DearDoc’s A.I. Chat works by seamlessly scheduling appointments for your practice, answering common questions, and capturing patient names and phone numbers before they leave and head to another doctor's website. All 24 hours a day/7 days a week.

We invite you to check out this training video featuring Elton, our esteemed Team Lead for Onboarding! In this session, Elton will guide you through the amazing world of DearDoc AI Chat. Get ready to discover the ins and outs of this innovative tool that will elevate your professional communication skills to new heights. So sit back, relax, and let Elton take you on an engaging journey into the realm of DearDoc AI Chat. Let's dive in!

Welcome to your A.I. Chat, you'll typically see it on the right-hand side of your screen, this is exactly how it will look on your own website (btw, this is completely customizable). It automatically prompts people to chat with it right away. We have it set up that way so your potential patients are engaged as soon as they enter your site!

Once you click on the “CHAT LIVE NOW” button, the chatbot will introduce itself as Natalie, saying "Hi, my name is Natalie and I'm your assistant." at this point, if your practice has multiple locations you may see the option to select a location, if you don't have multiple locations it will just go to the next step.

Next, you're going to be prompted with some top questions. In these top questions, we've added the most popular things someone asks before scheduling an appointment. After years of research and over a thousand clients, we found out these are the most helpful questions, but they can be edited at any time. We are aware that no one knows your practice better than you do!

As you can see the top items listed there include:

If you offer any kind of promotion or discount it will appear here, if you don’t the section itself won’t be included in your A.I. Chat.

This option leads the patient directly to give us their name, number, and e-mail and then ask for a preferred day and time for their appointment.

We include a list provided by your office, we can also ask the patient for their insurance information in advance or ask them to contact your office for more information. The next thing we ask is "Would you like to request an appointment?" This is to increase the likelihood of your potential patients converting into an appointment.

We usually fill out this part with the information on your website, but if you wish to change or add different kinds of services, let us know and we’ll have it done your way.

This section is for other questions that can be helpful for your patients while they're trying to see if you're the right practice for them.

Requesting an Appointment

Patients can access this section by either selecting “I’d like to request an appointment” option on the top menu or after any other question, where we ask: "Would you like to request an appointment?", if the patient clicks yes this is exactly what they will see.

The first thing we ask is whether they're a new or existing patient. This is so your practice can easily see if they already have information about a patient or if it's a new patient.

The next thing it will ask is their name. This is a required field, so you can reach out to them. We'll only send you chats that have name and phone number or name and email, so you won't be getting leads if you have no way of reaching back.

Then it will ask you for their phone number, this has to be a 10 digit phone number, if someone tries to add text it won't allow it as a valid answer.

The next thing it asks for is an email. As with the phone number field, our AI Chat recognizes if it's a valid email format or not, to make sure you have a way to contact your patients at the end of the chat.

The next step will ask the patient their preferred time and day of the week. This is so you can have an idea of where your patient would like to come in, but we make it clear it's just a request and that your front office staff will reach out to confirm the appointment.

After that, we just remind them that this is only a request, not a confirmed appointment, and ask them to go to their nearest emergency room if this is an emergency. If your office has a different emergency protocol, please let us know in the edits window and we'll change that for you!

The last step is to say Goodbye. And that's it! Incredible, right? Such a simple but effective way to get information out to your patients quickly, and grab their information before they leave your website!

If you need to update any of the information within the AI Chat on your website, please contact us at Support through your Dashboard's Live Messenger, which is located in the lower-right corner of your DearDoc Dashboard in a white-and-blue chat icon, to receive immediate assistance from one of our specialists.

If you would like to learn how to optimize your AI Chat, our Support Specialists will be able to put you in contact with your dedicated Customer Success Manager, who will be able to share best practices, go over your AI Chat performance, and more!

1. Can I change the steps and responses?

Certainly! We understand the importance of customizing the chat to align with your specific needs. To request changes to the steps and responses in your chat, please send us a message through the chat icon. One of our dedicated support specialists will promptly assist you with your chat edit request.

2. Can I make any questions/responses a mandatory field?

Absolutely! We recognize that some clients may require specific contact information from their potential patients. To make questions or responses mandatory fields, simply reach out to us via the chat icon or send an email to support@getdeardoc.com with your request. Our team will be delighted to help you implement the necessary changes.
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3. AI chat is not showing on the website.

If the AI chat is not appearing on your website, there may be a few reasons for this. One common cause is stored cookies and cache in your browser. To resolve this, please visit the following link (https://intercom.help/deardoc/en/articles/5167814-dashboard-is-not-loading-quick-fix) for instructions on how to clear cookies and cache for different browsers. If the issue persists, kindly contact our support team. They will gather more information and provide further assistance to ensure the AI chat is up and running on your website.

4. Steps to take for website updates: Removing/Readding the AI chat code.

If your website is managed by a third party and you need to update it for any reason, you will likely need to embed our AI chat code again. Please inform us about the update and provide your website developer's information. This will enable us to reach out to them and provide the necessary code along with further instructions to ensure seamless integration of the AI chat on your updated website.

5. Product Live Specialist support.

Our dedicated Product Live Specialist (PLS) team ensures that all your products, including the AI chat, testimonial displayer, and AI accessibility tool, are live on your website. If you encounter any issues or need to update any of these products' code, please don't hesitate to contact our support team. They will provide further assistance and, if necessary, redirect your request to our PLS team for specialized support.

6. Can I add my online booking as an option to the AI chat?

Certainly! We can tailor your AI chat to include an online booking option. However, please note that this modification will impact your entire chat flow. To proceed with this request and ensure the chat meets your specifications, we recommend discussing the change with your dedicated Customer Success Manager (CSM). You can reach out to our support team through the chat icon, and we will be delighted to provide you with your CSM's contact information.

7. Need to make a monthly update? Specials, events, provider updates, etc.

For timely updates such as specials, events, and provider information, we offer a quick and efficient solution. Simply send a message to our support team through the chat icon, and we will promptly handle your request. Alternatively, you can also email your update request to support@getdeardoc.com. We strive to ensure your edits are implemented within 24 hours to keep your content up to date.

If you have any further questions or require additional assistance, please don't hesitate to reach out to our support team. We are here to help you maximize the potential of your AI chat and provide you with exceptional support.

For more advanced edits, please email us at Support@getdeardoc.com, we'll make sure to handle your request in less than 24 hours!

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