How is Kairos different from a regular answering service?

A regular answering service takes messages. Kairos books appointments directly into your practice management system, verifies insurance in real time, and captures full patient intake — all in the same call. That means no callback queue for your front desk to work through in the morning.

Will Kairos work with our existing PMS?

Yes. Kairos integrates natively with Dentrix, Eaglesoft, Open Dental, Denticon, Curve Hero, Cloud9, and other major PMS platforms. During onboarding we map your specific scheduling rules and provider constraints so bookings follow your real workflow.

What happens if Kairos can't handle a call?

Kairos has built-in escalation. If a call requires human judgment — a clinical question, a complex insurance dispute, or an emergency — it routes the call to your staff with the full context of what was already captured, so nobody starts from zero.

How long does it take to set up?

Most practices are live within one to two weeks. Setup includes PMS integration, mapping your scheduling rules, and a guided pilot on a subset of your call traffic before switching over fully.

Do we need to change how our front desk operates?

No. Kairos slots in behind your existing phone line and PMS. Your team continues to use their normal workflow — Kairos removes the calls, intake, and verification that were consuming their time, so they can focus on the patients in the office.

How long does onboarding take?

Most practices are live within 1–2 weeks. We handle the integration with your dental system (Dentrix, Eaglesoft, or Open Dental), configure your scheduling rules, and run a guided pilot before going fully live.

Which dental systems does Kairos integrate with?

Kairos integrates natively with Dentrix, Eaglesoft, and Open Dental. We embed directly into your existing system so there's no disruption to your current workflow or data migration required.

Is Kairos HIPAA compliant?

Yes. Kairos is built with healthcare-grade security from the ground up. All patient data is encrypted in transit and at rest, and we sign a BAA with every practice. We are also pursuing SOC 2 Type II certification. We take data security as seriously as you do.

How does scheduling rule customization work?

During onboarding, we map your specific rules: procedure durations, chair constraints, provider availability, protected consult blocks, surgical time blocks, and lab-dependent coordination. Kairos uses these rules every time it books an appointment.

How do patient intake links work?

After a call, Kairos sends a secure SMS link to the patient. They fill out their information, upload insurance card photos, and confirm their reason for visit, all before they arrive. The data flows directly into your system.

What happens when Kairos can't handle a call?

Kairos has built-in escalation logic. If a call requires human judgment (emergencies, complex insurance questions, or anything outside its rules), it routes the call to your staff with full context of what was already captured.

How does the first month free offer work?

When you sign up, your first month of Kairos is on us. No credit card required to start, and no hidden fees. We use that month to handle the full setup: integrating with your dental system, mapping your scheduling rules, and running a guided pilot. At the end of the month, you decide whether to continue on a paid plan. If Kairos isn't the right fit, you walk away with no obligation.

Can I change my plan or cancel at any time?

Yes. There are no long-term contracts. You can adjust your plan (add locations or providers) at any time, and cancellation takes effect at the end of your billing period.

The AI receptionist your dental practice has been missing.

Kairos answers every call 24/7, verifies insurance, captures patient intake, and books appointments — all using your practice's real scheduling rules. No new hires required.

Last updated: July 2026

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First month free · We handle the setup.

HIPAA CompliantBAA IncludedEnd-to-End Encryption

Definition

What is an AI receptionist?

An AI receptionist is software that automatically answers phone calls, captures caller information, and completes tasks like scheduling or insurance verification — without a human needing to pick up the phone. For dental practices, this means every call gets answered, even after hours or during lunch, and front desk staff are freed up to focus on patients in the chair instead of the phone ringing.

Why now

Why dental practices need an AI receptionist

Generic answering services and virtual receptionists aren't built for the complexity of dental scheduling. Kairos is purpose-built for it.

35%

of patient calls go unanswered

15+

hours/week spent on administrative tasks

4–6

disconnected tools per practice

40%

of new patients lost from missed calls

How Kairos compares

Built for dental — not retrofitted for it

Capability	Traditional Front Desk	Generic AI Answering Service
24/7 Availability
Dental-Specific Scheduling Rules	Manual
Insurance Verification	Manual
EHR / PMS Integration
HIPAA Compliance	Manual	Manual

Platform

Everything your front desk needs. Automated

From the first ring to a fully booked chair, Kairos handles patient access end to end, using your clinic's real rules.

Every call is answered on the first ring — after hours, during lunch, on weekends. Kairos captures the reason for the call, triages urgency, and routes the right cases to the right person so nothing slips through.

Appointments are booked against your clinic's real rules — provider availability, procedure duration, chair assignments, and prep time — so the schedule that lands on the calendar is the schedule you can actually run.

Secure intake links go out automatically before the visit. Forms, medical history, insurance, and consent are collected and verified ahead of time, so check-in is just a hello.

Eligibility, copays, and prior authorizations are confirmed before the patient walks in. No billing surprises, no last-minute rescheduling, no front-desk phone trees.

Confirmations go out the moment a booking is made. Reminders, rescheduling, and re-engagement messages for no-shows run on their own — no manual follow-up from your team.

HIPAA-compliant infrastructure with encryption in transit and at rest, role-based access, full audit logs, and a signed BAA. Patient data is protected at every layer.

Kairos

Good Morning, Dr. Patel

Mon, Feb 16 · 14 appointments today

AI Active

Calls Answered

147+23%

New Patients

34+18%

Intake Complete

92%+12%

Chair Utilization

87%+8%

Today's Schedule

9:00 AM

Emily R.

Crown Prep · 90 min

10:30 AM

Marcus T.

Cleaning · 45 min

11:15 AM

New Patient

Ortho Consult · 60 min

1:00 PM

Olivia B.

Filling · 30 min

1:30 PM

Daniel K.

Extraction · 60 min

Intake Status

Emily R.Complete

Marcus T.Pending

New PatientIn Progress

Completion Rate

Common questions

Common questions dental practices ask before switching

For a wider comparison of your options, see our Kairos vs. Arini, Weave, and Dentina comparison, or check how our Open Dental integration works.

How is Kairos different from a regular answering service?: A regular answering service takes messages. Kairos books appointments directly into your practice management system, verifies insurance in real time, and captures full patient intake — all in the same call. That means no callback queue for your front desk to work through in the morning.
Will Kairos work with our existing PMS?: Yes. Kairos integrates natively with Dentrix, Eaglesoft, Open Dental, Denticon, Curve Hero, Cloud9, and other major PMS platforms. During onboarding we map your specific scheduling rules and provider constraints so bookings follow your real workflow.
What happens if Kairos can't handle a call?: Kairos has built-in escalation. If a call requires human judgment — a clinical question, a complex insurance dispute, or an emergency — it routes the call to your staff with the full context of what was already captured, so nobody starts from zero.
How long does it take to set up?: Most practices are live within one to two weeks. Setup includes PMS integration, mapping your scheduling rules, and a guided pilot on a subset of your call traffic before switching over fully.
Do we need to change how our front desk operates?: No. Kairos slots in behind your existing phone line and PMS. Your team continues to use their normal workflow — Kairos removes the calls, intake, and verification that were consuming their time, so they can focus on the patients in the office.

FAQ

Questions practices ask before signing up

Get Started

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