Route post-visit questions to the right person.
Clinical questions get mixed with billing requests.
Est. deploy 4–6 weeksSee the walkthrough
Client Communication · Orthodontics
Keep referring dentists in the loop.
Referral updates get buried between systems.
For: Referral coordinators and the team responsible for client communication in orthodontics.
01 · The outcome
What good looks like.
The team has a reviewed referral update queued for secure delivery, with source evidence and an explicit approval before any external action. Track time from approved milestone to referral update against a baseline; do not assume automation improves it.
A connected workflow that uses referral source and clinician-approved milestone summary to draft a concise referral update and check the recipient against the authorized care team. It produces a reviewed referral update queued for secure delivery.
Where AI helps, and where a person decides.
AI can draft a concise referral update and check the recipient against the authorized care team. It drafts and organizes; it does not authorize spending, commitments, clinical decisions or customer communication. The referral coordinator verifies the source facts and approves the final action.
Referral coordinator is accountable. People approve customer-facing, sensitive, financial, and legally binding actions.
- Referral coordinator: Capture the source and scope
- Referral coordinator: Review the proposed outcome
- Referral coordinator: Release only the approved version
- Referral 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 referred patient reaches a clinician-approved milestone. Connect only referral source and clinician-approved milestone summary. The referral 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 draft a concise referral update and check the recipient against the authorized care team. 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 reviewed referral update queued for secure delivery against the original records and current policy. Correct errors and escalate exceptions to the qualified specialist; do not auto-approve.
Ready when: Referral coordinator has recorded approval or a reason to hold the item.
After explicit approval, save a reviewed referral update queued for secure delivery 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 time from approved milestone to referral update 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-referral-update
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- ORTHO-REFERRAL-UPDATE-DEMO-001
- Trigger
- A referred patient reaches a clinician-approved milestone.
- Owner
- Referral coordinator
- Prepared output
- a reviewed referral update queued for secure delivery
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- Time from approved milestone to referral update
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 referral coordinator time five examples of this work. Use redacted copies of referral source and clinician-approved milestone summary to make a reviewed referral update queued for secure delivery manually, then list which fields required judgment.
What to measure.
- Time from approved milestone to referral update
- 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.
Send the right approved visit instructions.
Patients receive instructions for the wrong visit type.
Est. deploy 4–6 weeksSee the walkthrough
Draft status updates from approved matter notes.
Clients ask for updates that staff must reconstruct.
Est. deploy 4–6 weeksSee the walkthrough
Want this running in your business in 4–6 weeks?
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