Call tracking for medical and dental practices
Front desks are busiest exactly when the phone rings most. CallRing AI picks up when reception cannot, sends bookings and clinical questions down the right path, and keeps a written record of every call.
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Where medical and dental practices lose calls
Front desks are busiest when the phone rings most
Check-in, check-out, insurance questions and a ringing phone all land on the same one or two people. When several lines ring at once, someone gets a busy signal or a long hold.
New patients try the next practice
A person looking for a dentist or a new doctor usually calls several offices. The one that answers, or captures the call properly, tends to get the appointment.
Calls of different types get the same treatment
A new-patient booking, a question about an existing appointment and a billing query all need different people. A single ring-everyone setup interrupts the wrong person at the wrong time.
After-hours messages are hard to act on
A traditional voicemail box means dialing in, entering a PIN and listening to messages one at a time. Urgent and routine messages sit in the same queue.
Marketing spend is a guess
Practices pay for listings, search ads, referral programs and local sponsorships, but cannot easily tell which of them produces calls from genuinely new patients.
How CallRing AI helps practices
Simultaneous calls handled by a call flow
Your call flow answers every incoming call, so a new patient hears a greeting and a menu instead of a busy signal. Ring-group blocks send each call to whoever is free.
Learn moreRoute by what the caller needs
A short menu separates new appointments, existing appointments and billing. After-hours callers get their own greeting and a way to leave a message.
Learn moreVoicemail you can read
Voicemail transcription turns each message into text, and AI call summaries make it quick to see who called and what they asked, so staff can plan the callback list.
Learn moreSee where new patients come from
Give each listing, ad campaign and landing page a tracking number, then review calls by source to see which marketing brings in new-patient calls.
Learn moreOne workspace per location
Multi-location groups can give each office its own numbers, team members and reporting, with permissions set per workspace and member.
Learn moreExample call flow for a practice
An illustrative flow built from the standard blocks. It keeps the phone menu simple and avoids asking callers for clinical details.
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Greeting: welcome callers and tell them how to reach the office in an emergency.
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Schedule: during office hours continue to the menu; outside hours play the after-hours greeting.
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Call Tree: press 1 for new appointments, 2 for an existing appointment, 3 for billing.
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New appointments: Round Robin across the front-desk team, with a Whisper note such as "New-patient call from the website".
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Existing appointments and billing: Multi-Ringing to the people who handle them.
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No answer or after hours: Voicemail with transcription, so the team reads the messages when the office opens.
Build it yourself in the AI call flow builder.
Live in three steps
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Get a tracking number
Pick a local or toll-free number, or bring the one you already use.
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Build your call flow
Greeting, business hours, menu, and routing, in the no-code flow builder.
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See every call
Source, recording, transcript, AI summary, and CallScore on every call.
Features medical and dental practices use most
Privacy and HIPAA considerations
Medical and dental practices that handle protected health information have obligations under HIPAA. Phone calls, recordings, voicemail and transcripts can contain that kind of information if callers describe symptoms, conditions or treatment.
CallRing AI does not claim to be HIPAA compliant or certified, and nothing on this page is legal or compliance advice. Before you record, transcribe or store calls that may include protected health information, confirm with your compliance advisor whether it is appropriate and what agreements you need in place.
What CallRing AI does provide is the ability to limit exposure: you can leave recording off for a number, add a recording notice to the greeting, design menus that route callers without collecting clinical details, set role-based permissions per workspace, and turn on two-factor authentication.
See our privacy policy for how CallRing AI handles data.
Frequently asked questions
Is CallRing AI HIPAA compliant?
CallRing AI does not claim HIPAA compliance or certification. If your practice handles protected health information, talk to your compliance advisor before recording or transcribing calls, and use the page above to see which controls the product offers.
Can I turn call recording off for medical numbers?
Recording is a setting you control in the call flow, so you can decide which numbers and flows record calls and add a spoken notice where you do.
Can new-patient calls go to different people than billing calls?
Yes. A call menu can send new appointments, existing appointments and billing to different people or groups, with after-hours callers handled separately.
Will patients hear a busy signal if two calls come in at once?
Your call flow answers each call, so callers hear your greeting and menu. Calls can ring a group of numbers, rotate among them, or go to voicemail if nobody is free.
Can I track which marketing brings in new patients?
Yes. Assign tracking numbers to listings, campaigns and landing pages, and each call is attributed to its source. Use Dynamic Number Insertion on paid plans for website visitors.
Does it work for practices with several locations?
Yes. Create a workspace per location with its own numbers, team members and reporting, and set permissions per workspace.
Stop losing calls to the next business on the list
Answer, route, and track every call your medical or dental practice gets. Join the waitlist for free early access.
Free to join Free forever plan at launch
Call tracking for other industries
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