The Future of Reception: How AI Check-In Works

Reimagining the First Five Minutes

The first five minutes inside a dental practice set the tone for the entire visit. Yet in most practices, those five minutes look remarkably similar to what they looked like in 1995: the patient walks in, waits for the receptionist to become available, states their name, spells it out, confirms the appointment time, fills out a form on a clipboard, and takes a seat.

It works. But it is slow, error-prone, and wastes time for both patients and staff. With Paira, we reimagined this workflow from the ground up, creating an AI-powered check-in process that is faster, more accurate, and more welcoming than the traditional approach.

Here is exactly how it works, step by step.

Step 1: Arrival and Greeting

When a patient enters the reception area, they approach the Paira station -- a sleek display with a lifelike 3D avatar. The avatar greets them by name if they have an upcoming appointment or with a warm welcome if they are a walk-in.

The greeting is multilingual by default. Paira detects the patient's preferred language -- German, Turkish, or English -- and continues the entire interaction in that language. There is no language selection menu, no awkward switching. The transition is natural and immediate.

For returning patients, the experience is personal. "Good morning, Ms. Mueller. Your appointment with Dr. Schmidt is at 10:30. Would you like to check in?" For new patients, the avatar guides them through a brief registration process with clear, patient instructions.

Step 2: Identity Verification

Patient identity verification is a critical step that many practices handle casually -- a verbal name confirmation that offers no real security. Paira offers multiple verification methods that balance security with convenience:

• QR Code check-in: Patients receive a unique QR code with their appointment confirmation that they scan at the Paira station for instant verification
• Voice confirmation: The patient confirms their name and date of birth, which Paira verifies against the practice management system
• Digital form: For new patients, a structured intake form collects necessary information directly into the PMS

Each method is designed to be quick and frictionless. The average check-in time with Paira is under sixty seconds -- significantly faster than the traditional receptionist interaction.

Step 3: Pre-Appointment Data Collection

Before the patient takes a seat, Paira handles essential pre-appointment tasks that would otherwise consume staff time:

Insurance verification: Paira confirms the patient's insurance status and flags any issues -- expired cards, changed providers, or missing documentation -- before they reach the treatment room.

Medical history updates: For returning patients, the system asks targeted questions about changes since their last visit: "Have you started any new medications since your last appointment in October?" This is more effective than handing out a generic form that patients skim through and check "no changes."

Consent and forms: Any required consent forms or information sheets are presented digitally, with clear explanations in the patient's preferred language. Completed forms are filed directly in the practice management system -- no scanning, no manual data entry, no lost paperwork.

Step 4: Waiting Room Management

Once checked in, the patient is directed to the waiting area. This is where Paira's waiting room management system takes over.

A dedicated waiting room display shows each patient their position in the queue and an estimated wait time. The display updates in real time as appointments progress. If there is a delay, patients are informed proactively -- no uncertainty, no frustration from being left in the dark.

The clinical team sees a different view. Through the practice dashboard or the Apple Watch companion app, practitioners receive real-time updates on who has arrived, who is checked in, and who is running late. This visibility allows the team to optimise the schedule on the fly.

Late patient handling is automated. If a patient has not arrived fifteen minutes after their scheduled time, Paira sends an alert to the clinical team. The practitioner can decide whether to wait, contact the patient, or fill the slot with another case -- all without the receptionist having to track arrival times manually.

Step 5: Treatment Room Handoff

When the practitioner is ready for the next patient, they trigger the call from the dashboard or watch app. Paira calls the patient by name on the waiting room display and, optionally, through a voice announcement.

The handoff includes a brief summary for the practitioner: the patient's reason for visit, any flagged medical history updates, and relevant notes from the check-in process. The clinical team walks into the treatment room prepared, without needing to review a paper file or ask the patient to repeat information they already provided.

What This Means for Your Staff

The most common concern we hear from practice owners is whether AI check-in will create a cold, impersonal experience. The reality is the opposite.

By automating the repetitive, administrative aspects of check-in, Paira frees your reception staff for the interactions that matter most. Instead of typing data into a computer while a patient waits, your receptionist can offer a warm personal welcome, assist elderly patients who prefer human interaction, handle complex insurance situations, or manage the dozens of other tasks that require human judgement and empathy.

Your staff are not replaced. They are elevated from data entry operators to hospitality professionals.

The Numbers Behind the Workflow

Practices using AI check-in systems report measurable improvements across key operational metrics:

• Check-in time: Reduced from 3 to 5 minutes to under 60 seconds
• Data entry errors: Reduced by up to 80 percent through direct digital capture
• Patient no-shows: Reduced by 15 to 25 percent through automated reminders and easy rescheduling
• Staff administrative burden: Reduced by 30 to 40 percent for reception-related tasks
• Patient satisfaction: Consistently higher scores, particularly among younger demographics who prefer digital interactions

These are not theoretical projections. They are operational realities from practices that have moved beyond the clipboard.

A Glimpse at What Comes Next

The check-in workflow described here is what Paira delivers today. But it is designed as a foundation for even deeper integration. Future capabilities on our roadmap include automated insurance pre-authorisation, AI-assisted treatment plan communication, and post-visit follow-up automation.

The dental practice of the future will not look radically different from the outside. But the patient experience from the moment they walk through the door will be seamless, efficient, and worthy of the clinical excellence that follows.

Frequently Asked Questions

How long does it take to check in with Paira compared to traditional reception?

The average Paira check-in takes under 60 seconds, compared to 3 to 5 minutes with traditional receptionist-based check-in. Returning patients with QR code verification can complete the process in as little as 15 seconds. This speed comes without sacrificing thoroughness -- all necessary data collection and verification still occurs.

Can elderly or less tech-savvy patients use the Paira check-in system?

Absolutely. Paira's 3D avatar communicates through natural spoken conversation, not complex touchscreen menus. Patients simply talk to the avatar as they would to a human receptionist. The system is patient, can repeat instructions, and speaks clearly in the patient's preferred language. For patients who still prefer human interaction, your reception staff remains available -- Paira handles the routine cases so your team has more time for those who need personal attention.

What happens if a patient arrives without an appointment?

Walk-in patients are greeted and guided through a quick registration process. Paira checks real-time availability in the practice management system and can offer available slots or add the patient to a waitlist. For emergencies, the system immediately triggers the emergency detection protocol and alerts clinical staff with priority notification.

Does the check-in system work with existing practice management software?

Paira integrates directly with Tomedo, one of Germany's most widely used dental practice management systems. All check-in data, appointment confirmations, and patient updates are synchronised in real time. The system is designed with an open integration architecture, and additional PMS integrations are actively being developed.