Formidable AI Healthcare App Specialist

Momin AI Dental Receptionist Bot Quote

PROJECT OVERVIEW:
We are looking to hire a skilled freelancer (or team) to build a fully functional, end-to-end HIPAA-compliant AI voice receptionist system for dental offices. This will include the full development, configuration, and integration process across all tools and platforms.
This AI receptionist must be able to handle all receptionist duties over the phone, interact with patients naturally, manage appointments in OpenDental (or other practice software), and ensure full HIPAA compliance. You will build everything — we provide only access/logins and direction.
The system must be built as a scalable, production-ready, plug-and-play architecture that can be quickly duplicated for multiple dental offices. Each office will have its own independent AI agent instance, but all instances should use the same core code/config with dynamic inputs per client. Your solution should require minimal future developer involvement once the base is built.
The project is part of a larger initiative by our fast-growing AI automation agency for dentists. If successful, this can evolve into a long-term technical role with future builds expanding into other dental PMS systems, CRMs, and medical specialties.

GOAL:
To create a completely hands-off AI phone receptionist for dental offices that:
Answers calls 24/7 with a realistic human voice


Recognizes returning patients by phone number


Pulls real-time data securely from OpenDental


Schedules, reschedules, or cancels appointments based on availability and office rules


Confirms insurance coverage, flags uncovered services


Manages reminders, follow-ups, and no-show policies


Logs all call activity and outcomes


Integrates with call forwarding from our agency phone number


Supports multiple simultaneous calls



MODULAR PLUG-AND-PLAY DESIGN (FOR MULTIPLE CLIENTS):
The system must allow us to:
Duplicate the setup for each new dental office


Change variables like office name, phone number, timezone, insurance list, Retell AI credentials, and OpenDental access


Deploy and troubleshoot each instance independently


Reuse the same core logic/configuration with client-specific ENV files or configuration settings


Deploy new instances with little to no developer involvement



WHAT WE NEED YOU TO DO (FULL BUILD):
PHASE 1: System Architecture & Core Stack Setup
Retell AI voice agent configuration (we need your input on voice model, settings, and flow)


Secure tunnel setup using Ngrok or alternative (if required)


Webhook or backend server using AWS Lambda, Node.js, or Python Flask


Secure, encrypted backend and CRM for patient data (must be HIPAA-compliant)


PHASE 2: Conversation Logic & Natural Language Flow
Custom Retell AI prompt setup to:


Greet new/returning patients


Capture name, phone, email, DOB, reason for call


Ask for and verify insurance


Check if patient exists in OpenDental


Retrieve appointment history if found


Create new patient record if not found


Offer appointment times based on live calendar


Confirm and book into OpenDental


Email or text confirmation


Offer option to speak with a human


Handle at least 3-6 calls simultaneously


PHASE 3: OpenDental Integration (NO RPA)
Direct integration into OpenDental via REST API or secure database connection


Pull and write appointment, patient, and insurance data


Ensure safe API or MySQL usage


PHASE 4: Compliance & Deployment
Full HIPAA compliance: encrypted data, secure API use, and token-based access


No PHI stored outside OpenDental or secure backend


Final deployment to a cloud server (your recommendation)


Provide full deployment and documentation support



FINAL PRODUCT MUST INCLUDE:
Retell AI voice agent with two-way real-time conversation


Secure webhook server managing logic, session memory, and state


Real-time integration with OpenDental or equivalent form-based simulation


Fully modular, reusable code base for fast duplication across clients


Call routing via Twilio or iPhone business number forwarding


Support for concurrent calls


Documentation on setup, deployment, and client onboarding


Test scripts and sample calls



ADDIOTNAL FEATURES THAT BOT MUST HAVE:
Admin dashboard with logs and call metrics


CRM with patient data and interaction history


Follow-up communication (text/email) via Zapier, Make, or Pabbly


Cancellation, rescheduling, reminder workflows


Insurance eligibility checks


Emergency handling logic


Self-service updates from patients



TOOLS (PREFERRED):
Retell AI (voice frontend)


Node.js (preferred) or Python Flask (acceptable)


PostgreSQL or Firebase for CRM and memory


OpenDental integration via API or secure database


Ngrok (for local tunneling, if needed)


Hosting on Fly.io, Render, Heroku, Vercel, or Replit


Zapier or Make for communication flows



DOCUMENTATION REQUIRED:
Full system documentation, including setup, deployment, and duplication steps


Code structure explanations and logic diagrams


Sample test cases or recordings of test calls



WHAT WE PROVIDE:
Access to Retell AI paid plan


Phone routing via our iPhone/VoIP number


Prompt design structure and sample call flows



FREELANCER REQUIREMENTS( I don’t care as long as you can do it and follow HIPPA):
Proven experience with Retell AI or Twilio voice bots


Background in dental or healthcare software (especially OpenDental)


Strong backend development skills (Node.js or Python)


Familiarity with HIPAA standards and secure data handling


Ability to work independently and document the process clearly



DELIVERABLE DEADLINE:
I do not care how long it takes, as long as I don’t get billed for hours of work that were not necessary.



Any questions or clarifications you have please feel free to message me