branding, FAQs), and all data rolls up into a central dashboard. You get visibility into missed calls and conversions for every practice in your network. This standardizes excellent patient access across all locations without hiring more reception staff. The platform handles high call volumes efficiently – some clients manage 3,400+ calls monthly across multiple locations.

Resonate AI adapts to your practice's specific scheduling complexity – whether you have multiple providers, locations, or treatment types. During onboarding, we configure your exact scheduling rules, block times, provider preferences, and even emergency bookings. For practices with complex workflows, the AI intelligently routes patients to the staff at the location while maintaining your specific scheduling protocols.

During onboarding, we customize your AI's personality, tone, and responses to match your practice brand tone. Whether you prefer formal and professional or warm and conversational, we configure the exact language, terminology, and style you want. We can even give your AI a name that fits your practice (like "Katie" for a friendly touch). This customization ensures brand consistency – patients experience the same caring communication whether they're talking to your AI or your staff.

We provide exceptional ongoing support that clients consistently praise. You'll have direct access to our support team, dedicated engineer and account manager. We monitor your AI's performance, quickly address any adjustments needed, and continuously optimize based on your feedback. Unlike typical software vendors, we see ourselves as your growth partner – we're only successful when you're capturing more patients and growing revenue. Clients often mention our responsiveness and proactive problem-solving as key differentiators.

While there are 600+ competitors in the dental tech space, Resonate AI stands apart through our unique combination of dental-specific expertise, proven ROI, and exceptional support. Our teamr's deep AI background ensures cutting-edge technology, while our exclusive focus on dental practices means we understand your specific workflows. Unlike generic solutions, we deliver measurable results – our clients consistently capture substantial previously lost revenue, often in the six-figure range annually. We're transparent about our capabilities and limitations, building trust through honesty rather than overselling.

Absolutely. During your demo, we'll show you actual conversation transcripts demonstrating how Resonate AI handles various scenarios: emergency pain calls, new patient inquiries, insurance questions, and appointment scheduling. You'll see how it maintains natural flow, shows empathy ("I'm sorry to hear you're in pain"), and guides patients toward booking. We can even set up a test where you call and text with a customized version for your practice to experience the quality firsthand. Plus, check out our case studies to see how emerging DSOs like Zen Dentistry or groups like Allied OMS captured substantial revenue and achieved impressive ROI with real patient conversations and results data.

Getting started is easy. Contact our team and schedule a demo. We'll discuss your specific needs and show you how Resonate AI fits into your workflow. During the demo, you'll see real conversation examples, and ROI calculations for your practice size. There's no commitment – we often offer pilot programs so you can see the difference in your practice's patient engagement and revenue before making a long-term decision. Our onboarding team will then handle everything from integration to customization, ensuring a smooth launch that doesn't disrupt your operations.