Agent · 100% on-premise · our own reasoner

Reception

Automatic clinical email triage, 13 categories, 60% auto-resolution.

Request demo View the full agent network

What this agent does

Reception is the incoming communications triage agent of Dental Brain. It syncs IMAP, classifies each email into one of 13 categories (urgency, reschedule, payment, quote, clinical query, spam, etc.) and resolves about 60% with templated reply without human intervention. All classification runs on local server.

Why it matters

A clinic with 100-200 active patients receives dozens of emails per day. The manual protocol (read, decide, reply) consumes receptionist time and degrades response during peak hours. Reception absorbs it: urgent items escalate to a human with priority, routine ones close themselves, and everything is logged in the patient history.

How it works

The agent reads the IMAP inbox every few minutes. Each message goes through a local LLM classifier that assigns category + intent + urgency level. If the category has an auto-reply template configured and the patient is identified, it sends the reply via SMTP/SendGrid and logs a Message in the clinical history. Otherwise, it queues the email in the human inbox with the suggested category.

Integration with the clinical workflow

Reception coordinates with Patient Flow when the email asks to reschedule (checks availability and offers a slot). With Pharmacy when it is a prescription renewal request. And it notifies the manager when a formal complaint is detected. All within the same server.

Autonomous decisions it makes

Classify each email into one of the 13 predefined categories
Auto-reply with template when there is a match and patient is identified
Escalate to human inbox when classifier confidence is low
Flag high urgency and notify the professional when applicable
Log the message in the patient's clinical history

Inputs and outputs

Receives

· IMAP inbox of the configured clinical email
· Auto-reply templates per category
· Patient identification (email match + Web Forms)
· Auto-reply schedule configuration

Produces

· Classified email with category + intent + urgency
· Auto-reply sent (when applicable)
· Notification to professional for urgent cases
· Message logged in clinical history

Production metrics

13

Collaborates with

No-Show Prediction

Patient Flow Forecast

Patient Segmentation

Tech stack

Model

Local LLM 13-category classifier

Execution

Local on-premise GPU (no compromise between modules)

Latency

<500ms per email

Privacy

Email body processed only on the clinic server

Frequently asked questions

What if the agent misclassifies an email?+

The dentist or receptionist can re-categorize manually in the inbox. The correction is logged and, in future classifier updates, used for controlled retraining. The agent never overrides the human decision.

Are my emails sent to an external service for classification?+

No. The classifier is a local LLM running on the clinic's GPU. The body of the email never leaves the server. IMAP is only used to sync the mailbox, not to send content outside.

Can I add or remove categories?+

The 13 base categories are configurable from the admin panel. The implementation team can train additional variants if the clinic needs them.

What happens with emails outside clinical hours?+

Reception can operate 24/7 (classify + auto-reply) depending on configuration. For urgencies detected outside hours, it automatically escalates to the on-call phone if configured.