Frequently Asked Questions

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 exams, 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.

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.

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.

Here's the flow: A patient calls your office but no one can answer. Within seconds, they receive a text from your AI assistant (with your practice's name and custom greeting). The AI engages naturally – "Hi, this is Katie from [Your Practice]. I noticed we missed your call. How can I help you today?" The patient explains their need – maybe they have tooth pain. The AI responds with empathy, gathers necessary information, checks your scheduling preferences, and helps them book an appointment. Your team instantly receives an email with the complete conversation and patient details. The whole interaction feels as natural as texting with a friend, but happens automatically, even at 2 AM.

Yes, the AI handles rescheduling requests by gathering the patient's information and preferences, then forwarding the request to your team with all details captured. For cancellations, it confirms the request and immediately notifies your team so that slot can be filled. We're continuously enhancing these capabilities based on practice feedback.

Our AI continuously improves through aggregated learning across all practices (without sharing individual patient data). When we see successful conversation patterns – like how to handle insurance objections or emergency situations – we enhance the AI's responses for everyone. Plus, your feedback directly shapes improvements. If your team notices something could be better, we adjust it. It's like having an assistant who gets smarter every day but never forgets what they've learned.

Absolutely. During onboarding, we configure responses specific to your services. If you specialize in wisdom teeth extractions, the AI knows to ask about pain levels and urgency. We customize terminology, too – whether you call them "patients" or "guests," use clinical terms or friendly language. The AI becomes fluent in your practice's unique voice.

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.

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.

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.

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.

Resonate AI enhances your workflows without disrupting them. Your phones still ring normally – we only engage when calls are missed. Staff still handle appointments their usual way, but now they're working from pre-qualified leads instead of cold voicemails. The biggest change? Monday mornings become productive instead of playing catch-up. As our clients report, it's like having your best receptionist's skills available 24/7 without changing how anyone else works.

Practically none – that's the beauty of it. We'll do a 30-minute orientation showing your team how to read the AI conversation summaries and where to find missed call reports. Most staff intuitively understand the system within a day because it simply delivers information the way they're used to receiving it – via email or your practice management system. The AI does the heavy lifting; your team just follows up on warm leads.

Your centralized dashboard shows real-time metrics for each location: missed calls captured, conversations conducted, appointments influenced, and revenue attribution. You can drill down to see which locations excel at follow-up, compare conversion rates, and identify trends. Leadership gets visibility into previously hidden data – like how many calls each location actually misses and what happens to them. It's like having x-ray vision into your patient communication.

Every interaction is tracked and attributed. You'll see exactly how many missed calls we captured, how many converted to appointments, and the estimated revenue value. Our dashboard breaks this down by source, time of day, and type of request. Marketing teams love this because you finally get credit for those campaigns driving after-hours calls. We provide detailed reports showing your return on investment.

Yes, we can help you test different messaging strategies to optimize patient engagement and conversion rates. Marketing leaders love this capability because it finally gives you data-driven insights into what resonates with your patient base. Want to test whether mentioning new patient specials upfront increases conversions? Curious if a warmer tone performs better than clinical professionalism? We can configure different approaches and provide you with performance data to inform your marketing decisions. This testing capability helps you continuously improve your patient communication ROI.

We provide custom pricing because every DSO and dental group is different. We offer everything from tiered pricing based on volume to flexible pricing based on how many locations you'd like to onboard. Our pricing models are designed to make economic sense as you scale – the more locations you add, the more efficient the per-location investment becomes. Contact us to discuss a pricing structure that aligns with your growth plans and budget.

Most of our DSO customers go live within 5 business days, though it sometimes takes a few additional days depending on how quickly the DSO can coordinate across locations. Our implementation team works with your schedule and can move as fast or as methodically as you prefer. The process is designed to minimize disruption – your practices continue normal operations while we handle the technical setup and customization behind the scenes.

We build our AI agents customized to each location, even within the same DSO. This approach creates a fully custom AI agent that knows each individual practice well and maintains the specific brand voice and tone – truly functioning as an extension of your team. Whether you have a pediatric brand or an oral surgery practice requiring clinical professionalism, each location gets an AI that speaks their language while you maintain centralized oversight and reporting.

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 team's deep AI background with multiple Machine Learning and AI patents 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. We also share customer reference calls as part of our process for you to feel comfortable before working with us. 

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.

Resonate AI was founded by Manjot Pal, a Microsoft alum with five AI patents and deep expertise in artificial intelligence. Having dentists in his family, Manjot witnessed firsthand the frustration of missed patient connections and lost growth opportunities. Our team combines AI expertise with dental industry knowledge. We're not just tech people trying to sell to dentistry – we understand your world.

Dental practices face a unique challenge: extremely high call volumes, complex scheduling needs, and patients often in pain who need immediate response. Generic solutions don't understand the nuance between emergency extractions and routine cleanings, or how to handle insurance conversations specific to dentistry. We saw practices losing 30% of their calls and knew that solving this problem right required dental-specific expertise. Plus, with family in dentistry, this mission is personal.

We measure our success by your success – literally. Our customer success team stays hands-on through implementation and beyond. We monitor your metrics, proactively suggest optimizations, and respond to feedback immediately. We're constantly looking for ways to improve your results. We're only happy when you're capturing more patients and growing revenue.

Three ways: First, aggregated learning from millions of conversations helps us identify successful patterns. Second, direct practice feedback shapes our development priorities – if multiple practices need something, we build it. Third, our engineering team constantly refines the AI's language understanding and response generation. Every month, the AI gets better at handling edge cases and delivering natural conversations.

We envision a world where no patient in pain waits for help and no practice misses growth opportunities due to communication barriers. Beyond missed calls, we're building toward comprehensive patient engagement – from first inquiry through treatment completion. Imagine AI that handles the full patient journey, all while maintaining the human touch that builds patient relationships.

While we're young as a company, our technology is built on proven foundations and our founder's deep AI expertise. We've earned trust through transparency – we tell you exactly what we can and can't do. Our clients like Allied OMS and Zen Dentistry stay because we deliver results. Plus, being a startup means we're hungry, responsive, and innovative in ways larger companies can't match. Your success directly impacts ours, so we're all-in on making you successful.

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.

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.

Think of it like a highly trained assistant who's memorized thousands of successful dental conversations. When a patient texts, the AI instantly analyzes their message, understands the intent (scheduling, emergency, question), and crafts a response based on successful patterns. It's not just matching keywords – it understands context. If someone says "my tooth is killing me," it recognizes urgency and responds with appropriate empathy and scheduling priority.

We collect only what's necessary for scheduling and communication: names, phone numbers, preferred appointment times, and general reason for visit. We don't store sensitive medical information in initial conversations. This data is used solely to serve your practice and patients better. Aggregated, anonymous patterns help improve the AI for everyone, but individual patient data is never shared. You own your data and can export or delete it anytime.

Yes, patients have complete control over their communication preferences. They can opt out simply by responding to any message indicating they prefer to speak with human staff. When a patient opts out, our AI immediately recognizes this preference, flags their profile, and ensures all future interactions are handled directly by your team. We believe in patient autonomy and respect individual communication preferences.

Let's be transparent: Our AI excels at scheduling, basic triage, and information gathering. It doesn't provide medical advice, diagnose conditions, or handle complex treatment planning. It can't process payments or access detailed medical records. If a conversation becomes too complex or emotional, it knows to escalate to your team. We built it to do specific things exceptionally well rather than everything mediocrely.

We actively monitor for bias in conversation patterns and outcomes. The AI treats every patient with the same respect and urgency regardless of insurance type, presumed socioeconomic status, or any demographic factors. We regularly audit conversations to ensure equitable treatment and adjust if we see any patterns of concern. Fair access to dental care is part of our mission.

We use aggregated, anonymized patterns to improve the AI's general capabilities, but never individual patient conversations with identifiable information. Think of it like this: if we notice 100 practices successfully handle insurance objections a certain way, we'll enhance that capability for everyone, but without any specific patient's data being exposed or shared.

First, our AI is designed to err on the side of caution – when uncertain, it collects information and escalates to your team. If a mistake occurs, our system flags it for review, your team is notified immediately, and we work to correct it if needed. We also learn from every mistake to prevent recurrence.

Ethics guides every decision. We never use dark patterns to manipulate patients, never share data inappropriately, and never pretend the AI is human when asked directly. We're transparent about capabilities and limitations. Our AI shows empathy because that's good patient care, not because we're trying to deceive. We believe ethical AI builds long-term trust and better patient outcomes.

No, the AI doesn't access detailed medical records or treatment histories. It works with scheduling information and basic intake data only. This is intentional – it protects patient privacy and keeps the AI focused on its core job: capturing opportunities and scheduling appointments. Your sensitive medical data stays exactly where it should: in your secured practice management system.