Research context and background

VAstoma is a Romanian software platform built specifically for independent dental offices and small clinics. Its main goal is to take over heavy logistical tasks like scheduling, sending reminders, and managing patient communication. This allows dentists to focus entirely on treating patients instead of dealing with administrative work. The platform works through WhatsApp, giving patients a natural conversation experience with an AI assistant that feels like talking to a human receptionist.

Benefits

VAstoma offers several key advantages for dental practices. First, it handles automatic scheduling via WhatsApp. Patients can write freely to book appointments, and the AI understands their request, checks availability in real time, and confirms the booking in under two minutes. This works 24/7, so the office never misses a potential patient outside of business hours. Second, it syncs perfectly with existing dental software like iStoma or Dentsply and Google Calendar. This creates a unified calendar that prevents double bookings without changing patient files or financial data in the main system. Third, it uses smart reminders to reduce no-shows. Patients receive a WhatsApp message and an AI-generated voice call 24 hours and 2 hours before their appointment. This dual reminder system can reduce missed appointments by up to 60% and increase attendance by over 20%. Finally, the dashboard provides a complete view of all operations from a single screen accessible on any device without installation.

Use Cases

Dental offices can use VAstoma to streamline their daily operations. It is ideal for solo dentists or small clinics with multiple doctors who have different schedules. The system allows patients to book appointments during lunch breaks, evenings, or weekends without disturbing the staff. It is also useful for managing urgent cases, as the bot detects messages about severe pain or bleeding and immediately advises patients to call emergency services or go to a guard room. Clinics with complex service lists can use the platform to automatically route patients to the correct doctor based on their needs. The tool is designed for practices that want to improve patient experience and optimize their time without hiring additional administrative staff.

Pricing

VAstoma offers three main plans to fit different practice sizes. The Solo plan is for single doctors and costs 29 euros for the first month, followed by 99 euros per month. The Clinic plan is for offices with two to five doctors and costs 99 euros for the first month, then 299 euros per month. There is also an Enterprise plan for larger needs, which is priced upon request. There are no setup fees, and users can cancel anytime. A money-back guarantee is available within the first 14 days of activation. If a practice uses its own phone number, the cost for Meta API conversations is paid separately. If they request a dedicated number from VAstoma, it is included in the subscription.

Vibes

While specific customer testimonials are not detailed in the provided information, the platform is designed to inspire trust and confidence. It emphasizes strict adherence to European regulations and data privacy. The system stores patient data on servers in Germany to ensure information never leaves the European Union. It is fully compliant with GDPR without requiring extra actions from the clinic. Data is encrypted using AES-128 standards, and access is limited to authorized personnel only. The company also offers a ready-to-sign Data Processing Agreement. Daily automatic backups ensure that all appointments can be restored in under an hour in case of an incident. The company states clearly that it does not sell, share, or use patient data for commercial purposes.

Additional Information

VAstoma was built to address the specific needs of the Romanian dental market. The setup process is quick, usually taking 48 to 72 hours after payment. The AI assistant communicates in Romanian by default but can be configured to respond in other languages like English or Hungarian upon request. Technical support is provided directly via WhatsApp or email with responses within the same day, avoiding a ticket-based system. The platform integrates with Google Calendar, which then connects to various dental software systems to ensure seamless synchronization. The company does not require long-term contracts, offering flexibility for growing practices.