Hey Rev, an on-premise AI reception agent, automated check-ins, FAQs, reminders, and scheduling directly on the clinic’s secure local servers
Source: Internal case study, Automate Rev AI
Challenge: Reception bottlenecks created long queues and missed calls
Solution: Hey Rev, an on-premise AI reception agent, automated check-ins, FAQs, reminders, and scheduling directly on the clinic’s secure local servers
Technologies and tools: On-prem LLM deployed locally, Raspberry Pi or mini-server for kiosk, Secure REST API, Google Calendar API, AES-256 encrypted patient database, Local network hosting
Client
Park Place Dental Practice is a busy UK dental practice serving more than 150 patients weekly. Receptionists struggled to manage check-ins, incoming calls, and admin simultaneously. The clinic wanted an AI solution to improve patient flow while ensuring compliance with GDPR and NHS data standards.
Challenge: Reception bottlenecks reduced patient satisfaction
- Queues at check-in – Patients waited up to 5–10 minutes before being registered.
- Missed calls – Staff couldn’t answer phones during peak times, leading to lost new patient bookings.
- Overworked staff – Receptionists split attention between walk-ins, phone calls, and admin, creating stress.
- Patient frustration – Reviews frequently cited “long waits at reception” as a negative factor.
According to NHS Digital, AI-driven automation improves patient flow and reduces waiting times in healthcare settings (NHS Digital).
Solution: Hey Rev on-premise AI reception system
Automate Rev AI installed Hey Rev, a secure on-premise AI receptionist for dentists, directly on the clinic’s local network.
- Self-service kiosk check-in
Patients checked in via a Raspberry Pi-powered kiosk using name, DOB, or booking ID. Data was stored securely in the local patient database. - AI-powered FAQ assistant
Patients could ask about prices, available treatments, or timings and receive instant, clinic-approved answers. - AI scheduling for dentists
Appointment changes, cancellations, and reschedules were handled instantly through Google Calendar integration. - Automated patient reminders
SMS and email reminders reduced no-shows by up to 30%. - Reception notifications
Staff were alerted when patients arrived or if schedules changed unexpectedly. - Analytics dashboard
Managers reviewed check-in times, waiting times, and missed call volumes to optimise staffing.
Results: Smoother patient journeys
- Waiting times reduced by 70%
- Missed calls dropped by 40%
- Patient satisfaction scores increased to 4.8/5
- Receptionists freed from repetitive tasks, allowing them to focus on patient support
Why on-premise AI for dentists is essential
Dental practice automation is no longer just about convenience. With Hey Rev, clinics can manage patient flow, protect sensitive data, and deliver a smoother experience while reducing staff stress.
Call to action
Modernise your reception with AI. Hey Rev delivers secure on-premise automation for dentists, improving patient flow and reducing admin stress. Book your free demo today.
