AI Receptionist vs Hiring Staff
A part-time evening receptionist costs $25,000-$35,000 per year and still leaves weekends uncovered. An AI receptionist provides 24/7 coverage at a fraction of the cost. Here is the full comparison.
Book a DemoThe key difference
AI Receptionist
24/7 coverage, zero turnover
Answers every call, books appointments into your existing system, handles FAQs, and triages emergencies. Works around the clock without breaks, sick days, or vacation.
- 24/7/365 coverage, including weekends and holidays
- Direct integration with Dentrix, Eaglesoft, Open Dental
- No turnover, no retraining, no sick days
In-House Receptionist
Limited hours, ongoing management
Provides a personal touch during business hours. Handles complex patient conversations and in-person interactions. Limited to scheduled shifts and subject to turnover.
- Coverage limited to scheduled hours only
- Manual booking entry, risk of errors
- High turnover means repeated hiring and training
Side-by-side comparison
| Category | AI Receptionist | In-House Staff |
|---|---|---|
| Hours of coverage | 24 hours a day, 7 days a week, 365 days a year. Evenings, weekends, holidays, lunch hours. | Limited to scheduled shifts. Evenings or weekends require additional hires. |
| Weekend and holiday coverage | Included. No extra cost. Every Saturday, Sunday, and statutory holiday is covered. | Requires separate hires or overtime pay. Most part-time staff do not cover weekends. |
| Overflow during busy hours | Handles unlimited simultaneous calls. No caller ever hears a busy signal. | One call at a time per person. Second and third callers go to hold or voicemail. |
| Booking integration | Writes directly into Dentrix, Eaglesoft, or Open Dental. No manual entry. | Manual entry into practice management software. Risk of double-booking or data entry errors. |
| Training time | Configured in 2-3 weeks. Learns your services, hours, insurance, and FAQs once. Never forgets. | 4-8 weeks to hire and train. Knowledge walks out the door when they leave. |
| Turnover risk | None. The system does not quit, call in sick, or take vacation. | High. Front desk roles in dental offices have frequent turnover. Every departure means retraining. |
| Emergency triage | Identifies emergency language and routes to on-call line immediately. 24/7. | Only during scheduled hours. After-hours emergencies go to voicemail. |
| SMS confirmations | Automatic text confirmation after every booking. Reduces no-shows. | Manual process. Often skipped during busy periods. |
| Multi-location scaling | Add locations by configuring a new instance. No additional hiring. | Each new location requires its own front desk team. |
| Compliance | PHIPA compliant by design. Data encrypted, stored in Canada, no third-party sharing. | Compliance depends on individual training and adherence to protocols. |
When to choose each
Choose AI Receptionist If:
- You need after-hours and weekend call coverage
- You want calls booked directly into Dentrix, Eaglesoft, or Open Dental
- You are tired of front desk turnover and retraining
- You are opening a second or third location
- You do high-value procedures (implants, prosthodontics) where one missed call is $5K+
Keep In-House Staff If:
- You need someone to greet patients in person at the front desk
- You handle complex insurance discussions that require human judgment
- Your practice only operates during business hours with no after-hours demand
The best approach: both.
Most dental practices do not choose one or the other. The AI receptionist handles overflow during busy hours and all calls outside business hours. Your in-house team handles patients who are physically in the office, complex conversations, and the personal touch that keeps patients coming back. The AI is backup, not a replacement. Your front desk gets to focus on what they do best.
The cost comparison
| Cost Factor | AI Receptionist | Part-Time Evening Staff |
|---|---|---|
| Annual cost | Fraction of staff cost | $25,000-$35,000 |
| Coverage provided | 24/7/365 | Evenings only (no weekends) |
| Hiring and training | $0 (included in setup) | $2,000-$5,000 per hire |
| Turnover replacement | $0 | $2,000-$5,000 each time |
| Second location | Configuration only | Another $25,000-$35,000/year |
See the AI receptionist in action.
Book a 20-minute demo. We will run through real call scenarios for your practice type so you can hear exactly what your patients would experience.