Every Lead. Every Source. Every Opportunity.
We capture leads from every channel so you never miss a chance to grow.
- Website Forms
- Google Business Profile
- Google Ads
- Facebook Ads
- Instagram Ads
- TikTok Ads
- AI Ads & Campaigns
- Phone Calls
- Missed Calls
- Text Inquiries
U.S.-based team
Patient
Appointment
Growth
From Lead to Scheduled—Here’s What It Looks Like
New lead fills out form or calls your practice.
Desk Pilot receives the lead instantly.
We reach out with the perfect, high-intent follow-up.
We qualify and confirm they’re a good fit for your practice.
We schedule them directly into your calendar.
The appointment appears in your DENTRIX.
Your Front Desk Is Always Open.
- Evenings
- Nights
- Weekends
- Holidays
Patients reach out when it’s convenient for them. We make sure your practice is there when they do.
More opportunities. More appointments. More revenue. Hassle-free.
Proven Results You Can Count On
30%
Increase in New Patient Scheduling
We consistently help practices using Desk Pilot increase their new patient appointments by 30% or more—without increasing ad spend.
+30%
Without
Desk Pilot
With
Desk Pilot
Why Practices Choose Desk Pilot
- U.S.-based healthcare professionals
- 15–20 years of experience as office managers and treatment coordinators
- HIPAA Compliant & BAA on file
- Works inside your system for efficiency you process
- Flexible reporting and full transparency
Works With Your Favorite Tools
eaglesoft
curve
Open Dental
…and more
Live in days, not months
Replacing a front-desk hire takes weeks of recruiting and training. This does not.
Discovery call
Twenty minutes on your call volume, your software, your scheduling rules and where opportunities are leaking today.
Call flow build
We write your greeting, qualification questions, insurance answers and escalation rules. You approve every line.
Team briefing
The receptionists assigned to your practice are trained on your specialty, your providers and your tone.
Go live
We start on your chosen hours, review recordings with you in the first weeks, and tune the script as we learn.
What a caller experiences
Every call follows a structure your practice approves. Nothing is improvised.
-
Seconds 0–10
Answered live, in your name
A trained U.S. based receptionist greets the caller with your approved script and confirms whether they are a new or existing patient.
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The conversation
Qualified and reassured
We identify what the caller needs, answer common questions about services, insurance participation and pricing ranges you have approved, and handle hesitation without pressure. Anything clinical is routed to your team.
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Before they hang up
Booked into your schedule
We open your practice management software, offer real available slots that respect your scheduling rules and provider preferences, and book the appointment while the caller is still on the phone.
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Immediately after
Confirmed and documented
The patient receives confirmation through your normal channel. Your team receives a clean summary of the call: who rang, what they wanted, what was booked, and anything requiring clinical attention.
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Ongoing
Followed up if they did not book
Callers who hesitate and web leads who never called go into a structured follow-up cadence. Persistence is where most healthcare lead conversion is won, and it is the part practices rarely have time for.
Before you hand over the phones
Do we have to change our phone system?
No. Calls are forwarded to us on the rules you choose, whether that is all calls, calls after a set number of rings, or calls only outside your opening hours. Your existing number stays exactly as it is.
What if a caller has a clinical question?
Our receptionists do not give clinical advice. Clinical questions and emergencies follow the escalation path you define during onboarding, whether that is a warm transfer, an urgent message to a named person, or your after-hours protocol.
Can you handle insurance questions?
We answer the questions you approve, such as which plans you participate in and what a new-patient visit typically involves. Anything requiring a benefits check or a clinical judgement goes to your team.
How do you keep the schedule accurate?
Because we work inside your practice management software rather than a separate list, there is no reconciliation step. What we book is what your team sees.
Can we start with just after-hours coverage?
Yes, and many practices do. You can extend to lunch hours, overflow or full coverage once you have seen how the calls are handled.
See What Desk Pilot Can Add to Your Schedule in 45 Days
Experience more calls, more leads, and more new patients—risk free.
Try Desk Pilot for 45 days with our money-back guarantee.