You are almost there. Before Ira starts taking real patient calls, run through this checklist to make sure everything is configured correctly. Most of these items you have already done – this is your final sanity check.
[ ] PMS connected and syncing – Go to the Patients page and search for a few known patients. Confirm names, contact details, and upcoming appointments are showing.
[ ] Phone number set up – A Savvy Agents phone number is assigned under Workspace > Practice Settings > Phone Numbers.
[ ] Call forwarding configured – If using call forwarding, verify calls from your main practice line are reaching Ira.
[ ] Knowledge base populated – Ira knows your office hours, location, services offered, accepted insurance plans, and answers to common patient questions. Review under Agents > Ira > Knowledge Base.
[ ] Business hours set – After-hours behavior is configured so Ira greets callers appropriately based on the time of day. Check under Workspace > Practice Settings > Office Hours.
[ ] Test call completed – You have called your Savvy Agents number, had a conversation with Ira, and confirmed a transcript appeared in your Inbox.
[ ] Team members invited – Anyone who needs to monitor calls or manage settings has been invited under Practice Settings > Team Members.
[ ] After-hours greeting reviewed – If you customized Ira's after-hours greeting, call outside office hours to hear how it sounds.
Tip
Do not worry about getting everything perfect before going live. Ira improves over time, and you can adjust her behavior at any point. The goal is to get the basics right – fine-tuning comes naturally as you review real conversations.
Day 1-2: Observation. Review every call transcript in your Inbox. You will quickly see what Ira handles well and where she might need guidance. Most practices are pleasantly surprised by the first calls.
Day 3-5: Pattern recognition. You will notice patterns – questions that come up often, appointment types patients request most, or phrasing your patients use. This is great feedback for tuning Ira's knowledge base.
Day 5-7: Confidence building. By the end of the first week, your team will understand how Ira fits into your daily workflow. Most practices increase the volume of calls Ira handles at this point.
Your Inbox is your command center. Every call Ira handles shows up with:
A full transcript of the conversation
A summary highlighting what the patient needed and what Ira did
Outcome tags – whether an appointment was booked, a message was taken, or the call was transferred
Duration and timestamp for each call
Make it a habit to review the Inbox daily during your first week. After that, most practices check once or twice a day.
Ira is trained for routine dental practice calls. She handles:
Booking, rescheduling, and canceling appointments
Answering questions about office hours, location, and services
Looking up patient information
Taking messages for the clinical team
Ira transfers the call or takes a message for:
Clinical emergencies or urgent pain situations
Complex insurance disputes
Patient complaints that need a personal touch
Requests beyond her knowledge base
Adjust these handoff rules under Agents > Ira > Settings.
After reviewing your first batch of transcripts, you might want to:
Add to the knowledge base – If patients ask questions Ira cannot answer, add that information under Agents > Ira > Knowledge Base. Common additions: specific procedure details, parking instructions, new patient paperwork requirements.
Adjust the greeting – Tweak the opening message under Agents > Ira > Settings > Welcome Message.
Update appointment types – If Ira offers types that do not apply (or misses ones that do), verify your PMS sync is pulling the correct types.
See the Customizing Ira guide for the full walkthrough.
Let your staff know Ira is live. Your front desk, office manager, and clinical staff should know:
An AI receptionist is now handling some (or all) incoming calls
Call transcripts are available in the Inbox for review
They can still pick up calls that Ira transfers
Feedback is welcome – if they notice something off, flag it so you can adjust settings
A quick team huddle or email is all it takes.
Important
Do not skip this step. Staff who do not know about Ira may be confused when patients reference a phone conversation that nobody on the team remembers having.
Your practice now has a 24/7 AI receptionist. Here is what to do next:
Check your Inbox daily for the first week
Tune the knowledge base as you spot gaps
Explore other agents – Milo for insurance, Novi for retention, Sia for clinical notes
Download the mobile app (iOS and Android) for on-the-go access to your Inbox, dialer, and Sia
Email: [email protected]
Response time: Within a few hours during business hours (Mon-Fri, 9 AM - 6 PM ET)
We are happy to hop on a call to walk through your setup, review your first week of transcripts, or help fine-tune Ira for your practice.
