Your front desk loses half a day a week to calls that went to voicemail, insurance that bounced, and recalls nobody owns.
Nobody is paid to notice. Your agency is paid to make the phone ring, and your software vendors are paid to stay switched on. We’re paid to find where patients and hours slip between them. We pick the one task that costs the most hours, put AI on it with the people who do it, on tools you already have, and leave when it runs without us.
About two minutes. 16 quick taps. You get a scorecard and where to start. Half a day is the goal we set together, not a guarantee.
Not ready for a call? Read the free 15-minute guide for practice owners, or see what ChatGPT says about your practice.
Led by Nick Cheremeteff, a growth strategist with 15+ years of consulting, and Matt Phillips, former COO of a dental growth technology company.
Everyone has tried ChatGPT. Nobody has time to make it stick.
A front desk runs on interruptions. Someone tries an AI tool on a quiet afternoon, it helps once, and by Friday the old way is back because the phones never stopped.
Meanwhile the dashboard says most calls were answered, the recordings say otherwise, and every vendor in the chain gets paid whether or not the patient books. Nobody is paid to notice.
We read your pipe end to end, because that’s where the hours hide.
Before we touch a tool we trace one month of patients through six stages and put a number on each. It shows the task worth fixing first, and it usually shows whether your marketing spend is working. We’ll tell you either way; we don’t get paid on it.
We call it the Pipeline Read. It’s part of every Layer 1 assessment.
Stages 1–3, the marketing, are read by Nick. Stages 4–6, the front desk, are read by Matt.
Listings, rankings, site speed, and AI assistants. When a patient asks ChatGPT for a dentist nearby, are you named?
Ads, landing pages and contact forms. Is the spend reaching the phone, and is the practice email set up to receive it safely?
Call tracking. Which source actually rings?
Read from recordings, not the dashboard. The real voicemail rate.
Insurance hand-offs, pricing answers, emergency routing.
Confirmations, unscheduled treatment, recalls, reviews.
Six front-desk jobs. Named, measured, owned.
We don’t sell “AI transformation”. We pick from six specific jobs, start with the one costing your desk the most hours, and measure it before and after. Clinical AI, like radiograph reading, is a product you buy from your imaging vendor. We focus on the front office: everything between the phone ringing and the patient coming back.
Missed & after-hours calls
Every missed call gets a text back within minutes, and after-hours callers can book or leave a request that’s waiting at 8am.
We measure: Real voicemail rate, read from recordings
Insurance verification
Eligibility, frequencies and patient share checked before the visit, not at the desk while the patient waits.
We measure: Minutes per verification, resubmissions
Reminders & confirmations
Two-way text and email confirmations with a short-notice waitlist, so a cancellation becomes a filled chair.
We measure: No-show and same-day cancellation rate
Recall & reactivation
Overdue hygiene patients found, ranked and contacted in your practice’s voice, including year-end benefits reminders.
We measure: Patients reactivated per month
Unscheduled treatment
Patients with accepted-but-unscheduled treatment followed up on a schedule, with a person approving every message.
We measure: Treatment scheduled from the list
Claims & AR follow-up
Aging claims and balances sorted by priority, with follow-up letters and calls drafted for the team to send.
We measure: Days in AR, balances over 90 days
What you’ll actually gain depends on your patient volume, payer mix and how the desk runs today. The assessment puts a number on it before you commit to anything else.
Front Desk Assessment
A two-week review of your AI tools, privacy setup and patient pipeline. It ends with a written report and a ranked list: do now, do later, never do.
Learn more →Layer 2 · 90 daysSetup & Adoption
A secure, HIPAA-ready setup, training for the people who do the work, and your top three tasks running and measured. By day 90 your team runs it without us.
Learn more →Layer 3 · Optional, monthlyOngoing Advisory
Monthly reporting, privacy checks as tools and rules change, new-tool advice and a quarterly strategy review. Cancel any month.
Learn more →Also available: the Front Desk AI Day, a one-day training for your team. All services →
We’re taking on a small number of founding practices.
Founding practices get preferred terms and a direct line to Nick and Matt. In return, we measure everything before and after, and you let us publish the results, with your approval on every word and never any patient information.
Every practice we work with gets a short adoption report at day 30, 60 and 90: hours before and after, and who owns each task.
It’s how we’ll earn proof the honest way, instead of borrowing it.
Ask about a founding placeAI in a practice is a change problem, not a software problem.
So we work the way change actually happens: start with the willing, prove it on one task, measure the hours, then widen the circle. Our job is to make ourselves unnecessary.
More on how we work →Train
Half a day with the front desk on the tasks they own. No jargon, no engineers required.
Adopt
One task, one owner, one measurable result in the first two weeks.
Deploy
Templates, checklists and the privacy rule written down so anyone can follow it.
Maintain
Monthly check-in, or none. By day 90 your team runs it without us.
Nick builds the plan. Matt makes it work at your desk.
Two named people, not an account team. You’ll know who reads your numbers and who to call.
About us →Nick Cheremeteff
Founder · Growth Strategist15+ years as a growth consultant to e-commerce companies and funded startups. Finds what’s holding a practice back and decides what to fix first.
Matt Phillips
Operations & Systems LeadFormer COO of a dental growth technology company. Sets up the AI safely on the tools you already have, and makes sure your team owns it.
We start with what you already pay for.
Most practices are already paying for AI features nobody switched on. We find them first. If a workflow isn’t worth connecting to your system, we’ll tell you in the assessment rather than build around it for months.
Dentrix & Dentrix Ascend
Most common in independent practices. We work alongside it through its own features and approved connectors.
Eaglesoft
Often has reminder and confirmation features already paid for and switched off. We check first.
Open Dental
The most open to connect to. Usually the simplest path for automations.
Curve & Denticon
Cloud systems common in growing and multi-location groups.
Weave, NexHealth & Dental Intelligence
Phones, messaging and analytics you may already pay for. We switch on what you’re not using before suggesting anything new.
Microsoft 365 & Google Workspace
Set up for HIPAA with a signed BAA, two-step sign-in, data-loss rules and audit logs.
Keep your agency. Keep your phone system. Nobody else is paid to make them work together.
Every vendor around your front desk is paid to keep going. We’re paid to find where patients and hours leak between them, fix it with your team, and step back. You probably need some of these too. We’ll tell you which, and we don’t earn a cent from any of them.
| Half Day Back | Marketing agency | Front-desk trainer | AI receptionist software | General AI consultant | |
|---|---|---|---|---|---|
| Measurable time back for the front desk | ✓ | — | Partly | One task | Partly |
| Reads the whole pipeline, found to kept | ✓ | Front half | — | — | — |
| Written patient-data rule for AI tools | ✓ | — | — | Varies | — |
| Paid by vendors, resale or referral fees | Never | Often | Some | Is the vendor | Rarely |
| A named person checks your numbers | ✓ Nick or Matt | Automated | Coach | Dashboard | Partly |
| When it ends | Day 90, then optional | Retainer | Membership | Subscription | Project |
Typical models, not any named company. Many agencies, trainers and vendors do good work. We work alongside them.
Questions practices ask first.
Is this HIPAA compliant?
Our rule is written down for your team: patient information only goes into tools that have signed a Business Associate Agreement with your practice. Most front-desk tasks don’t need patient data at all. In Layer 2 we set up your email, documents and AI on business plans with a signed BAA and the HIPAA settings switched on. Call recordings are reviewed under your call-tracking vendor’s BAA or exported by your team. Matt Phillips oversees every setup.
Do you sell or resell software?
No. We don’t sell software, resell it, or take referral fees. If we recommend a tool, it’s because it fits your desk and your PMS.
Do we need new software?
Usually not. Most practices already pay for tools with AI built in. We start there.
What does it cost?
The free Front Desk Check and the first call cost nothing. We quote after the first call, once we know the size of the practice and what’s worth doing. Layers 1 and 2 are fixed-price projects, confirmed in writing before we start. Layer 3 is monthly, and you can cancel any month. Any software is paid directly to the vendor, and we tell you that cost up front too.
How long until we see something?
The first working task is live inside two weeks. Adoption across the front desk takes about 90 days.
Are you a marketing agency?
No. Keep the one you have if it’s working. The Pipeline Read will tell you whether it is, and we don’t get paid either way.
Will it work with our practice software?
In most cases, yes. We work alongside Dentrix, Dentrix Ascend, Eaglesoft, Open Dental, Curve, Denticon and the phone and messaging tools on top of them. If connecting a workflow to your system costs more than it saves, the assessment will say so.
Do you do clinical AI like radiograph reading?
No. Clinical AI is a product you buy from your imaging vendor. If you’re considering one, Layer 3 includes an independent review: does it sign a BAA, does it fit your software, and is it worth the cost.
Our team already uses ChatGPT. Is that a problem?
Not by itself. The risk is patient details pasted into free accounts that aren’t covered by a BAA. That’s usually the first thing we fix: an approved tool, a one-page rule, and a quick check of what’s already been shared.
Our email is a Gmail address. Is that a problem?
It can be. A free Gmail or Outlook.com account isn’t covered by a Business Associate Agreement, so patient details shouldn’t go through it. That includes appointment requests from your website form. Moving to Google Workspace or Microsoft 365 on your own domain, with a signed BAA, fixes it. It usually costs a few dollars per person each month, paid to Google or Microsoft directly. We check this in every assessment.
We’re looking at an AI receptionist. Should we wait?
No, but choose carefully. There are dozens, and they all promise 24/7. Before you sign, ask three questions: Will you sign a Business Associate Agreement with our practice? Do you record patient calls, and where are the recordings kept? Do you use our calls to train AI for other practices?
If any answer is vague, keep looking. We don’t sell any of them, so we can tell you which fits your practice software, get the agreement signed, set it up, and make sure someone owns it after go-live.
Why not just train the front desk?
Training tells your team what to say. We change the things around them that send calls to voicemail in the first place, and set up the AI help so it sticks after we’re gone. Keep the training you have.
Do you build custom software?
Rarely, and only when it beats switching on what you already pay for. If we do, you own the code, the data and the documentation.
What happens when a vendor changes their terms or their portal?
That’s what Layer 3 is for. We check agreements and settings as vendors change, and fix anything that drifted the same week.
Can patients find us through AI assistants?
Increasingly, patients ask ChatGPT and Google’s AI answers for a dentist near them. The Pipeline Read checks whether your practice is named, and what to fix if it isn’t. How to check your own practice →