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AI Dental Clinic Admin · Australia

Your front desk does not need another dashboard. It needs admin backup.

Maya handles repeatable work around appointment enquiries, recall drafts, intake checks and front-desk handoff—while your team retains every clinical, billing and patient-care decision.

Book a 30-minute load audit Download the scorecard
  • Approval-first
  • No clinical decisions
  • Managed monthly
WORKER / DENTAL-01 IN PRODUCTION
Dental clinic admin

Maya

Administrative capacity for the team already serving your patients.

ON MAYA'S SHIFT
07:00

Prepare benefit eligibility run for operator confirmation

APPROVE
09:00

Prepare overnight appointment enquiries for review

APPROVE
12:30

Check new-patient intake forms for missing fields

CHECK
16:30

Summarise exceptions for front-desk handoff

HANDOFF
MODE HUMAN APPROVALCLINICAL ESCALATE

[ RECOGNISE THE SHIFT? ]

Patients are at the desk.
The admin keeps arriving.

Maya is designed for the work that is important, repeated and constantly interrupted—not the judgment your experienced team was hired to provide.

01

Appointment enquiries

New-patient and existing-patient requests arrive across inboxes and forms while the team is handling the room.

02

Recall preparation

Lists need checking, messages need preparing and the response queue needs a clear owner.

03

Incomplete intake

Missing administrative fields create a last-minute chase before the appointment begins.

04

Eligibility readiness

Authorised benefit checks, identity mismatches and exceptions need resolving before the appointment.

05

Routine follow-up

Standard confirmations and information requests compete with the patients already in the practice.

06

End-of-day handoff

Exceptions are scattered across channels instead of arriving as one prioritised front-desk queue.

[ START WITH ONE FINISHED JOB ]

Choose a workflow.
Define what “done” means.

Maya is not switched on across the whole front desk. A pilot starts with one repeated job, one human owner and one visible completion state.

WORKFLOW / 01APPOINTMENT READINESS

Benefit eligibility handoff

Prepare authorised administrative eligibility checks—including a production CDBS workflow—and turn mismatches or incomplete information into a review queue.

START
Approved upcoming appointment list
DONE
Reviewed status and exceptions reach the front desk
HUMAN
Access confirmation, identity ambiguity and patient advice
WORKFLOW / 02PATIENT FOLLOW-UP

Recall preparation queue

Turn an approved recall cohort into prepared messages, a response queue and a clear handoff without making autonomous booking commitments.

START
Practice-approved recall list and message rules
DONE
Draft batch and exceptions are ready for approval
HUMAN
Message release, booking decisions and clinical questions
WORKFLOW / 03NEW PATIENT ADMIN

Intake readiness check

Check required administrative fields before arrival and give reception one queue of missing items, rather than a last-minute form chase.

START
Submitted intake forms for upcoming appointments
DONE
Complete forms and missing-item queue are separated
HUMAN
Health information, ambiguity and patient contact

Workflow availability depends on the practice's systems, authorised access and acceptance tests. The audit does not require patient information.

[ A JOB DESCRIPTION, NOT A PROMPT ]

What Maya can own.
What Maya must hand back.

GREEN

Administrative work

Configured, tested and measured during the pilot.

  • Classify appointment enquiries
  • Prepare replies from approved practice information
  • Check forms for administrative completeness
  • Prepare authorised benefit eligibility checks
  • Prepare recall and confirmation drafts
  • Maintain a review and exception queue
  • Produce a daily front-desk handoff
AMBER

Human approval

Prepared by Maya; released by an authorised team member.

  • Any outbound patient communication
  • Appointment changes or availability commitments
  • Fee, insurance or payment information
  • Identity or eligibility data mismatches
  • Responses involving complaints or distress
  • Requests outside approved practice policy
  • New or ambiguous situations
RED

Human only

Outside the worker's authority by design.

  • Clinical advice or diagnosis
  • Treatment urgency or prioritisation
  • Prescriptions and medication questions
  • Clinical record interpretation
  • Autonomous billing decisions
  • Emergency or safeguarding judgment

[ PRIVACY BEFORE PRODUCT ]

Patient data is not a demo input.

Every private health provider in Australia has privacy obligations. The load audit uses workflow descriptions and counts—not patient records. Data access is considered only after a written map of purpose, systems, minimum permissions, retention and human responsibility.

Campaign claims follow current OAIC guidance; a practice-specific implementation still requires its own privacy and contractual review.

  1. 01

    Map without records

    Describe the workflow, volume and exceptions. Do not send patient names, files, screenshots or credentials.

  2. 02

    Set minimum access

    Only the systems and fields required for the approved administrative task are considered.

  3. 03

    Test synthetic cases

    Acceptance tests begin with invented examples that cover normal work and failure modes.

  4. 04

    Keep the human owner

    The practice decides who approves, who receives escalations and when the worker must stop.

[ FIELD NOTES: FIRST SKILL IN PRODUCTION ]

CDBS is live.
The controls are visible.

Maya's CDBS eligibility administration skill is live in daily production at an independent Australian dental practice. Each morning, a person approves the run before it starts.

18 of 18
Writable records written and verified
Every record
Read back intact
3 records
Correctly held for human review
14 days ahead
Previously done by hand one day at a time across two systems
307
Automated tests pass
FINDING / 01WRITE BOUNDARY

Never touch clinical notes

Maya writes one managed status line into the practice record and touches nothing else. Every write is read back and verified before the run moves on.

FINDING / 02IDENTITY GUARD

Fail closed, not fast

Identity guards refuse ambiguous writes—including siblings sharing one Medicare card. Exceptions go to a person, never a guess.

FINDING / 03HUMAN CONTROL

Humans hold the keys

The practice keeps its own logins. Staff relay government benefits portal access codes each session, and a person approves every run before it starts.

FINDING / 04DATA BOUNDARY

Patient data stays put

Patient data never leaves the practice's systems and local store. Automated tests use synthetic, deliberately checksum-invalid data only.

[ FREE WORKLOAD SCORECARD ]

Find the one task worth piloting.

Use the 15-minute scorecard to count repeated work, mark approval boundaries and identify a measurable first workflow.

Download PDF No patient information required.

[ THE FOUNDING PILOT ]

One worker. One workflow.
Ninety days to prove it.

WEEK 1

Map and baseline

Document the current task, owner, handling time, exceptions and privacy boundary.

WEEKS 2–3

Configure and test

Set approved information, permissions, synthetic cases and acceptance thresholds.

WEEKS 4–6

Supervised work

Run in approval mode. Review every output, exception and handoff with the front-desk owner.

WEEKS 7–12

Measure and decide

Track approval rate, cycle time, exception rate and admin hours returned before renewal.

FOUNDING PILOTA$2,500activation
THENA$990per month
  • One dental admin workflow
  • Up to two standard integrations
  • Approval-first operation
  • Hosting, monitoring and monthly tuning

[ BEFORE THE AUDIT ]

Questions a careful practice should ask.

Does Maya replace our receptionist?+

No. The campaign is designed around administrative capacity for the existing team. Reception retains patient relationships, exceptions and judgment.

Do you need patient records for the audit?+

No. The audit uses task descriptions, frequency, time bands, systems and exception types. Do not send patient data or credentials.

Can Maya give advice or decide urgency?+

No. Clinical advice, diagnosis, treatment urgency, prescriptions and clinical interpretation are human-only boundaries.

Will this write into our practice software?+

Not by default. Integration feasibility and permissions are assessed after the workflow is chosen. The first pilot may begin with draft and handoff rather than write access.

Can Maya handle CDBS eligibility administration?+

Yes. Maya's CDBS eligibility administration skill is live in daily production at an independent Australian dental practice. It performs authorised checks, prepares a reviewed status list and hands exceptions to a person; every write is read back and verified. Access confirmation, identity ambiguity, patient communication and clinical decisions remain human.

What result do we measure?+

One agreed scoreboard: handling time, cycle time, approval rate, exception rate and administrative hours returned. No generic “AI transformation” metric.

[ START WITHOUT PATIENT DATA ]

Bring the workload.
Leave the records at the practice.

In 30 minutes, map the front-desk job and find out whether one workflow is suitable for a controlled pilot.

Book the Dental Front Desk Load Audit No generic sales demo · Direct with the founder