Open Dental stays your practice management system and your schedule. AI Rescheduling reads and writes through Open Dental's documented API with a key you can turn off inside Open Dental at any time. Every new appointment and every Broken original shows up in your Appointments module like any other change. You aren't switching systems or migrating anything, and there's no second schedule to reconcile.
Pick the day, then choose the whole office or the providers who are out. We list the affected appointments from the Open Dental schedule we sync every 15 minutes. On Open Dental, providers are grouped by the dentist of record on each appointment, so hygiene visits appear under their dentist. If only a hygienist or only the doctor is out, uncheck the visits that can stay. You uncheck any others you'd rather handle yourself, such as long surgical cases, write the reason patients will hear, and approve. Nothing is dialed until you do.
Our copy of your schedule syncs every 15 minutes, and appointments deleted in Open Dental don't drop out of it on their own. Before each call, the AI looks the appointment up live in Open Dental. If it has been deleted, the patient isn't called. The check doesn't catch an appointment your team dragged to a new time or broke after you approved the list, so uncheck any you've already handled before you start.
The AI explains why the appointment has to move and offers real openings from your schedule. The patient can take a new time, cancel, or ask for a call back from the office. Call-back requests are passed to your team.
A new appointment is created for the same patient. It keeps the same dentist of record, operatory, length (Pattern) and appointment type. On Open Dental, a hygiene visit is offered times by its dentist of record. The hygienist (ProvHyg) and the hygiene flag are not copied yet, so re-assign the hygienist on any moved cleaning in the Appointments module. We check the provider's time is free before booking, but not the operatory, so when you spot-check, make sure the new appointment isn't sharing a chair. Then the original gets a note and is set to Broken. The new appointment is always created first. If marking the original Broken fails, the patient keeps the new appointment and the original stays Scheduled in Open Dental until someone breaks it. That failure is recorded in our error log, but it doesn't yet appear in your sweep summary, which is why we ask you to spot-check the first runs in the Appointments module. A failure never leaves the patient with no appointment.
AI Rescheduling uses the AI Receptionist (included in the AI Receptionist plan, $499.99/mo), so set the receptionist up with your office's phone number first. Calls then come from that number. If Open Dental is already connected, nothing else is installed: it uses the same API key and the eConnector on your server. If it isn't, we issue the key, and in Open Dental you go to Setup > Advanced Setup > API, check Enabled, click Add Key and paste it. The eConnector has to stay running. The calling has been verified, but we haven't yet run a full end-to-end reschedule on a production Open Dental office. So for your first one or two runs, open the Appointments module afterward and spot-check a few moves: the new appointment in the right column and not sharing a chair, the hygienist set on any cleaning, and the original marked Broken with its note rather than still sitting there as Scheduled.
Open AI Rescheduling, pick the day and the provider who is out, review the list (uncheck any you want to keep, for example if they're only out in the afternoon), write the reason, and approve. For several days, run one per day. The AI then calls each patient and moves them during the call. Only the appointments left checked on your list are called about.
Yes. Pick the date and scope it to the whole office. One run handles up to 80 appointments. On a busier day, split it into runs by provider. Each one is checked live in Open Dental before the call, and anything deleted is skipped. Once you approve, the list is fixed. The AI only skips appointments that were deleted in Open Dental, so uncheck anything your team has already moved or broken before you approve.
Not by dragging it. Open Dental's API could change the appointment's time, but we deliberately mark the original Broken and book a new appointment, so the change shows on the schedule and in your broken-appointment reporting. The new appointment keeps the original's dentist of record, operatory, length and appointment type. The hygienist isn't copied yet, so re-assign it on moved cleanings. You'll see both appointments in the Appointments module.
No. The original is set to Broken and we tell Open Dental not to send it to the Unscheduled List, because the patient already has a new appointment. When a patient cancels on the call without rebooking, it isn't added to the Unscheduled List either, so check the call results for patients who still need a time.
The new appointment is always created first, so the patient never ends up with nothing booked. If marking the original Broken fails, the patient keeps the new appointment and the original stays Scheduled in Open Dental until someone breaks it. That failure is recorded in our error log, but it doesn't yet appear in your sweep summary, which is why we ask you to spot-check the first runs in the Appointments module.
Not by type yet. On the review list before you approve, uncheck any appointment you want your team to handle, and the AI won't call those patients.
No. It makes the routine calls so your team doesn't spend the morning on the phone. Your team still approves every run, handles the appointments they unchecked and any call-back requests, and has the final say on the schedule. For your first runs, we recommend someone spot-checks a few of the moves in Open Dental.
No fee is charged, because the office started these moves, not the patient. You won't get a cancellation alert for each move. Call-back requests and patients we still can't reach after two tries are flagged to your team as they happen. When every call has finished, which includes a retry about two hours later, one summary email lists who was rescheduled, who cancelled, who asked for a call back and who couldn't be reached.
We sign a BAA on every plan, PHI is encrypted at the field level at rest, and access is limited to your practice. The Open Dental API key stays under your control, and you can disable it from inside Open Dental.
When a provider is out or the office closes, AI Rescheduling lists the affected Open Dental appointments for your review, checks each one live in Open Dental before dialing, and calls the patient to move it. A move is written as a new appointment plus the original marked Broken with a note. You decide who gets called by unchecking appointments on the review list. The new appointment keeps the dentist of record and chair, but not the hygienist yet. If the break step fails, the patient stays booked; check the Appointments module after your first runs to catch any original that is still Scheduled. Calling has been verified, but check the first runs in Open Dental yourself before you rely on it.
Open Dental is a trademark of Open Dental Software, Inc. Intake.Dental is an independent product and is not affiliated with, endorsed by, or sponsored by Open Dental Software, Inc.
A provider calls in sick or the office has to close, and a full day of Open Dental appointments has to move. You pick the day and the providers who are out, review the list of affected appointments, uncheck any you want your team to handle, and approve. The AI then checks each appointment live in Open Dental, calls the patient, and moves the visit while they're on the line. Open Dental could slide the appointment to the new time, but then the original would no longer show that the time was given up, and your broken-appointment numbers would never count it. So we book a new appointment and mark the original Broken with a note. It doesn't take over your front desk. It covers the dozen calls nobody has time to make that morning.
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