Your clinic can't ride on one person at the desk.
Sick days, lunch, holidays — or the day she resigns and walks out with everything she knew. When your front desk stops, the clinic stops. Vicki is the front desk that never clocks out: always answering, in Portuguese and English, booking into your Newsoft, and winning back the patients slipping away. Your team plus Vicki, dependent on no one.
of calls to dental clinics go unanswered
of patients who can't get through call another clinic
of dental bookings are still made by phone
is the average no-show rate for appointments
Source: dental industry studies. Indicative figures.
Your whole front line rests on one person.
All it takes is one sick day, the lunch hour, a holiday — or the day she resigns and walks out with everything she knew. When your front desk stops, the clinic stops: the phone rings and no one answers, with no record and no alert, and the patient simply calls the next clinic. It happens quietly and your team never even notices. It isn't a call — it's a patient, a treatment, and everything they would have brought after.
Right now, someone is calling your clinic. If your one person is busy or away, that patient is already calling the clinic next door — and you'll never know.
Vicki is the front desk that never clocks out. She answers every time, on the first ring, in the same calm voice, in European Portuguese or English — whether your team is busy, off sick, or the clinic is closed. She never gets sick, never takes holidays, never resigns.
Vicki doesn't replace your reception. She removes the dependence.
Your reception does an excellent job with whoever is in front of them. But one person takes one call at a time — and the second patient hangs up; and when that person is out or leaves, the front line goes quiet. Vicki catches everything that slips through, does the follow-up nobody has time for, and makes sure the clinic never rides on a single person.
While your team is busy
With a patient, on the other line, or at lunch — Vicki answers the calls that would otherwise go unanswered.
After hours and weekends
New-patient calls at night and on weekends stop getting lost. Vicki books at any hour.
The follow-up nobody does
Reminders, confirmations, no-show recovery, review requests and reactivating old patients — without anyone stopping.
The patients you already won are quietly slipping away.
You spend a fortune winning patients and then lose them in silence: no-shows nobody confirmed, people who never rebooked, recare forgotten in a drawer. Between 15% and 20% of appointments end in a no-show — paid dentist time with no revenue — and no one at reception has time to chase each one. The leak is bigger and quieter than any single missed call, and shows on no report. Vicki plugs it: she confirms every visit over WhatsApp, recovers the ones who missed, and reactivates patients who haven't returned in over a year.
Book a demo →Illustrative — real numbers depend on your clinic.
You have no idea how callers are treated — and you can't sit there to check.
Your front line is a closed box: every call is the clinic's first impression, and there's no way to know if it was handled calmly, if the booking was right, if the patient left happy. Vicki opens the box — she answers everyone the same professional way and logs and transcribes every call. You stop guessing and start seeing and controlling your front line.
Always the same voice
Every patient is answered with the same calm and professionalism — no bad days, no rushing, no improvising.
Logged and transcribed
Every call is logged and transcribed. You see what happened at your desk without having to be there.
Stop guessing
You finally know, with real data, how your front line treats patients — and you control it.
Do the math for your clinic
Two values. The math appears on its own.
How much are you losing each month?
Move the two values and watch the math. These are the calls no one answers — and what each new patient is worth.
Estimate. Based on 22 working days per month and assuming about 30% of people who can't get through end up booking once answered.
Dependent on no one, nothing leaking, everything in view.
You don't have to learn anything new or change your software. Vicki fits the way you already work and handles the rest.
A fuller agenda
Every call is answered and booked straight into Newsoft, with the doctors' real availability — no double-booking.
Fewer no-shows
WhatsApp reminders and confirmations before the visit, plus automatic recovery of the ones who missed.
More 5-star reviews
Vicki asks happy patients for reviews: 4 and 5 stars go to Google, lower ratings come privately to the clinic.
A calmer front desk you can see
Your team stops jumping to the phone at every ring and spends time with whoever is in front of them. Every call is logged and transcribed, and complex cases hand off to a person.
Patients notice the clinic that's always there.
The clinic down the road rides on whoever is at the desk, lets it ring, and has a Google profile full of "they don't pick up." Yours never goes dark: it answers on the first ring, in two languages, at any hour, lets no patient slip away, and logs every call. That's the difference between looking like just another practice and quietly being the most modern, dependable, professional clinic in town.
Book a demo →- Rides on one person — one absence and the line stops.
- Loses no-shows and old patients in silence.
- Rarely asks for Google reviews.
- Has no idea how callers are treated.
- Always answers, on the first ring, dependent on no one.
- Confirms every visit and reactivates patients gone for over a year.
- Asks for reviews and climbs on Google.
- Logs and transcribes every call — you see your front line.
One recovered call a month already pays for Vicki.
Like a doctor who examines before prescribing, we start by understanding how your clinic answers, books and recovers patients. Then we build Vicki to fit, and follow the results with real data. The math is simple: if a single new patient is worth over a hundred euros, recovering one call a month already pays for Vicki.
Book a demo →A front desk that never clocks out, no leaks, in full view.
Book a demo. In 15 minutes we'll show Vicki answering without depending on anyone, plugging the leak of no-shows, and logging every call so you finally see your front line. Without changing your system.