Referral management for orthodontists
From referral to chair — without three spreadsheets.
OrthoDocs collects every referral in one portal, texts the patient the moment it arrives, and gives your coordinators a clear list of who to call next.
The only metric that counts: patients who show up.
The problem
Referral tracking is still a manual job in most practices.
Referrals scattered across systems
CareStack, website forms, phone calls, and paper slips — nothing lands in one place.
Three spreadsheets, three staff
Lists get compiled by hand every morning and split manually between coordinators.
Follow-up tracked from memory
No shared record of who called whom, or which patients went quiet after day one.
No idea which dentists pay off
Volume is visible. Conversion, case value, and revenue per referring dentist are not.
How it works
Four steps from a referral landing to a consult on the schedule.
- 01
The referral arrives
QR code, website link, or direct entry by the referring dentist or the patient. Everything lands in one portal.
- 02
The patient hears from you in seconds
An automatic welcome text goes out on receipt, so the practice is the first voice the family hears.
- 03
A coordinator owns it
Each referral is assigned with clear tasks and status. Silence past three days is flagged automatically.
- 04
The consult gets booked
Name and contact are enough to hold the slot. Insurance and chart detail are backfilled before the visit.
What's inside
Built for the front desk, not for IT.
One referral inbox
Every source, one queue, with the minimum fields needed to schedule.
QR code + referral link
Put it on the referral pad, the website, or the office door. Dentists and patients both self-enter.
Automatic welcome text
A warm, templated message fires the moment a referral is received.
Task assignment
Assign per referral, see pending vs. done per team member at a glance.
Follow-up reminders
No response after three days? It surfaces at the top instead of disappearing.
Referral quality reporting
Volume trends, consult conversion, case value, and revenue per referring dentist.
Reporting
Quality, not just quantity.
Sixty referrals with four starts is not a better relationship than ten referrals that all start. OrthoDocs ranks referring dentists by what happens after the referral.
- Referral volume & trend
- Spot the dentist who quietly stopped sending.
- Consult conversion
- How many referrals become in-person consults.
- Revenue per dentist
- Case value, not just case count.
- Campaign effectiveness
- Referrals attributed to each promotion.
On the roadmap
What comes after launch.
Cloud9 calendar integration
Real appointments instead of dead placeholder blocks — so automated reminders actually fire.
Insurance capture
Optional pre-verification flow that never blocks scheduling.
Internal vs. external tagging
Track referral mix where partner agreements require a split.
Stop compiling spreadsheets. Start counting consults.
We'll walk your team through the portal, the QR intake, and the reporting in 20 minutes.
Request a demo