Draft practice posts without exposing patients.
Marketing drafts accidentally contain clinical details.
Est. deploy 4–6 weeksSee the walkthrough
Marketing & Reputation · Orthodontics
Turn completed visits into review invitations.
Happy families are rarely asked for feedback.
For: Practice managers and the team responsible for marketing & reputation in orthodontics.
01 · The outcome
What good looks like.
The team has a staff-approved review invitation and consent log, with source evidence and an explicit approval before any external action. Track review invitation response rate against a baseline; do not assume automation improves it.
A connected workflow that uses visit completion, age/guardian status, and contact preferences to prepare a neutral invitation without exposing treatment details or selectively screening unhappy patients. It produces a staff-approved review invitation and consent log.
Where AI helps, and where a person decides.
AI can prepare a neutral invitation without exposing treatment details or selectively screening unhappy patients. It drafts and organizes; it does not authorize spending, commitments, clinical decisions or customer communication. The practice manager verifies the source facts and approves the final action.
Practice manager is accountable. People approve customer-facing, sensitive, financial, and legally binding actions.
- Practice manager: Capture the source and scope
- Practice manager: Review the proposed outcome
- Practice manager: Release only the approved version
- Practice manager: 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: An eligible completed visit has communication consent. Connect only visit completion, age/guardian status, and contact preferences. The practice manager confirms the request is authorized and in scope.
Ready when: The source reference, permissions and accountable owner are recorded.
Use the authorized records to prepare a neutral invitation without exposing treatment details or selectively screening unhappy patients. 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 staff-approved review invitation and consent log against the original records and current policy. Correct errors and escalate exceptions to the qualified specialist; do not auto-approve.
Ready when: Practice manager has recorded approval or a reason to hold the item.
After explicit approval, save a staff-approved review invitation and consent log 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 review invitation response 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-review-drafts
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- ORTHO-REVIEW-DRAFTS-DEMO-001
- Trigger
- An eligible completed visit has communication consent.
- Owner
- Practice manager
- Prepared output
- a staff-approved review invitation and consent log
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- Review invitation response 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 practice manager time five examples of this work. Use redacted copies of visit completion, age/guardian status, and contact preferences to make a staff-approved review invitation and consent log manually, then list which fields required judgment.
What to measure.
- Review invitation response 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.
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Want this running in your business in 4–6 weeks?
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