Dental practices · GuardenerAI Meetings

New-patient consultation booking for dental practices.

Dental practices use GuardenerAI Meetings to let prospective patients book treatment consultations, such as implant or aligner assessments, from a booking link that only offers a clinician's or treatment coordinator's free time, alongside the practice management system that runs the chair.

High-value treatment usually starts with a consultation, and every day between enquiry and consultation is a day the patient might book elsewhere. A booking link in the first reply closes that gap. Your practice system still runs clinical appointments; GuardenerAI handles the enquiry and the consultation that wins it.

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Consultations, not chair time

Booking links suit the conversations that come before treatment: a consultation with the treatment coordinator, a video call about aligners, a phone call about finance options.

  • One link per consultation type, each with its own length, location and questions.
  • Questions such as the treatment they are interested in, each required or optional.
  • Links belong to a team member, so each coordinator or clinician shares their own.

Only the times that work for the practice

Availability is set per person, with buffers and notice, and busy time on a connected Google or Microsoft calendar is removed.

  • Weekly hours in the practice's time zone.
  • Buffers before and after, and a minimum notice period.
  • Holds that are never confirmed expire, so the slot goes back on offer.

From enquiry to treatment plan

The consultation sits beside the enquiry in the CRM, so the treatment plan opportunity follows naturally.

  • Enquiries arrive as leads; the booking links to the lead when the email matches exactly one record.
  • After the consultation, add outcome notes and open an opportunity for the treatment plan presented.
  • Apply an action plan so the follow-up call after the consultation always happens.

How to set it up

  1. Connect a mailbox for each person sharing a link, or a shared practice mailbox, and connect calendars.
  2. Set weekly hours, buffers and notice for each coordinator.
  3. Create a link per consultation type, with a question about the treatment of interest.
  4. Reply to every new enquiry with the right link.
  5. After each consultation, add notes and open the treatment plan opportunity.

Worth knowing

  • A booking link needs a mailbox to send from: the link owner's connected mailbox, or an active shared mailbox for the organisation. Without one, the link refuses bookings, because the confirmation email carries the customer's only manage link.
  • A booking is linked to an existing person or lead only when the email address matches exactly one record. It never creates a new record on its own.
  • GuardenerAI is not a practice management system or an EHR. Keep clinical appointments and notes in your practice system. HIPAA and BAA support are on the roadmap, not yet delivered, so talk to us before storing regulated health information.
FAQ

Fair questions.

Does this replace our appointment book?
No. Clinical appointments stay in your practice management system. Booking links are for consultations and conversations before treatment.
Can patients pick a specific dentist?
Each link belongs to one team member, so share the link for the clinician or coordinator they should see.
Is it HIPAA compliant?
HIPAA and BAA support are on the roadmap, not yet delivered. Keep clinical detail in your clinical system, and talk to us before storing regulated health information in GuardenerAI.