Answer every call on the first ring.
Leads call after 5 PM and hit voicemail.
Est. deploy 2–3 weeksSee the walkthrough
Intake & Scheduling · Orthodontics
Prepare every treatment start before arrival.
Missing forms delay the first treatment visit.
For: Patient coordinators and the team responsible for intake & scheduling in orthodontics.
01 · The outcome
What good looks like.
The team has a start-readiness checklist with unresolved items assigned to staff, with source evidence and an explicit approval before any external action. Track starts delayed by missing paperwork against a baseline; do not assume automation improves it.
A connected workflow that uses signed consent status, appointment type, and intake checklist to list missing administrative forms without interpreting treatment plans. It produces a start-readiness checklist with unresolved items assigned to staff.
Where AI helps, and where a person decides.
AI can list missing administrative forms without interpreting treatment plans. It drafts and organizes; it does not authorize spending, commitments, clinical decisions or customer communication. The patient coordinator verifies the source facts and approves the final action.
Patient coordinator is accountable. People approve customer-facing, sensitive, financial, and legally binding actions.
- Patient coordinator: Capture the source and scope
- Patient coordinator: Review the proposed outcome
- Patient coordinator: Release only the approved version
- Patient 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 treatment start is booked. Connect only signed consent status, appointment type, and intake checklist. The patient 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 list missing administrative forms without interpreting treatment plans. 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 start-readiness checklist with unresolved items assigned to staff against the original records and current policy. Correct errors and escalate exceptions to the qualified specialist; do not auto-approve.
Ready when: Patient coordinator has recorded approval or a reason to hold the item.
After explicit approval, save a start-readiness checklist with unresolved items assigned to staff 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 starts delayed by missing paperwork 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-start-readiness
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- ORTHO-START-READINESS-DEMO-001
- Trigger
- A treatment start is booked.
- Owner
- Patient coordinator
- Prepared output
- a start-readiness checklist with unresolved items assigned to staff
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- Starts delayed by missing paperwork
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 patient coordinator time five examples of this work. Use redacted copies of signed consent status, appointment type, and intake checklist to make a start-readiness checklist with unresolved items assigned to staff manually, then list which fields required judgment.
What to measure.
- Starts delayed by missing paperwork
- 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.
Route every inquiry, 24/7.
Email, calls and webforms produce disconnected intake trails.
Est. deploy 3–5 weeksSee the walkthrough
Check coverage before the patient arrives.
Coverage surprises create front-desk delays.
Est. deploy 4–6 weeksSee the walkthrough
Want this running in your business in 4–6 weeks?
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