Every practice owner, at some point
The agency invoice arrives. You think: "Is this working?" You check your appointment book. It seems busy. But is that the ads or Mrs Patterson's referral? Hello AI gives you one number that answers the question: cost per patient.
You didn't open a practice to chase missed calls.
You are chairside with a patient. The phone rings. Your receptionist is already on another call. That new patient hangs up, Googles the next practice, and books there instead. You never even knew they called.
Meanwhile, your agency sends a monthly report with clicks and impressions. You ask how many of those became patients. Silence. You are making budget decisions blind.
Hello AI handles the phones, books the patients, and shows you exactly what’s working.
One system handles everything your front desk can't.
The full system
From ad click to booked patient — one connected workflow. No handoffs, no gaps, no leads falling through the cracks.
AI Receptionist
Every call answered in under a second. Qualifies patients, answers questions, books directly into your PMS. 24/7.
AI Caller
Recalls, follow-ups, and reactivation — automated. Patients who haven’t visited in 6 months get a call within 60 seconds.
Full attribution
See which channel drives each booking — Google Ads, organic, referral, or Meta. Know your true cost per patient.
Open your phone. See your practice.
Every call, every booking, every dollar — visible before your first patient arrives. No spreadsheets. No guessing.
Built for one practice, not an enterprise
No complex setup. No multi-location features you will never use. One clean view of your calls, bookings, and marketing performance.
Know your real numbers
Cost per patient — not cost per click. Revenue attributed to each channel. The numbers your accountant actually cares about.
Same Monday. Different system.
Follow a real Monday at a single-location practice. Same patients. Same phone calls. Different outcome.
Arrive at practice. Check email. Three form submissions from overnight. Add to "call back" list.
Open Hello AI dashboard on your phone. Three overnight form submissions — all three called by AI within 60 seconds. Two booked. One requested a callback for today.
First patient. Receptionist starts answering phones.
First patient. Receptionist focuses on in-practice patients. AI handles inbound calls.
Receptionist tries to call back form leads between patients. Two do not answer. One has already booked elsewhere.
Agency calls to "check in." Mentions impressions are up 18%. You ask how many patients that produced. Silence.
Check dashboard. Four new patients booked today across Google Ads and Meta. Cost per patient: $94. You know exactly which campaigns produced them.
Two more form submissions. Receptionist is at lunch. They sit in the inbox.
Two more form submissions. AI calls both. One books immediately. One is added to nurture sequence.
Day ends. You have no idea if today's marketing spend produced a single patient.
Day ends. Dashboard shows: 6 new patients today. $564 total acquisition cost. $11,200 estimated treatment value. You know exactly what worked.
Average for single-location practices using Hello AI. Tracked from ad click to booked appointment.
Questions from practice owners
Hello AI plans for a single dental practice start at A$1,299 per month with modular pricing, meaning you only activate and pay for the modules your practice actually needs. There are no lock-in contracts and no hidden setup fees.
The modular structure lets you begin with what matters most to you:
- AI dental receptionist — for after-hours call handling and overflow support
- Marketing engine — for AHPRA-compliant patient acquisition campaigns
- Attribution dashboard — for tracking cost per patient by campaign and channel
Many solo practitioners start with just one or two modules and expand over time once they see measurable return on investment. You can use our ROI calculator to estimate your potential savings and new patient revenue before committing.
Because every module integrates natively with the others, you never pay for duplicate tools or juggle multiple vendor invoices. If your needs change month to month, you can adjust your active modules without penalty. Visit our pricing page for a full breakdown of what each module includes and how costs scale.
Hello AI is designed to replace both your marketing agency and any standalone AI tools with a single integrated platform. Many practice owners come to us after spending thousands per month on an agency that delivers PDF reports full of impressions and click-through rates but cannot tell them how many actual patients those campaigns produced.
The core problem with using a separate agency is fragmentation:
- Ads run in one system
- Call tracking sits in another
- PMS holds the appointment data
- Nobody connects the dots
Hello AI closes that gap by linking every advertising dollar to a booked appointment and, ultimately, to treatment value. Your attribution dashboard shows cost per patient by campaign, keyword, and channel — updated in real time, not in a monthly PDF.
If you are mid-contract with an agency, you can run Hello AI in parallel during the transition. We handle AHPRA-compliant campaigns, Google Ads, Meta advertising, landing pages, and lead follow-up — all under one roof, one invoice, and one account manager who understands dental.
Most dental practices see their first cost-per-patient report within 30 days of going live, with AI calling and receptionist features operational within the first week of onboarding. The exact timeline depends on which modules you activate:
- Week 1: AI receptionist and AI caller go live — they start handling calls and following up on form submissions within five to seven business days
- Weeks 2–4: Marketing engine campaigns ramp up as ads enter the learning phase and optimisation data accumulates
- Day 60+: Full closed-loop data in your attribution dashboard to compare cost per patient across campaigns and channels with confidence
It is important to set realistic expectations: no ethical marketing platform can guarantee a specific number of patients within a fixed period, as results depend on your location, competition, service mix, and ad budget.
What we can guarantee is full visibility into what every dollar produces, from the first click to the booked appointment. That transparency is what allows you to make informed decisions quickly rather than waiting months for a quarterly agency report.
Hello AI integrates natively with the major Australian practice management systems including Dental4Windows, CorePractice, and Praktika. Appointments booked by the AI receptionist or AI caller are written directly into your PMS in real time — no manual data entry and no risk of double-booking.
The integration is bidirectional:
- Reads your available appointment slots to ensure it only offers times that are genuinely open
- Writes confirmed bookings back into your schedule instantly — your front desk sees them as if they entered them
- Feeds treatment data back into the attribution dashboard to calculate true cost per patient
For practices using less common PMS platforms, our onboarding team assesses compatibility during your initial consultation and can build custom integrations where an API or data export pathway exists. Setup typically takes two to three business days for supported systems.
This closed-loop tracking is what separates genuine ROI measurement from the vanity metrics most agencies report — not just cost per lead, but cost per patient who actually sat in the chair.
An AI dental receptionist is an artificial intelligence system that answers phone calls, responds to enquiries, and books appointments on behalf of a dental practice — operating 24/7 without human intervention. Unlike a simple voicemail or IVR menu, it conducts natural, conversational phone calls.
The technology combines advanced speech recognition with large language models trained for dental-specific conversations. Here is what happens when a patient calls:
- Instant pickup: The AI receptionist answers within seconds when your front desk is busy or the practice is closed
- Caller recognition: Greets existing patients by name and identifies their needs — routine check-up, emergency, or specific treatment
- Live booking: Offers available time slots pulled directly from your PMS and locks the appointment into your schedule instantly
Hello AI's AI receptionist integrates with Dental4Windows, CorePractice, and Praktika, ensuring seamless compatibility with most Australian dental practices.
The system is designed to support your reception team — not replace them — by handling overflow calls during busy periods and covering after-hours enquiries that would otherwise go to voicemail and potentially be lost.
Missed calls are one of the largest sources of lost revenue for dental practices, with industry data suggesting that up to 35 percent of calls to dental offices go unanswered during peak hours. Hello AI addresses this through two integrated modules:
- AI receptionist: Acts as a parallel phone line that activates whenever your front desk is occupied or the practice is closed — answers within seconds, holds a natural conversation, and books the appointment directly into your PMS
- AI caller: Follows up on web form submissions within 60 seconds — research shows that responding within the first minute increases conversion rates significantly compared to waiting even 30 minutes
Together, these two modules ensure that no enquiry goes unanswered regardless of when it arrives or how busy your team is.
Every handled call and form follow-up is logged in your marketing dashboard so you can see exactly how many patients were saved from falling through the cracks. For a solo practice handling everything in-house, this can mean the difference between a full appointment book and chronic gaps in the schedule.
Absolutely. Hello AI was built specifically for practice owners who want to grow their patient base without becoming marketing experts. You do not need prior experience with Google Ads, Meta advertising, SEO, or any digital marketing channel.
During onboarding, our team handles everything:
- Campaign setup — keyword research, ad copy, landing pages, and AHPRA compliance
- AI receptionist configuration — connected to your PMS and phone system
- Attribution dashboard — built and ready within the first one to two weeks
Once live, the system runs autonomously. Campaigns are managed by Hello AI's marketing engine without requiring your input. Your role becomes reviewing the dashboard, which shows one simple metric: cost per patient.
If you want to adjust your budget, target a new suburb, or promote a specific service, your account manager handles it. There is no portal you need to learn, no campaign manager you need to master, and no jargon-filled reports you need to interpret. The platform is designed to do the heavy lifting so you can focus on clinical work and patient care.
No. You do not need to change your existing practice phone number. Hello AI uses intelligent call routing that works alongside your current phone system. When a call comes in and your front desk team is available, the call rings as normal. When the line is busy, unanswered, or the practice is closed, the call is seamlessly redirected to the AI receptionist.
From the patient's perspective, the experience is seamless — they dial the same number they always have. There is no separate line to publish, no confusing second number, and no disruption to your existing patient communication.
The technical setup involves a simple forwarding rule that our onboarding team configures for you. Most practices are fully operational within 48 hours of signing up. You retain full control over when the AI activates:
- After-hours only — handle calls when the practice is closed
- Overflow mode — pick up any call that rings more than three times without an answer
- Always on — run as a parallel line alongside your front desk team
You can adjust these rules at any time through your account manager. Your phone number, your brand, your patient relationships — nothing changes. You simply stop losing the calls your team cannot get to.
The Hello AI onboarding process takes approximately two weeks from sign-up to full operation, and requires roughly two to three hours of your direct involvement spread across that period. Here is how it works:
- Week 1 — Strategy and setup: You complete a 60-minute strategy call covering your practice goals, target demographics, and key services. Our team connects your PMS (Dental4Windows, CorePractice, or Praktika), configures your AI receptionist, and sets up call routing on your existing phone number
- Week 2 — Campaigns and dashboard: Our marketing engine builds your Google Ads and Meta campaigns — all reviewed for AHPRA compliance before going live. Your attribution dashboard is configured to track every lead source, call, and booked appointment
- Day 14+ — Go-live: Before launch, you receive a walkthrough of your dashboard so you know exactly where to find your cost-per-patient data
After go-live, your account manager monitors performance during the first 30 days and makes adjustments based on real data. Beyond the initial strategy call, most practice owners spend fewer than 15 minutes per week reviewing their dashboard. The system is designed to run without requiring your daily attention.
Yes. Hello AI gives solo and smaller practices the same marketing infrastructure and responsiveness as a large multi-location group — without the overhead. Bigger practices often dominate local search results not because they deliver better care, but because they have dedicated marketing teams, faster lead follow-up, and larger advertising budgets.
Hello AI levels this playing field in three specific ways:
- AI dental receptionist: Ensures every call is answered — 24/7. Larger practices win patients simply by picking up the phone when others do not
- AI caller: Follows up on web form submissions within 60 seconds, matching the response speed that only well-staffed corporate practices typically achieve
- Marketing engine: Runs AHPRA-compliant campaigns with the same targeting precision used by groups spending tens of thousands per month, but scaled to your individual budget
Your ROI calculator can show you the projected impact based on your suburb, competition level, and current spend. The attribution dashboard then proves whether those projections hold true with real patient data. You do not need to outspend the competition — you need to out-respond them and out-measure them.
Book a 15-minute demo. We'll show you your real cost per patient.