For orthodontic practices · Meet Ava

The new-patient calls you're missing are worth more than your entire payroll.

Ava is an AI receptionist built for orthodontic practices. She answers every call, every text, every after-hours enquiry — books the consult, screens NHS vs private, quotes treatment ranges and finance options, and hands a fully-prepped lead to your treatment coordinator by morning. Plugs into Software of Excellence, Carestream R4, iSmile and Dentally. Same close rate, fewer leaks.

Book a 20-min walkthrough

On the call: we'll listen to a sample of your recent calls together, show you Ava handling them, and you'll get the ROI maths against your actual case value and consult volume. No slide deck.

What changes in the first 30 days

Not features. The five leaks owners actually lose money on.

What's broken

The after-hours and lunch-hour black hole — nearly 100% of evening calls roll to voicemail, and fewer than 20% of those callers leave a message.

What Ava does

Picks up at 11pm on a Sunday the same way she picks up at 11am on a Tuesday. Books the consult before the parent has finished their cup of tea.

What it means

New-patient consults that currently leak to the practice your patient Googled second.

What's broken

Seven in ten new-patient calls open with "how much is Invisalign?" — and your front desk isn't supposed to quote.

What Ava does

Gives the case-value range you've pre-approved, screens NHS vs private cover, and pre-fills the finance conversation — in-house monthly plan, Chrysalis Finance or Tabeo — before the treatment coordinator ever picks up.

What it means

The treatment coordinator walks into every consult already knowing the money. Fewer cold leads, more starts.

What's broken

Half the calls are parents trying to work out whether the NHS will cover it — and your front desk doesn't have the time to walk them through it.

What Ava does

Talks parents through NHS eligibility, IOTN scoring, the typical wait, and the realistic private alternative — without pressure, and in plain language. Books the consult either way.

What it means

Referrals from GDPs and paediatric dentists actually convert into booked consultations, not phone tag.

What's broken

A bonding no-show is a £4,500 hole in next week. Retention-phase patients miss appointments at roughly 3× the active-treatment rate.

What Ava does

Texts the day before, the morning of, and reschedules in-thread the moment a parent says they can't make it — in the channel they already prefer.

What it means

Recovered chair time you can point to in Software of Excellence, R4 or Dentally.

What's broken

Early treatment turns into definitive treatment two years later — and roughly half those patients fall out of the funnel between the two, even though they're already on your books.

What Ava does

Books the review appointment in real time, flags the referring GDP on the lead card, and triggers a polite recall sequence at the right age so it never depends on mum remembering.

What it means

Your paediatric pipeline stops leaking patients between early and definitive treatment.

Orthodontic practices miss an average of 30% of incoming calls during business hours — and nearly 100% after 5pm. Voctiv

Real case acceptance averages 64–68% — not the 80–90% most owners assume. The gap between 65% and 85% on 30 monthly consults is roughly £396k a year in production. Gaidge / Planet DDS / Orthia

93% of conversions happen after the sixth follow-up touch — yet only 44% of consulted patients ever get a second touch. Early-to-definitive treatment converts at ~49%; only 38% of retention-check patients routinely show up. HIP / Gaidge / PMC

Ava knows orthodontics

Built for orthodontic practices. Not general dental.

A generic AI receptionist knows "schedule a meeting." Ava knows NHS referral vs private consultation, Invisalign Teen vs fixed appliances vs ClearCorrect, in-house monthly plans vs Chrysalis Finance vs Tabeo, records appointments vs new-patient exams — and the difference between a poking wire at 9pm and a real after-hours emergency.

Triage she gets right

Broken brackets. Poking archwires that need a wax-and-callback vs ones that need same-day. Post-tightening pain (normal) vs swelling that isn't (escalate). Loose bands, separators that fell out, lost retainers, and the after-hours bonding emergency. Pages your on-call doctor by your rules — never blindly.

Routine she handles without escalation

New-patient exams. Records appointments. Invisalign Teen vs fixed appliances vs ClearCorrect cost-range questions. NHS vs private screening. In-house monthly plan, Chrysalis Finance and Tabeo walk-throughs. Early-treatment review bookings. Recall and retention-check reminders. Hand-off notes for the treatment coordinator on every new lead.

What she always escalates

Anything that touches a clinical decision. Treatment-plan changes. Any caller who asks for a person. Refund or complaint calls. Anything the treatment coordinator needs to handle in person — Ava sets the consult, the coordinator closes it.

We over-escalate by design — you'd rather Ava pass you a call that didn't need passing than the other way around.

A skilled treatment coordinator is worth up to a million pounds a year to a practice. Ava's job is to protect that — by handing your coordinator pre-qualified, pre-screened, pre-scheduled leads instead of cold messages off a voicemail.

Integrations

Works with the PMS you already have.

Ava reads and writes to your existing practice management system, two-way. Don't see yours? Tell us on the walkthrough — we add integrations in the order practices ask for them. A founding partner gets to put their PMS at the top of that list.

Software of Excellence (EXACT) Carestream R4 iSmile Dentally Aerona Hippo Hive + yours, on request

90% of customers prefer texting a business over a phone call. Ava confirms, reschedules and recalls over SMS — written back to the PMS you've already paid for, in the language the parent prefers.

Let's do the maths

We won't tell you what you'll save. Tell us your case value and missed-call rate, we'll show you.

What we'll work out together on the walkthrough

New-patient calls per month __
% missed (business + after hours) __
Avg case value (Invisalign / braces) £__
Current case-acceptance rate __%

Monthly captured starts

__ cases

Annualised production lift

£__

Net of Ava's cost

£__

Industry data: at 30 monthly consults and a £5,500 average case, closing the gap between 65% and 85% acceptance is roughly £396k a year in production. Your number is almost certainly different. Let's find it.

What week one actually looks like

No black box. No big-bang go-live.

1

Day 1–3

We listen to a sample of your actual recent calls (with consent). We tune Ava's voice, your case-value ranges, NHS-vs-private screening, finance partners, on-call clinician rules and treatment-coordinator handoff format to match how your practice answers the phone today.

2

Day 4–5

Ava shadows. She listens to real calls but doesn't speak. You see her decisions in a dashboard and tell us where she'd have been wrong before she ever goes live.

3

Day 6–10

Ava takes overflow only — the calls currently rolling to voicemail. Zero risk to your existing flow.

4

Week 3+

Ava answers as primary, your front desk and treatment coordinator back her up. You can pull her off the phones in a single click, any time, forever.

Founding partner offer

We're taking on ten founding practices.

What you get

  • ·White-glove setup, tuned to your practice's actual calls, case values and treatment-coordinator handoff format.
  • ·A direct line to the founder, not a support queue.
  • ·PMS integration priority — your system goes to the top of the roadmap.
  • ·Founding pricing, locked in for the life of the account.
  • ·First practice in your area.

What we ask

A thirty-minute monthly call to tell us what's working and what's not.

That's it. No contract, no minimum term, no exit fee. 30-day pilot: if Ava isn't booking more than she costs, we unwind — no exit fee, you keep the transcripts.

Who's behind this

Built by one person, on purpose.

James Stallwood, founder of VoxalFlow

I'm James. I build VoxalFlow on my own, and Ava is hand-tuned for orthodontic practices specifically — NHS vs private referrals, records vs new-patient exam, in-house plan vs Chrysalis Finance. Generic phone bots don't know the difference.

When you book a walkthrough, you talk to me. When Ava goes live, you've got my number. More about VoxalFlow →

The eight real questions

What practice owners actually ask.

My patients want a real person.
Ava is up-front that she's an AI assistant in the very first sentence of the call. In practice, patients overwhelmingly prefer "instant AI that books me now" to "voicemail and a callback tomorrow." If a patient asks for a person, Ava warm-transfers during business hours and texts your treatment coordinator after hours.
We already have a treatment coordinator.
Ava is your treatment coordinator's intake assistant, not their replacement. She fields the cost, NHS-vs-private and scheduling questions that eat your coordinator's day — so they walk into every consult already knowing the case value, the cover situation, and the finance path. Same close rate, less burnout, more starts. A skilled treatment coordinator is worth roughly a million pounds a year to a practice; Ava's job is to protect that.
What about UK GDPR and patient data?
We structure the data flow to keep clinical data out of the AI layer. A Data Processing Agreement is in place before any deployment, with UK GDPR + Data Protection Act 2018 + ICO-aligned terms. Calls are encrypted, transcripts stored only as long as you want them, and nothing trains a shared model. We follow Caldicott principles on clinical confidentiality and walk your data-protection officer through the stack on the call.
Does it integrate with my PMS?
Two-way sync with Software of Excellence (EXACT), Carestream R4, iSmile, Dentally, Aerona and Hippo Hive. Other systems get a 2–3 week integration window — and as a founding partner, your PMS goes to the top of the roadmap.
What does it cost?
Flat monthly pilot pricing, scoped to your call volume on the walkthrough so we don't quote you wrong. No setup fee for pilot practices. No tiers, no per-seat pricing.
What if she screws up?
Every call is transcribed and reviewable. Every booked appointment requires your confirmation in-app before it locks. First 30 days are pilot — if Ava isn't booking more than she costs, we unwind, no exit fee, you keep the transcripts.
What happens if she's down?
Calls fall back to your existing phone setup. Your line never goes dark.
Can I turn her off?
One click in the dashboard, any time, for any reason. No contracts, no offboarding fee.

Twenty minutes. Your actual calls.

See Ava handle your actual call scripts.

Bring your no-show rate, your average case value, and one tough caller you wish you'd handled better. Leave with a number for what this would do for your practice. No slide deck.

Book a 20-min walkthrough

No deck, no sales team. Founder direct.