See the whole floor on one screen.
Weekly reports describe a business that has already moved on.
Est. deploy 4–6 weeksSee the walkthrough
Operations & Reporting · Orthodontics
Spot chair-time gaps before the week starts.
Short gaps in the schedule go unused.
For: Scheduling leads and the team responsible for operations & reporting in orthodontics.
01 · The outcome
What good looks like.
The team has a proposed gap-filling list for the scheduling lead, with source evidence and an explicit approval before any external action. Track unused bookable chair minutes against a baseline; do not assume automation improves it.
A connected workflow that uses appointment duration, clinician availability, and room constraints to group unused slots by visit type and identify patients already approved for rescheduling. It produces a proposed gap-filling list for the scheduling lead.
Where AI helps, and where a person decides.
AI can group unused slots by visit type and identify patients already approved for rescheduling. It drafts and organizes; it does not authorize spending, commitments, clinical decisions or customer communication. The scheduling lead verifies the source facts and approves the final action.
Scheduling lead is accountable. People approve customer-facing, sensitive, financial, and legally binding actions.
- Scheduling lead: Capture the source and scope
- Scheduling lead: Review the proposed outcome
- Scheduling lead: Release only the approved version
- Scheduling lead: Check the result and exceptions
A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
02 · The handoffs
How the work moves.
Every handoff has an owner. Select a step to open or close its detail.
Start when: The next week's chair schedule is available. Connect only appointment duration, clinician availability, and room constraints. The scheduling lead confirms the request is authorized and in scope.
Ready when: The source reference, permissions and accountable owner are recorded.
Use the authorized records to group unused slots by visit type and identify patients already approved for rescheduling. Preserve the original language alongside the draft and label uncertain fields.
Ready when: Each proposed fact links back to a source, and missing information is visible.
Check a proposed gap-filling list for the scheduling lead against the original records and current policy. Correct errors and escalate exceptions to the qualified specialist; do not auto-approve.
Ready when: Scheduling lead has recorded approval or a reason to hold the item.
After explicit approval, save a proposed gap-filling list for the scheduling lead in the system of record. Send only approved messages to verified recipients. Record the version and prevent duplicate delivery.
Ready when: The approved record is saved; any delivery is confirmed or placed in the retry queue.
Review unused bookable chair minutes each week, sample completed records for quality, and resolve held items. Change the rules only after reviewing actual errors and staff feedback.
Ready when: Exceptions have owners, the metric has a baseline, and corrective actions are assigned.
Sample record.
$ david run --workflow=ortho-chair-capacity
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- ORTHO-CHAIR-CAPACITY-DEMO-001
- Trigger
- The next week's chair schedule is available.
- Owner
- Scheduling lead
- Prepared output
- a proposed gap-filling list for the scheduling lead
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- Unused bookable chair minutes
Start with your tools.
Connect Practice management system, Google Calendar, Secure messaging through approved APIs or controlled exports. Map record identifiers first; test permissions and field updates in a sandbox. Vendor names describe possible connections, not a guarantee of an available integration or license.
When things go wrong.
- A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
- Use only authorized sources and role-based access. Keep an audit trail of source records, drafts, approvals and delivery status; deduplicate retries.
- If an integration fails, a source is missing or confidence is low, pause the action and assign the original request to the accountable owner.
- For healthcare uses, validate HIPAA applicability, execute required BAAs, restrict PHI to the minimum necessary, and use approved secure systems. Clinicians handle symptoms, urgent care and clinical decisions.
Try this week / no DAVID required
A useful first step.
This week, have your scheduling lead time five examples of this work. Use redacted copies of appointment duration, clinician availability, and room constraints to make a proposed gap-filling list for the scheduling lead manually, then list which fields required judgment.
What to measure.
- Unused bookable chair minutes
- Minutes of human handling per completed item
- Drafts needing substantive correction
- Exceptions unresolved beyond the agreed review window
Estimate your time back.
20.8
$11,232
03 · More workflows to consider
Related workflows.
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Lab work and appointment dates slip out of sync.
Est. deploy 4–6 weeksSee the walkthrough
Offer canceled slots to the right waitlist.
Canceled appointments stay empty despite demand.
Est. deploy 4–6 weeksSee the walkthrough
Want this running in your business in 4–6 weeks?
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