FOR THE FRONT DESK OF A DENTAL OR MEDICAL PRACTICE
A patient CRM for the front, where the phone rings while you are checking someone out.
You hate making people hold. But there is one of you, a patient at the desk and line two ringing. NexaCloser sends the caller a text from the practice so they know you will call back, keeps texts, emails and web requests in one place, and sends the reminders and recall notes for you. It is not a robot on your phones, and it is not your patient record.
30 days free. Card needed, $0 today. Then $97 a month unless you cancel.
Hi, this is Maple Street Dental. Sorry we missed your call. We will call you back shortly, or you can book a new-patient visit here.
Your saved textThanks. Do you have anything Tuesday morning?
We do. 10:30 with Dr. Nguyen. Shall I put you down?
Yes please.
Line two, while you check someone out
FIRST, THIS
"All the front desk does is answer the phone." Sure.
Phones, check-in, check-out, insurance, confirmations, the patient texts, and whoever just walked in. The front has a lot to do, and it is constant.
Nobody here is going to tell you to just pick up faster, or show you a number for what a missed call costs. You already hate letting it ring.
What helps is small. The caller you could not get to hears from you right away. The request does not live in someone's head. The reminders go out without you. And a person stays in charge of every conversation.
WHAT THE DAY IS LIKE
It is not one big problem. It is all of it at once.
The phone rings at check-out
A patient is standing in front of you and line two lights up. Whoever you pick, someone waits. If it goes to voicemail, a new patient may simply call the next office.
Who was calling whom back
A voicemail, a sticky note, a text on the office phone. By the afternoon nobody is sure what was promised, and someone at check-out has to untangle it.
Overdue for recall, nothing booked
The list is right there in your software. Getting through it, between everything else, is another matter.
HOW IT HELPS THE FRONT
A text that holds their place until you are free.
When you cannot pick up, they hear from you anyway
If a call to the practice goes unanswered, the caller gets a text you wrote: sorry we missed you, we will call you back, or book a new-patient visit here. When the desk is clear you call back, and you already know what they need.
- A text in your words, sent when a call is missed
- Their reply lands in one inbox the whole front can see
- The call is logged on the patient, so nobody asks who that was
8:56
Missed call
(555) 014-2290, a new number.
Sent to the caller
Sorry we missed you. We will call you back shortly.
James O.
Thanks. Do you have anything Tuesday morning?
New patients book a first visit themselves
Put the visit types you choose on a booking page: a new-patient exam, a cleaning, a first call. They pick a time that is really open, and the confirmation and reminders go out by text or email. You decide how far ahead and how many a day.
- Only the visit types you want bookable online
- Reminders a few days before and the morning of
- A reply to a reminder lands in the inbox, early enough to fill the spot
New-patient visit
Tue, 10:30 am
- Confirmation sent
- Reminder: Sun 10:30 am
- Reminder: Tue 8:30 am
A friendly nudge for "overdue for recall, nothing booked"
When a visit is done, a timer starts. If nothing is booked when it runs out, the patient gets a short note from the practice with the booking link. A new-patient request with no visit booked gets one follow-up, then a task for the front.
- Recall notes by visit type
- One follow-up on a new-patient request, then a person
- Everything stops the moment they book or reply
When
Overdue for recall, nothing booked
- 1
Send the recall note with the booking link
- 2
Booked: stop
- 3
No reply in a week: one more note
- 4
Still nothing: a task for the front to call
ALSO INCLUDED
One inbox for the front
Patient texts, email and the form on your website in one place, with notes for the team. The afternoon shift sees what the morning shift said.
New patients at a glance
New request, booked, seen, recall due. One board, so it does not live in anyone's head.
A simple count
How many new-patient requests came in this month, from where, and how many are on the schedule.
WHAT IT IS NOT
Honest about what this does not do.
Not a robot on your phones
Nobody talks to a machine. The automatic part is a text you wrote, and a person takes it from there. There is an AI agent for WhatsApp in the product. It is off unless you turn it on.
Not your patient record
Charts, treatment plans, insurance and billing stay in your practice software. We make no HIPAA claim. Keep clinical details out of messages.
Not here to replace the front
It takes chores off the desk. It does not do the job of the person sitting at it.
No contract
Month to month. $97 for the practice, however many people work the front. Texts and calls are billed as you use them.
ONE CALL, START TO FINISH
From a missed call to a booked first visit.
Line two rings
You are checking a patient out and cannot get to it. It rings through.
They get a text
Sorry we missed you. We will call you back shortly, or you can book a new-patient visit here.
You call back
When check-out is done, you call. You already know it is a new patient who would like Tuesday morning.
They are on the schedule
Booked, confirmed, reminded. If they have to cancel, you hear early enough to fill the spot.
QUESTIONS
What the front would ask
Does this replace Dentrix, Open Dental or our practice software?
No, and nobody has to be retrained on it. Charts, treatment plans, insurance and billing stay where they are. NexaCloser sits in front: missed calls, new-patient requests, first-visit booking, reminders and recall notes.
Is this an AI receptionist?
No. Callers do not talk to a machine. When a call is missed they get a text you wrote, and a person at the front takes it from there. There is an AI agent for WhatsApp in the product. It is off unless you turn it on.
Is it HIPAA compliant?
We make no HIPAA claim and do not offer a business associate agreement today. Use it for names, contact details, appointment times and follow-up, and keep clinical information out of messages and notes. This is general information, not legal advice.
We are a therapy or chiropractic practice. Does it fit?
For the same front-desk jobs, yes: a text after a missed call, booking a first session, reminders. If you are solo with no admin, it does the reminding and the wait-list messages so it does not have to be you. It is not an EHR.
Is there a contract?
No. It is month to month: $97 for the practice, however many people are at the front. Texts and calls are billed as you use them. The first 30 days are free: card needed, $0 today, and you pay nothing if you cancel before day 30.
FROM THE BLOG
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See how it works for
Home services
A text back in your name, quotes followed up once, tune-up reminders. No leads to buy.
Roofers and contractors
Every estimate followed up with a reason, claims kept moving, contracts signed online.
Cleaning businesses
One text back, one follow-up, a deposit on the first clean. No chasing, no app for clients.
Hold their place until the desk is clear.
30 days free. Card needed, $0 today, then $97 a month unless you cancel. No contract. Onboarding call with a founder after you start.