Training Your AI on Your Practice

The AI agents in Dental Marketing Tool answer questions, respond to texts, and handle calls on your behalf. To do that well, they need to know your practice. This article walks you through entering your services, pricing, hours, and communication style so the AI responds the way your team would.

Why Training Matters

Out of the box, your AI agent knows how to hold a conversation and book appointments. What it does not know is that your practice charges a certain amount for a cleaning, that you offer same-day emergency visits, or that Dr. Chen prefers a warm and friendly tone on every call. That information has to come from you. The more context you provide, the more accurately the AI represents your practice instead of giving generic answers.

Where to Find the Training Settings

1. From your dashboard, open the AI Agents section in the main menu.
2. Select the agent you want to train, either the voice receptionist or the text and chat agent.
3. Click the Settings tab on that agent's page.
4. Look for the Training or Knowledge panel. This is where all the fields below live.

Practice Information and Hours

Start with the basics. Fill in your practice name exactly as you want patients to hear or read it. Then enter:

• Practice name as patients know it
• Address (the AI can share this when patients ask for directions)
• Phone number and any alternate lines
• Office hours for each day of the week, including days you are closed
• Holiday closures or any recurring days off

Accurate hours are especially important. If the AI tells someone you are open on Saturday when you are not, that erodes trust quickly. You can also manage when the AI is active versus when calls should ring through to your staff by visiting business hours and handoff settings.

Services and Pricing

List the procedures and services your practice offers. You do not need to be exhaustive, but covering your most common services, as well as anything patients frequently ask about, makes a big difference.

• Routine services: cleanings, exams, X-rays
• Cosmetic services: whitening, veneers, bonding
• Restorative services: fillings, crowns, implants, dentures
• Specialty services: Invisalign, sleep apnea appliances, emergency visits

For each service, you can include a general price range or note that pricing varies by case. The AI will relay whatever you enter. If you prefer not to quote prices over text or phone, leave the price field blank and the AI will let patients know pricing is discussed at the appointment.

Personality and Tone

This is where your practice's personality comes through. The platform gives you a text field to describe how you want the AI to communicate. Write it the way you would brief a new front-desk hire.

For example: We are a family-friendly practice. Always be warm and patient. Refer to the doctor as "Dr. Martinez." If someone mentions pain or anxiety, acknowledge it with empathy before moving on. Keep responses brief and avoid dental jargon.

You can also specify things to avoid. If you never offer a specific discount or never discuss a certain competitor, you can note that here. The AI will follow these instructions consistently across every conversation.

Insurance and Accepted Plans

Patients ask about insurance constantly. Enter the insurance plans you accept so the AI can answer accurately. If you are out-of-network but still file claims, you can explain that too. If your accepted plans change, come back and update this section right away.

Saving and Testing Your Training

1. After filling in each section, click Save at the bottom of the training panel.
2. Use the built-in Test or Preview button to send a few sample questions to the AI, the same ones your patients typically ask.
3. If a response is off, go back and add more detail to the relevant field or add a specific FAQ entry to sharpen the answer.

After your training is saved, walk through your conversations regularly to see how the AI is performing. The reviewing AI conversations screen shows every exchange so you can catch anything that needs a correction and refine your training over time.

Once your basic training is solid, consider enabling AI booking so the agent can put patients directly on your schedule without any back-and-forth.