ReceptionOS is an AI-powered reception automation platform for dental clinics. It handles patient communication 24/7 via phone, email, and SMS, books appointments, collects prepayments, and reduces no-shows by 69%.

How does ReceptionOS reduce patient no-shows?

ReceptionOS automatically sends appointment reminders via SMS and email, collects prepayments at booking, and intelligently fills schedule gaps. This reduces no-shows by up to 69%.

Does ReceptionOS integrate with my dental practice management system?

Yes, ReceptionOS connects with your clinic's calendar through seamless integration with leading dental practice management systems (PMS). It syncs appointments, doctor availability, and patient data.

How much does ReceptionOS cost?

ReceptionOS offers 3 plans: Starter from 1300 PLN/month, Optimum from 2300 PLN/month, and Elite from 3300 PLN/month. Price depends on the number of chairs in the clinic. Starter and Optimum are coming soon, Elite waitlist is open.

Does the AI voicebot sound natural?

Yes, the ReceptionOS voicebot uses advanced AI technology to conduct natural conversations with a human-like voice. Patients can book appointments, ask questions, and get information as if they were speaking with a real receptionist.

What is the Top 1% Digital Clinic Programme?

It's an exclusive ReceptionOS programme limited to one clinic per region. It includes full AI reception automation, priority onboarding, and dedicated support from day one.

Terms of Service — ReceptionOS

Last updated: 9 June 2026

§ 1. General provisions

This is a convenience translation; the Polish version is binding.

These Terms of Service set out the conditions, rules, and scope of use, by natural persons, legal persons, or other organizational units to which the law grants legal capacity, of the "ReceptionOS" web application/platform, which supports communication processes and reservation management. The web application may be used solely on the terms set out in these Terms of Service and in accordance with the provisions of generally applicable law.

These Terms of Service constitute terms of service within the meaning of Article 8 of the Act of 18 July 2002 on the provision of services by electronic means (Journal of Laws of 2024, item 1513, as amended).

RECEPTION OS SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ, entered in the register of entrepreneurs of the National Court Register under KRS number: 0001163060, NIP: 8652589170, REGON: 541238501, contact details: k@receptionos.com, ul. Eugeniusza Kwiatkowskiego 9, 37-450 Stalowa Wola, Poland (the "Service Provider"). The Service Provider is at the same time the owner and operator of the web application.

The Terms of Service are made available free of charge and publicly at https://receptionos.com. The Terms of Service as made available allow their content to be obtained, reproduced, and recorded by means of the ICT system used by the Service Recipient.

The Service Recipient acknowledges and accepts that the provision of the Services using the web application takes place by means of an ICT system that ensures the processing and storage, as well as the sending and receiving, of data through telecommunications networks, in accordance with the wording of the Act on the provision of services by electronic means, as well as by means of an AI system.

In matters not regulated by these Terms of Service, the applicable provisions of law shall apply, in particular the Act of 18 July 2002 on the provision of services by electronic means (Journal of Laws of 2024, item 1513, as amended), the Act of 23 April 1964 — Civil Code (Journal of Laws of 2024, item 1061, as amended), and the Act of 30 May 2014 on consumer rights (Journal of Laws of 2023, item 2759, as amended).

§ 2. Definitions

Unless otherwise stipulated, the following terms shall be understood in the manner set out in these Terms of Service.

Personal Data — personal data within the meaning of Article 4(1) of the GDPR.
Service — a service provided on the basis of the Terms of Service to the Service Recipient, constituting an electronic service.
Service Provider — RECEPTION OS SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ.
Service Recipient — an entity entering into an agreement with the Service Provider for the use of the Service.
Application/Platform — the "ReceptionOS" application used to handle communication and reservation processes.
Error — a malfunction of the Application that prevents or materially hinders the use of its functions, arising from causes attributable to the Application.
AI System — a machine-based system that operates with varying levels of autonomy and that generates outputs (predictions, content, recommendations, or decisions) capable of influencing physical or virtual environments.

§ 3. Services

1. The Service Provider provides the following services to Service Recipients by electronic means using the web application:

making the Application/Platform available,
maintaining access to the functionality of the Application,
technical support in connection with the use of the Application.

2. The detailed scope of functionality and the conditions of use may result from the configuration of the Service Recipient's account.

§ 4. Technical requirements

The Application is available at https://receptionos.com.
The Service Recipient bears the costs of data transmission.
The Application and its content are the subject of the Service Provider's exclusive rights.
Minimum requirements: an up-to-date web browser, a stable Internet connection.
An active Internet connection is required for proper operation.
Registration is necessary for full functionality.

§ 5. Use of the application

Commencing use of the Application constitutes acceptance of the Terms of Service and the submission of declarations regarding:

having familiarized oneself with the Terms of Service,
providing true data,
consent to the processing of personal data,
consent to receiving system information.

The Service Recipient is obliged to use the Application in accordance with the law, the Terms of Service, and good practice.

§ 6. Registration

Registration takes place via the "Create account" function.
Required data: login, email address, password, identification data of the entity (if applicable).
After registration, the Service Recipient gains access to the basic functions of the Application.
The Service Recipient is responsible for the truthfulness of the data and the security of the password.
Logging in is carried out using the login (email address) and password.

§ 7. Fees

The Service Recipient pays a monthly subscription fee in accordance with the Pricing (Annex No. 2).
Fees are payable in arrears, on the basis of an e-Invoice.
Invoices are made available in the Application and sent by email.
In the event of delays, the provision of the Services may be suspended.

§ 8. Technical support

Contact: k@receptionos.com or the help panel in the Application.
The Service Provider ensures the proper operation of the Application.
Maintenance work may cause interruptions in availability.

§ 9. Complaints

Complaints should be submitted to: k@receptionos.com.

They should contain: the details of the person submitting the complaint, a description of the problem, and the expectations.

A complaint is considered within a period of up to 14 days.

§ 10. Protection of personal data

The data controller is the Service Provider.
Data are provided during registration.
Data processing is carried out in accordance with the GDPR.
The Service Recipient has the right to access, rectify, and erase their data.

§ 11. Liability and termination of the agreement

The Service Provider is not liable for interruptions resulting from force majeure, the Internet, or third parties.
The Service Recipient is responsible for using the Application in accordance with the law and the Terms of Service.
The agreement may be terminated subject to a one-month notice period.
A notice of termination may be sent to: k@receptionos.com.

§ 12. Consumer rights

A consumer has the right to withdraw from the agreement within 14 days without giving a reason.
Exceptions are provided for in Article 38 of the Act on consumer rights.
Use of the model withdrawal form (Annex No. 1) is possible but not mandatory.
An ODR platform is available: https://ec.europa.eu/consumers/odr.

§ 13. Final provisions

The Terms of Service may be amended at any time.
Amendments are published on the website and in the Application.
Disputes with a Service Recipient who is not a Consumer shall be settled by the court having jurisdiction over the registered office of the Service Provider.
The Terms of Service enter into force on 1 October 2025.

Annex No. 1 — Model withdrawal form

Place, date ......................

................................................

Consumer's details (first name and surname, contact details)

DECLARATION OF WITHDRAWAL FROM A DISTANCE CONTRACT

I hereby declare that, pursuant to Article 27 of the Act of 30 May 2014 on consumer rights (Journal of Laws of 2023, item 2759), I withdraw from agreement no. ... concluded on .................... concerning the purchase of a service provided through the "ReceptionOS" application introduced by the entrepreneur RECEPTION OS SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ, with its registered office at: ul. Eugeniusza Kwiatkowskiego 9, 37-450 Stalowa Wola.

..................................

consumer's signature

Annex No. 2 — Pricing

The pricing schedule of subscription fees constitutes an integral annex to the Terms of Service and is made available to the Service Recipient in the Application and on the website https://receptionos.com.