New patients booked, and every patient back for their cleaning

Why dental offices lose patients between two cleanings

Most dental patients don't leave because they were unhappy. They leave because nobody reminded them. The cleaning was due in the spring, the reminder card got lost, the office was too busy to call, and by the fall the patient has drifted to whichever office was closer to work.

Calling overdue patients is the job everyone means to do and nobody has time for. The front desk is answering the phone, checking patients in and dealing with insurance questions. The list of patients who are due grows every week.

Perbene works through that list for you. You set how often each visit type should come back, approve one message, and every day Perbene writes to the patients who are due. It skips anyone who already has an appointment, anyone who heard from you in the last 60 days, and anyone on your do-not-contact list.

New-patient calls, on the first ring

A new patient usually calls more than one office. The first one that answers and offers a time gets the booking. If your phone goes to voicemail at lunch or after 5, that patient is already booked somewhere else by the time you call back.

Perbene answers every call on your office's number, in your office's name. It answers questions about your services, hours, location and policies from what you wrote in your profile, asks whether it's a first visit, and books the patient into a real free time before they hang up.

Every call leaves a recording, a transcript and a short summary attached to the patient, so your team knows who called and what was promised. Perbene says at the start of the call that it is recorded.

Cancellations, reminders and your Google reviews

Every appointment gets a confirmation when it's booked and a reminder before it starts, by text or email. When a patient calls to cancel, Perbene offers to move them to another time right away, so the visit moves instead of disappearing, and the freed hour is open again for the next caller.

Patients who cancelled and never rebooked can get a message too. That rule is separate, and you turn it on and approve its message the same way as the recall.

Reviews matter as much as the phone for a dental office. Perbene answers your Google reviews in your voice: a thank you for the good ones, and the unhappy ones come to you first with a suggested reply.

Perbene never gives dental advice. It books, reminds and answers questions about your services, prices, hours and policies. Anything about a patient's treatment goes to your team.

Setting Perbene up for your office

Setup starts with your website. Perbene reads it and drafts your office's profile: your services, your dentists and hygienists, your hours, your prices and your policies on cancellations and new patients. You correct what's wrong in plain words.

Then you connect a calendar so Perbene can see your real free times, and choose the number patients call: the one you already have, forwarded, or a new one. For recalls, you set the interval on each visit type and, if your past visits live in your practice software, upload them as a CSV export.

You decide what Perbene does on its own. Answering, booking and reminders can run by themselves from the first day, while recall messages wait for your approval. Each morning, you get one page on what happened the day before: who called, who was booked, and what is waiting for you.

When something changes, a new hygienist, holiday hours or a new service, you change it in the profile and Perbene uses the new version on the next call.