DentMaxAIvoicebot
Together with Utima, we built an AI phone assistant for clinics using DentMax. It answers calls, uses information supplied by the clinic and books available appointments. Staff continue working in their existing system.
Technology
Whenreceptioncannotanswer
Clinics use DentMax to manage appointments, doctor calendars and examination types. At busy times, reception cannot answer every call. Outside opening hours, calls reach voicemail or go unanswered. Staff also answer the same questions about opening hours, parking and appointment preparation each day.
Missed calls can mean missed appointments. Repeated questions take up time that reception staff could spend with patients at the clinic.
The assistant needs to answer from clinic-approved information, book available DentMax appointments and keep a record of each conversation.
AphoneassistantconnectedtoDentMax
We built the assistant on ElevenLabs and connected it to DentMax. It can answer routine questions and book appointments in the calendar reception staff already use.
A clinic can forward all calls to the assistant or use it only when reception is busy or does not answer.
- 01
Clinic number
Full redirect or busy / no-answer overflow.
- 02
ElevenLabs agent
Voice, prompt, knowledge base and tools.
- 03
Devehope backend
Auth, mapping, validation and audit.
- 04
DentMax API
Live availability and reservations.
- 05
Post-call report
Transcript and Gemini summary into Google Sheets.
From an inbound call to a booked slot and a written report.
Answers,appointmentsandreferraltostaff
The assistant answers general questions using selected clinic web pages and a structured record of services, doctors and examination types. If the information is missing, it says so and offers to refer the question to a member of staff.
For bookings, it checks current availability and examination duration through the DentMax API, creates the appointment and confirms it to the caller. Questions requiring identity checks, insurance decisions or clinical judgment are referred to staff.
- 1
Clinic information
Opening hours, services, doctors and clinic policies, using information approved by the clinic.
- 2
Live booking
Checks available appointments and creates bookings directly in DentMax.
- 3
Call modes
Main line, or overflow when reception cannot take the call.
Theassistantrequestsactions;thebackendchecksthem
ElevenLabs handles speech and the conversation. Our backend checks permissions, manages access credentials and keeps each clinic’s data separate. It also validates appointments, prevents repeated requests from creating duplicate bookings and records completed actions.
DentMax credentials stay on the backend. The assistant requests a booking, and the backend validates and submits it to DentMax.
General answers use clinic-approved material. Available appointments come directly from DentMax. Questions requiring medical judgment go to staff.
Speech,bookingrequestsandcallsummaries
Gemini Flash-class models handle the live dialogue, where response speed and reliable use of booking tools matter. After the call, a separate analysis records the outcome, booking result and any need for staff follow-up.
ElevenLabs provides speech generation, interruption handling, telephone connectivity and multilingual support. We built the connection to DentMax and the checks required for booking appointments.
Settinguptheassistantforanotherclinic
Each clinic starts from the pilot configuration. We adjust the greeting and instructions, connect a Twilio number, add the clinic’s information and configure its reporting sheet. We then test the calls and bookings.
Setup depends on DentMax API access and complete doctor and examination records. Staff can review call transcripts and summaries in Google Sheets.
Whattheassistantcando
Answers the phone
Natural speech on the clinic number, as the main line or as overflow when reception is busy.
Uses clinic-approved information
Answers from the clinic’s web pages and supplied records, and refers unanswered questions to staff.
Checks live availability
Checks the doctor, examination type and duration against available DentMax appointments.
Books the visit
Creates the appointment in the calendar reception staff already use.
Writes the report
Saves a transcript and Gemini summary to the clinic’s Google Sheet through n8n.
Hands over when needed
Refers identity checks, insurance questions and matters requiring clinical judgment to staff.
WhatDevehopeandUtimabuilt
ElevenLabs agent layer
Assistant configuration, conversation instructions, workflows, clinic information and telephone setup.
DentMax integration backend
Access controls, separate clinic data, appointment validation and protection against duplicate bookings.
Live and post-call Gemini
Live dialogue and booking requests, followed by a structured call summary.
Reporting and rollout
Call reports in Google Sheets, setup instructions and templates for each clinic’s information.
Phonebookingsintheclinic’sexistingcalendar
The assistant gives clinics another way to answer routine questions and accept bookings. Appointments appear in DentMax, and staff have a written record of each call to review or follow up.
The shared configuration can be adapted for additional clinics, with separate information, access settings and reporting for each one.
Selectedprojects
From regulated FinTech and RegTech platforms to AI systems, marketplaces, and large e-commerce ecosystems.
Lawyers Marketplace
Website and marketplace platform for attorneys and law firms