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Call routing

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Running the phones

At home

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Who it’s for

Offices and practices

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Every chair is full. Every call still gets answered.

One screen shows the front desk who’s calling, who’s waiting and who’s free. Patients wait their turn or ask for a call back, an AI receptionist can take lunch, and recall calls end with a recorded reminder when nobody picks up.

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Example DentalDay sheet · Tuesday, November 3
  1. 8:12A new patient, answered after 0:40 in lineFront desk
  2. 10:30Every chair full: two patients asked for a call backFront desk
  3. 12:31A toothache, wants tomorrow morningAI receptionist
  4. 3:40Recall calls: six reminders leftVoicemail drop
A sample practice’s Tuesday: three chairs booked solid, and how each call was taken.
Front desk

Who’s calling, who’s waiting, who’s free.

The front desk page puts the practice’s calls on one screen. Answer the patient ringing, take the next one in line, hold one while you check the schedule, and pass a call to whoever’s free by pressing them or dragging the call onto them.

Front desk: Maya Chen on the call with Hold, Transfer and Park, two patients waiting with Take, one on hold with Resume, and everyone’s state, Hygiene free
  • Patients in line, in orderCallers wait for the next free person, oldest first, or leave their number for a call back instead of holding.
  • Talk first, or send it nowTransfer at once, talk to the hygienist first, send a caller to voicemail or park them.
  • Everyone at a glanceWho’s on a call and with whom, ringing, on Do not disturb or free, worst news first.
  • Beside the phones you haveIt’s a page in the web portal, so the desk phones and cordless handsets stay as they are.

Front deskCall queuesCallbacks

The phone menu

New patients press 1. In a voice you choose.

Send new patients, appointments and billing each to the right place, with your hours a key away and an after-hours menu once you close. Type the greeting in the practice’s words, pick an AI voice, and the recording is made for you.

Phone menusAI voice greetings

Auto attendants: the main menu with five keys, an hours and directions menu reached from it, and an after-hours menu reached from office hours
A menu greeting written for an AI voice: “Thanks for calling Example Dental. For appointments, press 1…”, with the generated recording to play
AI receptionist · optional add-on

Lunch hour? The phone still gets answered.

Your team’s phones ring first. When nobody can pick up, at lunch, after hours or when every line is busy, the AI receptionist answers in the practice’s name, takes what the patient needs and sends the front desk a summary. Your team books the visit.

  • Your team first. It takes only the calls nobody can.
  • A summary and the whole conversation, in the app and your email.
  • Set up for you, in the practice’s words, and adjusted as you go.

Meet the AI receptionistRecorded calls, summed up

Sample call to Example Dental · 12:31 PM

  1. AI receptionist:Thanks for calling Example Dental. How can I help?
  2. Caller:I have a toothache, and I’m not a patient yet.
  3. AI receptionist:I’m sorry to hear that. What’s your name, and the best number to reach you?
  4. Caller:Maria Gomez, 480 555 0177. Tomorrow morning, if you can.

Sent to the front deskMaria Gomez, a new patient with a toothache, would like the first opening tomorrow morning. Call back at (480) 555-0177.

Sample call

Sam Lee(480) 555-0131 · Voicemail answered0:07

Drop a message

  • Time for your cleaning0:24Dropped
  • Appointment reminder0:18Drop
  • Your crown is ready0:15Drop

Sam Lee · Voicemail dropped · Time for your cleaning

Voicemail drop

Forty recall calls. One recorded reminder.

Working down the recall list? When a patient’s voicemail answers, drop your recorded reminder in one tap. It plays into their mailbox while you dial the next patient, and call history notes which message was left.

  • Record once, use all week. Any recording in your audio files can be dropped.
  • Wherever you call from. On the web, iPhone and Mac, on calls you place.
  • The team can see it. Call history shows the drop and which message it was.

Voicemail drop

One plan for the practice.

$15 a month for each person or shared phone, like the front desk’s, and $2 a month for each number, kept or new. The AI receptionist is an add-on. We move your office number for free, and your old service keeps working until the day we tell you.

PricingFree number transfer

Questions from dental offices.

Do we need special phones for the front desk page?
No. It works in the web portal alongside whatever phones you use. Turn on calls from the browser to answer and transfer from the page itself.
Can the AI receptionist book appointments?
It takes the patient’s details and what they need, and sends your front desk a summary to book in your schedule.
Can everyone on the team use voicemail drop?
Yes, on the web, iPhone and Mac, on calls they place. Any recording in your audio files can be dropped.
Which phones should the front desk use?
Desk phones at the front desk and cordless handsets for the back are common. The app works too.
Can patients text the office?
Yes. Business texting lets the front desk text patients from the office number.
Can we keep our office number?
Yes. We move it for free, and your old service keeps working until the day we tell you.

A front desk that keeps up, however full the chairs.

Check that your office number can come to Kafono, and we’ll set up the menu and the front desk with you.

No number yet? Pick a new one

Rather talk it through? Write to us and a person answers.

A dentist treating a patient in the chair