Nubimed integration with AI for dental clinics
Nubimed can be connected to artificial intelligence, but Noema has no live integration with it today. What is delivered is an AI receptionist that answers the phone 24/7 in Catalan and Spanish, handles questions, takes name, phone number and reason for calling and passes the message to the clinic, which confirms the appointment in Nubimed. Booking directly into the agenda is Phase 2: it depends on what Nubimed offers and we validate it in the technical session. GDPR-compliant and without the clinic having to migrate software.
Executive summary
- Nubimed is where the clinic manages appointments; the AI receptionist works alongside it without replacing it.
- The AI receptionist answers forwarded calls 24/7, handles questions and passes appointment requests to the clinic, which confirms them.
- There is no live integration with Nubimed today: direct booking into the agenda (Phase 2) depends on what Nubimed offers and is validated in the technical session.
- Noema ships it as a managed service, with a contractual guarantee: ≥ 95% of forwarded calls with an established conversation at 90 days, or the full maintenance for the period is refunded.
What is Nubimed
Nubimed is cloud-based management software for dental clinics (and also aesthetics, physiotherapy and psychology). It runs fully in the browser on a pay-per-use model, covers patients, agenda, clinical records, odontogram and billing, and offers integrations such as Vidsigner, Mailchimp or Optimydent.
Can Nubimed be integrated with artificial intelligence?
Nubimed already ships several integrations and keeps adding more based on clinics' needs. Today, however, Noema has no live integration with it: the AI receptionist works alongside it, takes the message by phone and the clinic confirms the appointment in Nubimed. If Nubimed's ecosystem offers a way to book into the agenda, that would be Phase 2, which we define in the technical session.
- Phase 1 (today): appointment requests by phone; the clinic confirms the appointment in Nubimed.
- Phase 2: direct booking if Nubimed's integration ecosystem allows it, validated in the technical session.
- No software migration and nothing to install: it's all web.
How the service works with Noema
We deploy the AI receptionist alongside Nubimed as a managed service. These are the Phase 1 steps:
1. Technical session
We review how you manage appointments in Nubimed, how messages should reach the front desk and whether a Phase 2 with direct booking (API or vendor options) makes sense, always GDPR-compliant.
2. Clinic protocol
We gather opening hours, treatments, insurers and the alert situations the clinic wants the agent to hand to a person.
3. Agent training
We load the clinic's FAQs, treatments and prices and tune the tone in Catalan and Spanish.
4. Number and call forwarding
We set up a geographic number and the forwarding of calls the front desk cannot pick up. Inbound calls only.
5. Testing and validation
We test real calls: appointment requests, common questions, language switching and handing over to a person.
6. Go-live and continuous improvement
We switch on the forwarding, review the conversations and tune the agent week by week.
What the AI receptionist does
Alongside Nubimed, the AI covers the points where a clinic loses patients and front-desk time. We show what is delivered today and what is Phase 2:
Calls answered 24/7
Answers forwarded calls with a natural voice, in Catalan and Spanish, and says it is an AI in its first sentence.
Appointment requests
Takes name, phone number and reason for calling and passes the message to the clinic, which confirms the appointment.
Alert-situation detection
Recognises the alert cases the clinic has defined and hands them to a person (and to 112 in a life-threatening emergency). It does not assess severity or set clinical priorities.
FAQ and info
Answers opening hours, treatments, location and, if the clinic provides the list, insurers and indicative prices, without tying up the front desk.
Patient acquisition
After-hours callers leave a message instead of calling another clinic.
Booking into the agenda (Phase 2)
If the program offers an API or an equivalent path, the AI could read the agenda and create appointments. Validated in the technical session; not live today.
Reminders (not included)
The service only handles inbound calls: it does not send reminders or make outbound calls.
WhatsApp (not included)
We have built the engine, but today it is not part of the service and no clinic has it under contract.
Nubimed alone vs Nubimed + Noema AI
Benefits for the clinic
- Forwarded calls get answered, including after hours and at lunchtime.
- Fewer interruptions at the front desk: it gets complete messages (name, phone and reason) instead of missed calls.
- Fewer lost patients: after-hours callers leave a message instead of trying another clinic.
- Transparency: the agent says it is an AI in the first sentence of every call.
- No software migration: Nubimed stays at the centre of everything.
- Service in Catalan and Spanish, in the clinic's tone.
Illustrative scenario: a dental clinic
Illustrative scenario, not a client: a 4-chair clinic losing calls after hours and at lunchtime. In Phase 1, calls nobody picks up are forwarded to the AI receptionist, which answers, takes name, phone number and reason and passes the message to the clinic; the front desk confirms the appointment in Nubimed as usual. If Nubimed offers a way to book into the agenda, in the technical session we look at whether Phase 2 makes sense.
This is an illustrative scenario, not a client. The figures above describe the service and the contractual guarantee, not measured results.
Security and GDPR
Health data are special categories under Article 9 of the GDPR and we treat them accordingly. The service is designed to minimise data exposure.
- Phase 1: we do not connect to your management software; we neither read from nor write to it.
- If it is connected in Phase 2, with minimal permissions and without needlessly exposing the software to the internet.
- Specific legal basis for health data and a DPA in the contract.
- The transcripts we store are kept in the EU and purged after six months; right-to-erasure handled within legal deadlines.
- No health data in logs; credentials managed as secrets.
Frequently asked questions about Nubimed and AI
Can Nubimed be integrated with AI?
It can be assessed, but there is no live integration today. Nubimed is cloud software with several integrations (Vidsigner, Mailchimp, Optimydent…) and keeps adding more; if one of them allows booking into the agenda, that would be Phase 2. Meanwhile, the AI receptionist takes the message and the clinic confirms the appointment.
Do we need to install anything?
No. Nubimed runs fully in the cloud and the AI receptionist works by phone, alongside it: the clinic does not have to install or migrate anything.
Is it secure with patient data?
Yes. We treat health data as a special category (Art. 9 GDPR), with a specific legal basis, a DPA in the contract and limited retention. In Phase 1 we do not connect to Nubimed.
Does it handle WhatsApp and phone in Catalan and Spanish?
It handles the phone: the calls the clinic forwards to the service, 24/7, in Catalan and Spanish, handing over to a person when needed. WhatsApp is not part of the service today.
Integration with other dental software
Using Nubimed and want to know what can be connected?
Book a free demo: we show you the AI receptionist with your clinic's case and look at what could be connected with Nubimed.
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