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Get started (Quickstart Guide)

Welcome aboard! 🎉

DentalFlo AI is your clinic's 24/7 virtual receptionist. It answers patient calls, manages bookings, and even helps with payments—all while staying in sync with your Practice Management Software (PMS).

This Quickstart Guide will walk you through the setup. Don't worry—it's simple and you don't need to be "tech-savvy." By the end, your clinic will have an AI assistant that:

  • Books and reschedules appointments without mix-ups.
  • Greets patients by name and provides a personalized experience.
  • Keeps your clinic's schedule and services up to date.
  • Collects payments and sends receipts that reflect your clinic's branding.

Think of it as setting up a smart receptionist who never sleeps.

Step 1: Connect your Practice Management Software (PMS)​

Your PMS is where your clinic keeps patient records and schedules. To work properly, DentalFlo AI needs access to it.

Once connected, DentalFlo AI can:

  • Book and reschedule appointments automatically.
  • Look up patient information to give better responses.
  • Stay updated with your live schedule to prevent double bookings.

Choose your PMS and follow the steps:

Step 2: Add your clinic details​

After connecting your PMS, fill in your clinic information, including:

  • Location and phone number
  • Email address
  • Timezone

Follow the steps in the Clinic Settings guide.

important

Setting the correct timezone is very important—this ensures the AI books appointments at the right time for both you and your patients.

Step 3: Turn on payment collection​

If you want DentalFlo AI to handle payments (for appointments, deposits, or services), connect your Stripe account. Follow the Payments guide for instructions.

tip

You can also customize receipts with your clinic's logo and details, so they look professional and familiar to your patients. See the Receipts guide.

Step 4: Create your first agent​

Now you can create your AI assistant (we call this an agent).

  • Solo agent → Best for smaller practices with one main line of communication.
  • Multi-agent flow → Useful for larger clinics with several dentists, specialists, or branches.

See the DentalFlo AI Agents guide for step-by-step instructions.

Step 5: Set up your telephony system​

After creating and publishing your first AI agent, you need to connect it to your clinic's phone system so patients can actually reach it. You have three options:

  1. Use your agent's assigned number

    • When you create an agent, it comes with a unique phone number.
    • Share this number as your clinic's contact line. Patients can call or send SMS messages directly to it.

  2. Call forwarding with your current clinic number

    • Keep your existing phone number(s).
    • Ask your telephony provider to forward incoming calls to your agent's assigned number.
    • This way, patients still use the same familiar number, but the AI will handle the calls.
    • You can also request your provider to set specific times and days for call forwarding.
      • For example:
        • 24/7 forwarding if you want the AI to handle all calls.
        • Only during holidays when staff are unavailable.
        • After-hours or specific days so staff can cover business hours and the AI handles the rest.
    • This flexibility lets you balance calls between your clinic staff and DentalFlo AI, any way you prefer.

  3. SIP-to-SIP setup (advanced option)
    If your clinic already uses VoIP phones, you can integrate directly with DentalFlo using SIP (Session Initiation Protocol). This setup avoids call forwarding, reduces delays, and improves audio quality.

    See the SIP URI Transfer guide for detailed setup instructions, including requirements, configuration steps, and troubleshooting.

    Best for: Clinics with PBX or VoIP systems that want the most reliable and cost-efficient option.

âś… You're all set! Your clinic now has a smart, always-available receptionist ready to help your patients.