retune is a chat on your website, not a voice on your phone line. it answers what patients type, from your site's pages and the notes you give it, and it can book a cleaning right in the chat.
retune is free if you run your own copy: it runs on your own computer, with an agent that builds what you ask for.
here's how a week could go. i'll use the practice from the video, bright smile dental in brooklyn. i made it up to show the feature, and dana is made up too.
on monday you open the bookings tab and set your hours. a cleaning is 30 minutes, with 10 minutes after it. friday is a day off, so you block it. nobody can book less than two hours out, or more than two weeks ahead.
on tuesday night dana reads your site and opens the chat. the bot asks for her name and email first. she asks for a cleaning tomorrow morning. nine and nine thirty are taken, so they don't show up.
she taps ten, and she's booked. a confirmation card shows up in the chat, with a button to add it to her calendar. then she asks about saturday for her husband, and the bot shows saturday times.
on wednesday morning her visit is in the bookings tab, with her name, her email and a link to the chat. you can read what she asked before she sits down.
someone else asks if you take their insurance. they get an answer from what you told the bot, not a row of times.
it uses its own calendar. it can't see google calendar, outlook or your practice software, so it doesn't know about visits booked by phone. days off are whole days, not single times. so set the bot's weekly hours narrower than the office's, say two to four each afternoon.
then chat visits only land in those hours. or check the tab against your book each morning.
there's no button to move a visit. if a patient needs to change one, they call you. you cancel it in the tab, and the time opens up again.
it's one calendar per bot and one visit length, and each time can be booked once. so it fits a practice where one chair or one hygienist takes the chat bookings. if two people tap the same time, only one gets it.
if a visit needs a call first, like someone in pain, keep it on the phone. open the prompt tab, where you write the bot's instructions. add a line like "if someone is in pain, ask them to call the office."
you might worry it'll make something up to a patient. when the bot can't answer a question, the question shows up in the gaps tab of your retune account. you write the answer once, and the bot uses it after that.
if you want patients to agree before they chat, there's a privacy tab that asks for consent and hides personal details. ask whoever handles privacy at your office before you switch it on.
booking isn't switched on for new accounts by itself. sign up, then email me at olive@reframe.so and say you want booking on your bot. once it's on, the bookings tab shows up.
you don't start from a blank bot. pick the dental receptionist template, type your practice name and a few notes, and you get a dental greeting and answers to start from. chatbot templates for small business walks through it.
the template asks patients for a name and a phone number. booking also needs an email, so add one in the capture tab. that's the tab where you pick what the bot asks visitors for.
then you paste the bot's embed code into your website, and the chat shows up there. every booking setting is in the appointment booking chatbot steps.
if most of your questions come in after you close, the letter about customers who call when you're closed is about that.
you can sign up at retune.so and start there. or email me for your own copy, and i'll send the steps.
if it's useful, take it. if it's missing something your office needs, tell me what, and i'll tell you if i can build it.
olive