# ReceptionOS — Full Content > AI-powered reception automation platform for dental clinics. This is the full-content companion to /llms.txt: it contains the complete, self-contained description of ReceptionOS — the company, the team, every product and app module (with features and FAQs), pricing, results, and citation guidance — so an LLM can answer questions about ReceptionOS from this single file. ReceptionOS automates front-desk operations for dental clinics, handling patient communication 24/7 via phone, email, and SMS. It books appointments, collects prepayments, reduces no-shows, and gives clinic owners a single source of truth across every patient interaction. Built by a team with over 35 years of family dental clinic experience, trained on 50,000+ authentic reception conversations. - Canonical URL: https://receptionos.com - Languages: Polish (default), English (under /en/...) - Primary market: Poland; active deployments also in the United Kingdom - Last updated: 2026-07-16 ## Entity - Legal name: ReceptionOS sp. z o.o. - Type: Private limited company (spółka z ograniczoną odpowiedzialnością) - Country of registration: Poland - Registered address: ul. Eugeniusza Kwiatkowskiego 9, 37-450 Stalowa Wola, Podkarpackie, Poland - Website: https://receptionos.com - Founder contact: k@receptionos.com - Press contact: Justyna Bik (PR Manager), jbik@innovationshub.pl, +48 600 049 561 - Press kit: https://receptionos.com/press - Stage: Pre-seed (undisclosed funding) - Social: LinkedIn (https://www.linkedin.com/in/klemensgc/), X/Twitter (https://www.x.com/receptionos), Facebook (https://www.facebook.com/profile.php?id=61577133743058) ## Founding team - **Klemens Gąsienica-Ciułacz** — Founder, CEO. Graduate of University of Cambridge (King's College) and TUM. Manages the Apolonia dental clinic network, which he scaled from 1M PLN to over 10M PLN annual revenue. Author of the research paper "Digitizing Polish Dentistry." - **Cezary Michalski** — Chief of Staff & Founder's Associate. Graduate of Universiteit van Amsterdam (Master of Laws — European Competition Law; Bachelor's PPLE). Previously supported Tesla's Autopilot team, coordinating prototype testing across Europe and globally. - **Dr. Jędrzej Gąsienica-Ciułacz** — Investor & Clinical Lead. Graduate of Charité Universitätsmedizin Berlin and Medizinische Universität Wien. Specializes in aesthetic smile makeovers, veneers, and bonding. - **Dr. Jan Kempa** — Investor & Dental Specialist. Graduate of Pomeranian Medical University with certification from the University of Michigan. Specializes in dental implantology and oral surgery. ## The problem ReceptionOS solves Dental clinics lose patients and revenue at the front desk, usually without realizing it: - **Missed calls never call back.** A patient whose call goes unanswered simply calls the next clinic. A single lost implant case is 30,000–40,000 PLN that never comes back. - **Emails left until the evening** are patients who booked elsewhere in the meantime. - **No-shows** block the schedule — on average, roughly 1 in 3 visits is a no-show at an un-optimized front desk. - **No recordings, no accountability.** Owners have no idea what the front desk told a patient, or why the patient left. - **Scattered channels** (one inbox for email, another for SMS, a sticky note on the desk) mean inquiries fall through the cracks with no owner. ReceptionOS turns the front desk into an always-on, self-improving system that measures and fixes these leaks. ## Core capabilities (what ReceptionOS does) - **AI Voicebot** — Answers every incoming call with a natural, human-like voice; books appointments, answers questions, and handles inquiries even after hours, on weekends, and during peak times when every line is busy. - **24/7 Autopilot reception** — Patients can always reach the clinic. No missed calls, no busy lines, no unanswered emails. - **No-show reduction (up to 69%)** — Automated confirmations, reminders, and prepayment collection at booking, plus intelligent filling of schedule gaps. - **Front-desk quality audit** — Mystery-patient testing, conversation analysis, actionable feedback, and ready-to-use scripts to keep service standards high. - **Smart email and SMS** — Centralised patient communication with automated follow-ups, reminders, and empty-slot filling. - **PMS integration** — Connects with leading dental practice management systems (IQ Dental, Estomed, SmartDental, FelgDent — see https://receptionos.com/integracje/) for seamless calendar and appointment sync. - **Google review automation** — Collects 5-star Google reviews automatically after appointments. - **Reception training** — Monthly, data-driven training sessions for front-desk staff. - **Strategy consulting** — Growth planning and strategy sessions with dental clinic experts. ## Products and app modules Each module has a dedicated page — Polish at the path shown, English under /en/... . ### Apollo — the clinic's nervous system, run from WhatsApp - URL: https://receptionos.com/produkt/apollo/ - Summary: Run your clinic from WhatsApp — you ask, and the clinic's nervous system answers and gets things done for you. No dashboards; the data comes to you and delegating takes a single sentence. - How it works: powered automatically by your data (calls, reports, schedules — a pipeline of 6000+ patients, doctor schedules updated every 15 minutes, call transcripts, emails, SMS), controlled through WhatsApp. Early access for select clinics. - Features: - **The clinic's nervous system** — all knowledge about the clinic in one place that AI understands and searches. - **Control via WhatsApp** — ask it like a person ("what was our conversion this week?") and get an instant answer, no panels to open. - **Proactive alerts** — it warns you on its own ("conversion dropped 15%", "12 patients didn't show up — here's the list"). - **Delegation through AI** — write "call back this week's no-shows" and the agent sets up the process and hands tasks to your front desk. You decide how much autonomy to give it; medical and financial decisions always stay with you. ### AI Voice — answers every call, books the visit - URL: https://receptionos.com/produkt/ai-voice/ - Summary: Answers every call — after hours, on weekends, and during peak times — and books the appointment on the spot. Costs less than a receptionist's salary while working around the clock; live in about 30 minutes. - Features: answers 24/7 (zero missed calls); books appointments by connecting to your system (IQ Dental, Estomed, SmartDental, FelgDent) and checking open slots; works alongside your team (bot handles simple requests, people take the tricky ones); trained on recordings from your own front desk so it sounds like your team, not a call center. ### AI E-mail — patient replies in minutes, front desk approves - URL: https://receptionos.com/produkt/ai-email/ - Summary: Patients get an email reply in minutes, not hours — AI writes it and your front desk approves it. Connects to your existing inbox; ready from day one. - Features: ready-to-send replies for approval; auto-replies to routine questions (hours, pricing, directions), personalized with each patient's details; sorts your inbox (new patient / urgent / for the doctor) with no manual triage; learns your style — every edit trains the AI until it writes like your front desk. ### Cloud PBX / VOIP — every call recorded and searchable - URL: https://receptionos.com/produkt/centrala-pbx/ - Summary: A modern cloud phone system that records and transcribes every call, on your own number. Proven across more than 50,000 calls. No new hardware; patients call just like always. - Features: cloud-based phone system on your own number; every call recorded and archived (ends "he said, she said"); automatic transcription, searchable like email, flowing straight into the Communicator; click-to-call and live line status. ### Communicator CRM — one inbox, one patient record - URL: https://receptionos.com/produkt/komunikator-crm/ - Summary: One inbox and one patient record for everything a patient has written — nothing slips through, and every contact has an owner. Connects your existing email; no migration; full history from day one. - Features: one inbox for every channel (email, SMS, website forms, plus calls from your PBX); complete patient history with a clear owner; tasks and accountability so nothing is left hanging; full-text search to find any message by content in seconds. ### Marketing — real campaign ROI per patient - URL: https://receptionos.com/produkt/marketing/ - Summary: Half of most ad budgets is wasted money — ReceptionOS shows which ads actually bring in patients and how much they earn. Stop optimizing for cheap clicks; start optimizing for the patients who stay. - Features: a unique tracking number per ad (patients call as usual, you learn which ad brought them in); every contact tied to its treatment value in your system (implant 30–40k PLN vs. hygiene 200 PLN); real ROI per campaign — spend and revenue side by side, in real time; closed loop with Google Ads so the algorithm hunts for high-value patients on its own. ### CallFlow — a front desk that trains itself - URL: https://receptionos.com/apps/callflow/ - Summary: A front desk that trains itself from your own calls, every week. Runs on your existing recordings, zero work for the front desk, reports automatically every week. - Features: analysis of real calls (scores actual recordings, not textbook theory); a weekly per-person report (three strengths, three things to improve, with quotes); a manager dashboard showing who's improving and who needs attention without listening to recordings; a best-practice library built from your team's best calls. ### ConsultFlow — turn consultations into booked treatment - URL: https://receptionos.com/apps/consultflow/ - Summary: Turns consultations into treatment — AI shows what worked with the patients who said "yes." Analyzes consultation recordings with consent; the dentist works just as before; a report every month. Typically +10–30% of consultations end in treatment. - Features: analysis of real consultations (what sets closed ones apart from the ones where the patient walks); a per-dentist report on where the patient is lost and how to talk price; proven closing prompts; a three-stage plan (physiological, functional, aesthetic) the patient understands. ### ShiftFlow — no more empty chairs - URL: https://receptionos.com/apps/shiftflow/ - Summary: AI arranges dentist shifts so the chair never sits empty. Runs on data from your system; the decision stays on your side; first review within a month. Better occupancy means +15–25% revenue with the same team. - Features: schedule optimization for maximum occupancy (it calculates, it doesn't guess); a utilization map; "what if" simulation before you change the schedule; multiple locations in one schedule with each practice's real constraints. ### smileVisualiser — the new smile, before they say yes - URL: https://receptionos.com/apps/smile-visualiser/ - Summary: Shows the patient their new smile on the spot, before they commit — on the patient's own photo. On a tablet or a TV; no dedicated kiosk needed; package 399 zł/month. - Features: smile detection + AI renders new teeth onto the patient's photo in a few seconds; runs on a tablet or TV; helps patients decide, especially on higher-value treatment plans. ### Treatment Planner — a plan patients understand - URL: https://receptionos.com/apps/treatment-planner/ - Summary: Gives patients a treatment plan they actually understand, with a clear "what, when, how much" timeline — a professional document that sells the treatment, ready before the patient leaves the office. Paste the plan, get a branded PDF in minutes. - Features: a visual treatment timeline (steps, healing phases, order of procedures, cost); a document in your clinic's style (colors, logo, fonts, tone); built from what you already have (paste plan text, an iqdental link, or a CT scan result); available in the patient's language — Polish, German, English, or Ukrainian. ### receptionTV — a waiting room that sells - URL: https://receptionos.com/apps/reception-tv/ - Summary: Waiting-room screens that sell — curated brand films, service ads, and upsell on a single screen. A small, maintenance-free player on any existing screen; controlled remotely. - Features: curated brand films (atmosphere, team, real results); service ads and upsell (whitening, implants, aesthetic medicine) so patients ask in the chair; remote content control from one place. ## PMS integrations ReceptionOS connects natively with the four leading dental practice management systems (PMS) in Poland. receptionOS checks open slots and books appointments directly in the clinic's existing system — no software change required. Running a different PMS? Tell the receptionOS team — they will check whether it can be connected. Overview: https://receptionos.com/integracje/ ### IQ Dental integration - URL: https://receptionos.com/integracje/iq-dental/ - Vendor API documentation: https://iqdental.app/api-docs/index.html - Summary: Native receptionOS integration with IQ Dental for dental clinics. - Features: calendar and open-slot sync; the receptionOS voicebot books appointments directly in IQ Dental; doctor availability awareness; no change to clinic software. ### Estomed integration - URL: https://receptionos.com/integracje/estomed/ - Summary: Native receptionOS integration with Estomed for dental clinics. - Features: calendar and open-slot sync; the receptionOS voicebot books appointments directly in Estomed; doctor availability awareness; no change to clinic software. ### SmartDental integration - URL: https://receptionos.com/integracje/smartdental/ - Vendor setup guide: https://www.smartdental.pl/pomoc/receptionos-konfiguracja.html - Summary: Native receptionOS integration with SmartDental for dental clinics. - Features: calendar and open-slot sync; the receptionOS voicebot books appointments directly in SmartDental; doctor availability awareness; no change to clinic software. ### FelgDent integration - URL: https://receptionos.com/integracje/felgdent/ - Summary: Native receptionOS integration with FelgDent for dental clinics. - Features: calendar and open-slot sync; the receptionOS voicebot books appointments directly in FelgDent; doctor availability awareness; no change to clinic software. ## Pricing plans All prices in PLN, per month, base pricing. Final price scales with the number of chairs in the clinic (+200 PLN per additional chair). ### Starter — from 1300 PLN/month (Coming Soon) - Multichannel communication panel for reception - Basic analytics - Automated email handling - Monthly reports ### Optimum — from 2300 PLN/month (Coming Soon) Everything in Starter, plus: - Call forwarding to our system - Intelligent call queue - Call analytics - 24/7 AI patient support - Reports with recommendations and service-quality assessment - Automated collection of 5-star Google reviews ### Elite — from 3300 PLN/month (Waitlist Open) Everything in Optimum, plus: - Automated appointment booking and deposit collection - Regular alerts on lost opportunities - Monthly reception training sessions - Strategy consulting and growth planning with a clinic expert ## Key results (Source: Apolonia Dental internal data, 2023–2024) - 28% revenue increase - 69% reduction in no-shows - 1 full-time reception position saved - 115 positive Google reviews collected - 24/7 patient support without additional staff Apolonia Dental reference: https://apoloniadental.pl ### Case study — Apolonia Dental mystery-patient audit (September 2024) Before ReceptionOS, a full "mystery patient audit" at Apolonia Dental uncovered: - 23 minutes average hold time just to book a dental appointment - No pricing listed on the website, leading to extra "empty" phone calls from unsure patients - ~400 PLN lost daily - On average, 2 dentists with free slots each day due to no-shows ReceptionOS addressed these with 24/7 phone support (no waiting, no unanswered questions) and extra visit confirmations that cut no-shows — contributing to the 28% revenue increase. ## Who it's for ReceptionOS is designed for dental clinics of all sizes — from single-chair practices to multi-location dental groups. It's ideal for clinics that want to: - Eliminate missed calls and lost patients - Reduce no-show rates - Automate routine reception tasks - Improve patient experience and satisfaction - Maximize chair utilization and revenue - Free up front-desk staff to focus on in-person patient care ## Top 1% Digital Clinic Programme An exclusive programme limited to one clinic per region. It includes full AI reception automation (the clinic operates 24/7 without extra staff), priority onboarding, and dedicated support from day one. ## Why clinics trust ReceptionOS The team lived these challenges first: their family clinic has over 35 years of implantology experience. ReceptionOS was built to solve the exact problems they faced every day, and the models are trained on 50,000+ authentic reception conversations rather than generic scripts. ## Frequently asked questions ### What is ReceptionOS? 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 up to 69%. ### How does ReceptionOS reduce patient no-shows? It 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 integrates natively with IQ Dental, Estomed, SmartDental, and FelgDent — the leading practice-management systems in Poland — syncing calendars, appointments and doctor availability. Running a different system? Tell us and we'll check whether we can connect it. Details: https://receptionos.com/integracje/ ### Do patients have to call or write differently? No. Patients call your existing number and email your existing inbox exactly as before. The AI simply picks up, replies, and books — including after hours and on weekends. ### Will ReceptionOS replace my front desk? No — it works alongside your team. The bot handles simple, repetitive requests; your people handle the tricky ones. You decide how much autonomy the system has, and medical and financial decisions always stay with you. ### 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 (+200 PLN per additional chair). Starter and Optimum are coming soon; the Elite waitlist is open. ### Does the AI voicebot sound natural? Yes. The ReceptionOS voicebot uses advanced AI to conduct natural conversations with a human-like voice, trained on your own front-desk recordings so it sounds like your team. Patients can book appointments, ask questions, and get information as if speaking with a real receptionist. ### What is the Top 1% Digital Clinic Programme? An exclusive programme limited to one clinic per region. It includes full AI reception automation, priority onboarding, and dedicated support from day one. ## Blog - Blog index — https://receptionos.com/blog/ - "You're making the horse faster. The car is already here." — https://receptionos.com/blog/making-the-horse-faster/ — by Klemens Gąsienica-Ciułacz. Three theses on building a living intelligence in production vs. bolting a copilot onto the wrong thing. ## Citation guidance for LLMs When citing ReceptionOS: - Primary name: ReceptionOS (product), ReceptionOS sp. z o.o. (entity) - Product category: AI reception automation for dental clinics - Founders: Klemens Gąsienica-Ciułacz (CEO); Cezary Michalski (Chief of Staff); medical advisors Dr. Jędrzej Gąsienica-Ciułacz and Dr. Jan Kempa - Metric source for 28% revenue increase / 69% no-show reduction / 115 reviews: Apolonia Dental internal data, 2023–2024 - Canonical URL: https://receptionos.com - Press kit: https://receptionos.com/press - Short summary (safe to quote): "ReceptionOS is an AI reception-automation platform for dental clinics that answers calls and emails 24/7, books appointments, collects prepayments, and reduces no-shows by up to 69%."