An AI Agent For The Front-Office Work That Isn’t Patient Records
This page covers the admin side of a practice that doesn’t involve patient health records: supply orders, staff schedules, review reply drafts, marketing, bookkeeping and vendor email. Check your own compliance rules before you connect any system that holds patient information.
From $10/month 30 days free No credit card
Where The Day Goes
-
One Manager, Five Jobs
The same person runs payroll, orders supplies, rebuilds the schedule when a hygienist calls out and answers the landlord. The admin waits until the last patient leaves.
-
Marketing Is The First Thing To Slide
Social posts and review replies drop off whenever the front desk is short a person, and the practice’s Google profile goes quiet for months.
-
Every Vendor Has Its Own Portal
The lab, the supply distributor, the uniform service and the software subscriptions each have a login, an invoice and a due date somewhere different.
What Your Agent Does For You
In the tools you already use, with your own login, one item at a time.
-
Reorder Supplies From Your Distributor
Give your agent the restock list. It signs in to your distributor account, rebuilds the usual order, checks for backorders and stops before checkout for your OK.
- Henry Schein
- Patterson Dental
- Medline
-
Rework The Staff Schedule
When someone calls out or asks for time off, it updates the staff schedule in your shared sheet or calendar and drafts a note to the people who could cover. You pick who gets asked.
-
Draft Review Replies
New Google reviews get a reply drafted in the practice’s voice that never confirms the reviewer was seen or mentions a visit. Nothing posts until you approve it.
-
Keep The Practice’s Posts Going
Tell it the month’s topics, like a new hygienist, Saturday hours or holiday closures, and it drafts posts and Canva graphics for your OK.
-
Get Bills Ready For The Bookkeeper
It downloads lab, rent and supply invoices from vendor portals, files them in a project folder and enters them as bills for approval. Paying waits for you.
-
Handle Vendor Email
A late uniform delivery, the copier lease renewal, a quote from the IT company: it drafts the email, watches for the answer and makes a task when someone owes you one.
Ask In Your Own Words
Type it in a project chat, or send it from your phone. Your agent does the work and reports back in the thread.
- Gloves and prophy paste are low again. Rebuild last month’s Henry Schein order and show me the cart before checkout.
- Maria is out Thursday. Update the staff schedule and draft a note to Jen and Alyssa asking who can cover.
- Two new Google reviews came in overnight. Draft replies, and keep the one-star reply general, no visit details.
- Make three posts for next week: welcome Dr. Patel, our new Saturday hours and the office closing early on the 24th.
- Pull this month’s lab invoices from the portal, save them in the Bills folder and enter them in QuickBooks.
- The copier lease ends in March. Find the renewal terms in our email and draft a note to Ray asking for a better rate.
- Every Friday, check the supply sheet and tell me what’s under the reorder line.
The Plan That Fits
Access limits let the office manager choose which logins each person and agent can use, so agents stay in front-office systems.
Business
$79/mo
Up to 20 people and 50 AI agents. Try it free for 30 days, no card. Your agents run on your own AI plan.
Questions From Medical And Dental Offices
Can we use it with patient information?
That’s outside what this page covers. Octopus Prime makes no health-privacy or other compliance claims, so use it for front-office work that stays clear of patient health information, and check your own compliance rules before connecting anything that holds it.
Can the agent work in Dentrix, Open Dental or our EHR?
Those systems hold patient information, which is outside what this page covers. Talk to whoever handles compliance for your practice before connecting any of them.
How should review replies handle privacy?
Tell your agent your office’s rule. Many practices never confirm that a reviewer is a patient and never mention treatment. Every draft waits for your approval.
Can it order from our supply distributor?
Yes. It uses your own distributor account, with the login kept in the Vault, builds the cart and stops before checkout until you OK it.
Can it answer our phones or send appointment texts?
No. Octopus Prime has no phone line or texting. Keep your phone and reminder systems; the agent handles the desk work behind them.
Can the doctor see what the agent did?
Yes. Put each job in a project with its own chat and project log, and the doctor and manager can read what was ordered, drafted and filed.
Does my agent see my passwords?
No. Your logins stay in your Vault, a safe your agents can use but never read. You connect each app once at Settings › Connections and choose which agents can use it, and you can remove that access at any time.
Hand the busywork to your agent. You stay in charge.
From $10/month 30 days free No credit card
All product names, logos and brands are property of their respective owners. Use does not imply endorsement.
