Dental Patient Coordinator that never drops the ball.
Manages the patient experience from first call to treatment acceptance. Built for dental office admin teams that need the work done without more headcount.
“My job is making sure new patient intake + welcome — without anyone on your team having to ask.”
We watched our own dental office admin team burn out on work that never stopped. Dental Patient Coordinators were leaving for better pay, calling out sick, and taking weeks to train — meanwhile the queue kept growing and customers kept waiting. There was no way to hire fast enough.
Hector was built to be the piece of the team that's always there. Not a bot reading from a script, but a worker who knows the systems, the SOPs, and the judgment calls — so your senior people get their time back for the work only they can do.
Hector in their own words.
I'm the dental patient coordinator your dental office admin team leans on when the queue starts stacking. Manages the patient experience from first call to treatment acceptance. I own the work end-to-end — you hand me the inbox, the ticket, or the call, and it gets done right the first time.
Day to day I'm running new patient intake + welcome, treatment plan presentation + financing, recall + reactivation campaigns. I know the systems your team uses, I know what "clean" looks like in this seat, and I don't drop details when the volume climbs.
I work inside your stack, not alongside it. Every action I take is logged, every handoff has context, and your senior people get their time back for the work only they can do.
Hear Hector on a real call.
This is how Hector handles a caller end-to-end — answer, capture, confirm, close. Request a demo to hear one live with your business.
Hector is in production. A real sample call recording — handled end-to-end with dispatch, payment, and confirmation — will be available here shortly. Request a demo to hear one live with your business.
What Hector does best.
Everything Hector does, top to bottom.
These aren’t theoretical. Every item below is part of Hector’s live SOP on real deployments.
- New patient intake + welcome
- Treatment plan presentation + financing
- Recall + reactivation campaigns
- Patient satisfaction follow-up
- Logs every action in your system of record
- Escalates with full context when scope is exceeded
- Runs against SOPs you approve before go-live
- Works inside your stack — no new tools required
How Hector works a typical ticket.
Five steps, every time. Nothing skipped, nothing improvised.
Pick up the work
New dental patient coordinator work lands in my queue — form, ticket, email, or inbound request. I triage within minutes of arrival.
New patient intake + welcome
New patient intake + welcome. Done inside SOP, logged step-by-step, never skipped.
Treatment plan presentation + financing
Treatment plan presentation + financing. Done inside SOP, logged step-by-step, never skipped.
Recall + reactivation campaigns
Recall + reactivation campaigns. Done inside SOP, logged step-by-step, never skipped.
Document + hand off
Every action lands in your dental office admin system of record. If anything exceeds scope, I warm-transfer with full context — your team never starts from zero.
The tools Hector works inside.
Hector plugs into your existing stack. No new tools to learn, no data silos, no black box.
Built for the operators Hector already works with.
Work Hector has already done.
Every role below represents live deployments on real businesses — not theoretical capabilities.
- Primary dental patient coordinatorEmbedded in dental office admin teams
Manages the patient experience from first call to treatment acceptance.
- New patient intake + welcomeDaily workload
New patient intake + welcome · Treatment plan presentation + financing · Recall + reactivation campaigns. Every action logged, every handoff documented.
- Cross-team coordinationInterfaces with dental office admin stakeholders
Works alongside your existing team — never a black box. When scope exceeds the runbook, escalates with full context and proposed next step.
Real calls. Real tickets. Real outcomes.
Request came in via Slack at 9:12 AM. By 10:04 Hector had processed the work, flagged one edge case to the team lead, and closed the loop with a short summary + links to the system of record.
Teams that already hired Hector.
Challenge, solution, and the numbers that changed after go-live.
Professional Services operator missing dental patient coordinator work after hours. Senior staff pulled onto routine tasks; errors stacking up; customer follow-through slipping.
Deployed this worker on the primary new patient intake + welcome flow. Loaded the SOP, wired the integrations, and flipped live inside 48 hours.
Growing professional services team could not hire fast enough to keep up with dental patient coordinator volume. Backlog grew 3x in 90 days; escalations ran hot.
Handed over the routine 80% of the queue. Senior staff kept the judgment calls. Every action logged in the system of record.
Hector vs. hiring a human.
The math, laid out. No salary, no turnover, no sick days.
| Scenario | Human hire | Temp agency | Hector |
|---|---|---|---|
| Annual cost | $52,000 | $75,400 | $4,188 |
| Hours covered | 40/week | 40/week | 168/week |
| Sick days | 10+/yr | 2+/yr | 0 |
| Ramp time | 6–8 weeks | 1–2 weeks | 48 hrs |
| Turnover risk | High | Very high | None |
Pick the bundle that fits your volume.
Buy minutes, not employees. Every plan includes full onboarding and integration. Upgrade or downgrade any month.
- 1,500 minutes / month
- $0.50/min overage
- One AI worker
- Standard SOP training
- Email support
- 5,000 minutes / month
- $0.50/min overage
- Custom SOP + voice training
- CRM / system-of-record integration
- Priority support
- Monthly tuning session
- 10,000+ minutes / month
- $0.50/min overage
- Multi-line / multi-region
- Custom voice + white-glove onboarding
- Dedicated CSM
- Per-team reporting
- SLA + BAA available
Need more volume? See all 14 tiers →
From signup to live in under 48 hours.
Four steps. We handle the technical work. You focus on the SOPs and the first-week review.
Pick your plan
Choose a minute bundle that matches your volume. Most dental patient coordinator ops start on the Starter or Pro tier.
Connect your inbox / ticket system
Hook into your CRM, help desk, or ticket queue. Webhooks or native integrations — we handle the plumbing.
Upload your knowledge
Scripts, SOPs, FAQs, rate cards — anything your dental patient coordinator team would hand a new hire. We train the worker on it.
Go live in under 48 hours
Soft-launch on a small % of traffic, review recordings the first week, then flip to full volume. You stay in control.
What teams say after they hire Hector.
“The turnaround is the best part. Hector processes requests inside an hour that used to sit on our desk for a week.”
“Accurate, on-brand, and never calls out. We trust Hector with work we'd only trust our most senior dental patient coordinators with.”
Everything teams ask before hiring Hector.
Under 48 hours in most cases. We load your dental patient coordinator SOP, wire the integrations, and soft-launch on a small share of traffic so you can review before flipping to full volume.
Hector warm-transfers (or routes the ticket) with a one-paragraph summary: what the caller / customer asked, what Hector already confirmed, and why it's being escalated. Your team never starts from zero.
Whatever your team already uses. Hector pushes actions into your existing dental office admin stack — CRM, ticket system, calendar, SOR — via native integrations or webhooks. No new tool required.
Plans start at $49/month with CRM + 50 voice minutes included. Dedicated minute bundles start at $149/month for 500 minutes. Every minute Hector spends on your work counts toward the bundle. Overage is billed at $0.50/min. No seats, no per-call fees, no hidden add-ons.
Any time. Upgrades prorate instantly. Downgrades apply at the next billing cycle. Your worker keeps its training, voice, and history through any change.
Yes. Hector works every shift, including weekends and holidays. Work that lands at 2 AM gets handled before your team walks in the next morning.
Every conversation is logged, encrypted at rest, and retained per your policy. For dental office admin teams with HIPAA, PCI, or SOC2 requirements, we run on BAA-signed infrastructure with audit trails on every action.
Yes. Book a call with our team — we'll walk you through a live demo of Hector, look at your current dental patient coordinator workflow, and map out what the first 30 days would look like.
Included in your plan.
Live in under 48 hours.
Most teams run dental patient coordinators on the lite bundle or the next one up as volume grows.
