Clinic information assistant
Clinic-specific administrative answers with immediate clinical handoff.
- For
- Practice managers at independent dental clinics
- Solves
- Staff repeatedly answer routine service and policy questions.
- Delivers
- Approved administrative answers and handoffs
- Built in
- about 5 weeks of creation time, MVP in 6 days
- Investment
- $11,000 for the MVP, $45,000 for the full product
- Run it
- Inside your business, or as part of your offer to clients
What it does
For practice managers at independent dental clinics, turn clinic-approved service information and administrative policies into approved administrative answers and handoffs.
- Answer opening-hour questions.
- Explain booking steps.
- Retrieve fees with dates.
- Route clinical questions.
- Support approved languages.
- Track knowledge gaps.
What goes in, what comes out
- Clinic-approved service information
- Administrative policies
AI drafts, people review. Source-linked assistant and administrator console.
- Approved administrative answers
- Handoffs
How it works
The workflow
- InStart with
Clinic-approved service information and administrative policies
- 1
Add an approved collection
- 2
Assign source owners and access rules
- 3
Test representative questions
- 4
Let users ask questions
- 5
Retrieve supporting passages
- 6
Answer or request clarification
- 7
Hand off unresolved cases with their context
- OutFinish with
Approved administrative answers and handoffs
AI does the heavy lifting, people stay in charge
Retrieve permitted passages and generate answers constrained to those sources. Use structured rules for transactional facts. Detect missing context and refuse to invent unsupported details. Store reviewer corrections for evaluation and controlled knowledge updates.
What your team sees
Key screens: Patient chat, source library, staff handoff. Give end users a simple search or conversation surface with short answers and expandable citations. Administrators get source status, unanswered questions and handoff queues. Show the source date beside relevant answers. Keep conversation context available to the staff member receiving an escalation. In this product, the first view is patient chat, followed by source library and staff handoff.
Accounts and administration
Source ownership, document permissions, freshness checks, conversation history, human handoff, feedback, test questions, usage limits and access logs.
Integrations and data access
Clinic-approved content and administrative exports. Clinical integrations require separate assessment. Approved knowledge repositories, websites, service desks and staff messaging systems. Validate access inheritance and use read-only ingestion for the initial deployment. These are candidate integration categories, not verified supported connectors.
How we build it
We build with our own AI software development factory, so most implementations take days to a few weeks of creation time, not months. You see working software at every step, and exact timing depends on availability.
- 1
Scoping call
Day 1Thirty minutes on your process, your data and how you want to run it: for your own team, or for your clients. You get a fixed scope and price for the MVP.
- 2
MVP
6 daysOne buyer segment, one recurring use case; first modules: answer opening-hour questions; explain booking steps. Manual review in the loop. Built by our AI software factory.
- 3
Paid pilot
7 daysAccounts, roles, review states, audit trail and the first integration, hardened for two to three paying pilot customers.
- 4
Full product
3 weeksRemaining modules: route clinical questions; support approved languages; track knowledge gaps. Self-serve onboarding, billing, monitoring and the wider integration set.
- 5
Run and improve
MonthlyWe host, monitor and improve it for a fixed monthly fee, or hand it over to your team. How the retainer works.
Why we start with an MVP
An MVP, or minimum viable product, is the smallest version that your users can actually work with. It is not a cheap version of the full solution. It is a test, built to answer the questions that decide whether the rest is worth building.
- Pick the riskiest assumption. Here: will practice managers at independent dental clinics use it to solve "staff repeatedly answer routine service and policy questions"?
- Build only what tests it. One team, one use case, a few core modules. People do the rest by hand for now.
- Run a paid pilot. Restrict the assistant to one collection and test answered, ambiguous and unanswerable questions.
- Measure, then decide. Track correct answers and staff interruptions. Then expand, change course or stop, with evidence instead of opinions.
MVP scope for this solution. Begin with practice managers at independent dental clinics and one recurring use case. Build the first two modules: answer opening-hour questions; explain booking steps. Provide operator assistance for the third module: retrieve fees with dates. Deliver approved administrative answers and handoffs through a manual review queue. Perform other necessary full-scope functions manually during the pilot. Include all applicable access, accuracy and professional-review controls from the start.
After the MVP. After paid pilots establish value, automate the remaining modules: route clinical questions; support approved languages; track knowledge gaps. Add one validated source integration, reusable customer configuration and recurring delivery. Expand to additional teams, document formats or languages only after testing the new scope.
What the build depends on. Permission-filtered retrieval, document versioning, a question evaluation set, staff handoff and a source update process. Reliability depends on source quality and scope.
Investment
A planning range to start the conversation, not a quote. You pay per phase, so you can stop after the MVP.
- Phase 1
MVP
One buyer segment, one recurring use case; first modules: answer opening-hour questions; explain booking steps. Manual review in the loop.
- Phase 2
Paid pilot
Accounts, roles, review states, audit trail and the first integration, hardened for two to three paying pilot customers.
- Phase 3
Full product
Remaining modules: route clinical questions; support approved languages; track knowledge gaps. Self-serve onboarding, billing, monitoring and the wider integration set.
Indicative total, MVP to full product$45,000about 5 weeks of creation time · start with the MVP from $11,000
Running costs per month
A rough indication of monthly hosting and AI model costs once it is live, not tested. Real costs depend on usage, file sizes and the models chosen.
| Stage | Hosting and infrastructure | AI usage | Total per month |
|---|---|---|---|
| MVP and paid pilotabout 3 customers | $50–$100 | $60–$120 | $110–$220 |
| Full productabout 50 customers | $190–$380 | $530–$1,050 | $720–$1,430 |
Run it or resell it
For your own team
Practice managers at independent dental clinics run it inside the business: clinic-approved service information and administrative policies in, approved administrative answers and handoffs out, reviewed by your people.
As part of your offer
Agencies, consultancies and software companies can offer it to their own clients under their brand. We build and maintain it; you sell and deliver it.
Your brand, or this one
Run it under your own brand, or start from this concept style.
- primary
#27913c - accent
#c9548f - surface
#e4f1e7 - ink
#22201e
- Headings
- Manrope
- Text
- Manrope
- Voice
- Careful, kind, clinically plain
Selling it to your own clients: the go-to-market playbook
Pricing to test
Test USD 500-2,000 setup plus USD 150-600 monthly for one defined source collection and usage allowance. Price multi-location deployments and specialist support separately. Validate willingness to pay; these are hypotheses.
Message to test
Clinic information assistant for practice managers at independent dental clinics. Clinic-specific administrative answers with immediate clinical handoff. Demonstrate the claim through a clinic-branded administrative question demo.
Where to find buyers
Dental practice consultants
Lead magnet
A clinic-branded administrative question demo
The first 30 days
- Week 1: interview five prospective buyers in this segment: practice managers at independent dental clinics. Ask to see a recent example of the problem and their current process.
- Week 2: prepare this demonstration using authorized or synthetic material: a clinic-branded administrative question demo.
- Week 3: present it through dental practice consultants and seek one narrowly scoped paid pilot.
- Week 4: review correct answers, staff interruptions, total delivery effort and a concrete renewal decision before increasing scope.
Paid pilot
Restrict the assistant to one collection and test answered, ambiguous and unanswerable questions. Run supervised use before wider rollout. Measure correctness, escalation quality and staff effort. For this solution, use clinic-approved service information and administrative policies and evaluate approved administrative answers and handoffs. Agree success thresholds with the buyer before starting; collect a baseline for correct answers, staff interruptions. A positive signal is payment and repeat use with acceptable quality and delivery cost, not a favorable demo reaction alone.
Success metrics
Correct answers, staff interruptions
Retention and expansion
Review unanswered questions and source freshness monthly. Expand to another source collection or team only after the existing assistant meets its agreed accuracy and handoff criteria.
Why clients would pick it
A maintained domain knowledge collection, realistic evaluation questions, useful escalation paths and integrations in the customer’s daily work. For this solution, build around clinic-specific administrative answers with immediate clinical handoff. This advantage requires execution and accumulated customer trust; the base model alone is not a defensible asset.
Alternatives and positioning
Manual search, static FAQs, general chat tools and support or intranet suites. Differentiate on this specific proposed advantage: clinic-specific administrative answers with immediate clinical handoff. Test it against the buyer's current method on the same task. Competitor coverage and uniqueness have not been established.
Main delivery costs
Document ingestion, retrieval and generation, source maintenance, support, evaluation and staff time handling unresolved cases.
Safeguards
Begin with administrative scope or clinician-reviewed material. Minimize sensitive patient data, restrict access and obtain required organizational review before connecting clinical systems. Validate source access and reviewer availability during the pilot. Maintain customer-level access, data deletion controls and a record of final approvals.