PMS access
Xona connects only through the approved integration path for the clinic. Access is scoped to the workflow being piloted, such as schedule lookup, patient context, recall preview, or configured appointment writes.
Security & control
Built for safe dental workflows, not blind automation.
Xona is designed to recover patient intent while keeping clinic rules, staff review, and escalation paths in control. A pilot starts narrow, proves outcomes, then expands only after the team is comfortable.
Operating model
Write safety
Direct writes happen only where configured and approved. Otherwise Xona creates staff-visible notes or review tasks instead of changing the schedule.
Call recording
Call recording and review rules follow the clinic’s policy and local consent requirements. Sample calls are reviewed before go-live.
Emergency routing
Pain, emergency, and unclear clinical requests follow escalation rules instead of receiving clinical advice from the agent.
Human override
Staff can adjust routing, approved appointment types, callback rules, and escalation paths before expansion.
Audit trail
The pilot is reviewed by calls handled, booked/saved appointments, follow-ups captured, exceptions, and staff handoffs.
Clear boundaries
What Xona does not do.
✕ Diagnose conditions or provide clinical advice
✕ Promise treatment cost or insurance coverage
✕ Book outside approved appointment types or provider availability
✕ Ignore emergency escalation rules
✕ Expand from pilot workflow without clinic approval
Pilot control
Start with one leak, then review the evidence.
- 01 Pick after-hours, overflow, recall, or schedule protection.
- 02 Review clinic rules and escalation paths.
- 03 Approve sample workflows before live patient handling.
- 04 Measure booked appointments, staff follow-ups, exceptions, and handoffs.
- 05 Expand only if ROI and staff confidence are clear.
Privacy review
Compliance questions should be answered before connection, not after.
Xona does not use this page to claim every clinic has the same compliance requirement. Instead, we make the operating model reviewable: what data is touched, how calls are recorded, what PMS access is approved, and what documents your clinic needs before go-live.
Privacy posture
We document the clinic-approved workflow, data touched, purpose of processing, and who can review it during onboarding.
PIPEDA / PHIPA / HIPAA conversations
Canadian and US clinics may ask different questions. Xona reviews the required privacy terms during evaluation instead of burying them after go-live.
Data-processing terms
A data-processing agreement can be reviewed for clinics that need formal processor/vendor terms before connecting systems.
Recording and consent
Call recording settings, retention expectations, and consent wording are confirmed with the clinic before patient calls are routed.
Access and audit trail
PMS access is scoped to the approved workflow, and pilot review focuses on calls handled, outcomes, exceptions, and staff handoffs.
Retention and deletion
Retention, export, and deletion expectations are documented during onboarding so the clinic knows what is stored and for how long.