Workflows
From morning brief to completed follow-up.
One continuous workflow — schedule risk, patient messages, treatment follow-up, claims prep, and the weekly review — each stage handed to staff as a decision, not a task.
01 · Before the day
Schedule risk and gaps, surfaced overnight.
- Trigger
- Every schedule for the next day, checked overnight against confirmations, cancellations, and recall status.
- PatientArc prepares
- A morning brief listing confirmations sent, appointments at risk, and open chair time matched against the recall list.
- Staff review
- Staff scan the brief, confirm which risks need a call instead of a text, and approve the waitlist matches before the day starts.
- Confirmations sent overnight
- Schedule risks flagged early
- Waitlist matches ready to approve
Morning brief
Today- 14 confirmations sent
- 2 schedule risks flagged
- 6 waitlist matches ready
02 · During the day
Patient messages and open chair time, handled as they arrive.
- Trigger
- A patient message comes in, or a cancellation opens chair time.
- PatientArc prepares
- A triaged message queue with a drafted reply, and a matched patient from the recall list for the newly open slot.
- Staff review
- Staff pick a message, edit or send the draft, and confirm the schedule match — nothing reaches a patient unsent.
- Messages sorted by urgency
- Open chair time matched to recall
- Drafts staged for staff approval
Open chair
11:00 AM · 60 min · Op 2
Dr. Patel · Hygiene
Best match: Emily T. — recall overdue 4 mo.
Reschedule — Crown prep
SMS · 2 min agoHighHi, can I move my Tuesday appointment?
Suggested reply
Hi Mark — Friday at 2:30 PM with Dr. Patel works.
03 · After the visit
Treatment follow-up and benefits clarity, without a gap.
- Trigger
- A visit closes out — a procedure is completed, or a treatment plan is proposed but not yet scheduled.
- PatientArc prepares
- A follow-up drafted for the visit type, and a plain read on what the patient's benefits cover, ready to share.
- Staff review
- Staff confirm the follow-up timing and check the benefits summary before it goes to the patient.
- Follow-ups drafted by visit type
- Benefits summarized in plain terms
- Patient communication staged for review
Follow-up
Crown seat — Michael R.
48-hr check-in · drafted
Benefits
- Coverage checked
- Estimate drafted
- Patient message pending
04 · Claims prep
A packet draft, ready for staff to check and send.
- Trigger
- A completed procedure is billable, and the documentation needed for the claim is available in the chart.
- PatientArc prepares
- A claim packet drafted from the visit — narrative, codes, and attachments assembled and checked against a completeness list.
- Staff review
- Staff review the packet against the chart, fill any gap the checklist flags, and approve it before submission.
- Packet drafted from visit documentation
- Completeness checked against a list
- Submission held for staff approval
Claim packet
- Narrative
- X-rays attached
- EOB needed
05 · Weekly review
Unresolved loops, assigned to someone by name.
- Trigger
- The week closes — a fixed set of recall, schedule, and claim loops that never got resolved.
- PatientArc prepares
- A weekly summary of what recovered, what's still open, and who on the team owns each unresolved item.
- Staff review
- The team reviews what's outstanding, reassigns ownership where needed, and clears the list before it carries into next week.
- Recall recovery by cohort
- Schedule density by op
- Outstanding claims assigned by owner
Week in review
- Recall recovered38 patients
- Open chair time filled11 hrs
- Claims past 30d4 open