Send a quote before the lead's coffee gets cold.
Good inquiries wait while someone rebuilds the same quote.
Est. deploy 3–5 weeksSee the walkthrough
Sales & Quoting · Orthodontics
Follow up on every undecided consult.
Families leave a consult without a clear next step.
For: Treatment coordinators and the team responsible for sales & quoting in orthodontics.
01 · The outcome
What good looks like.
The team has a coordinator-approved consult follow-up with the next appointment request, with source evidence and an explicit approval before any external action. Track consult-to-start rate against a baseline; do not assume automation improves it.
A connected workflow that uses consult status, financing options approved by the practice, and contact consent to compare the consultation notes with the approved follow-up schedule and flag unanswered family questions. It produces a coordinator-approved consult follow-up with the next appointment request.
Where AI helps, and where a person decides.
AI can compare the consultation notes with the approved follow-up schedule and flag unanswered family questions. It drafts and organizes; it does not authorize spending, commitments, clinical decisions or customer communication. The treatment coordinator verifies the source facts and approves the final action.
Treatment coordinator is accountable. People approve customer-facing, sensitive, financial, and legally binding actions.
- Treatment coordinator: Capture the source and scope
- Treatment coordinator: Review the proposed outcome
- Treatment coordinator: Release only the approved version
- Treatment coordinator: 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: A consultation closes without a treatment start. Connect only consult status, financing options approved by the practice, and contact consent. The treatment coordinator confirms the request is authorized and in scope.
Ready when: The source reference, permissions and accountable owner are recorded.
Use the authorized records to compare the consultation notes with the approved follow-up schedule and flag unanswered family questions. 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 coordinator-approved consult follow-up with the next appointment request against the original records and current policy. Correct errors and escalate exceptions to the qualified specialist; do not auto-approve.
Ready when: Treatment coordinator has recorded approval or a reason to hold the item.
After explicit approval, save a coordinator-approved consult follow-up with the next appointment request 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 consult-to-start rate 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-consult-followup
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- ORTHO-CONSULT-FOLLOWUP-DEMO-001
- Trigger
- A consultation closes without a treatment start.
- Owner
- Treatment coordinator
- Prepared output
- a coordinator-approved consult follow-up with the next appointment request
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- Consult-to-start rate
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 treatment coordinator time five examples of this work. Use redacted copies of consult status, financing options approved by the practice, and contact consent to make a coordinator-approved consult follow-up with the next appointment request manually, then list which fields required judgment.
What to measure.
- Consult-to-start rate
- 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.
Keep accepted treatment from falling through.
Accepted plans sit unscheduled after checkout.
Est. deploy 4–6 weeksSee the walkthrough
Follow up on cleared prospective matters.
Eligible prospects get lost after the initial call.
Est. deploy 4–6 weeksSee the walkthrough
Want this running in your business in 4–6 weeks?
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