About This Automation
Referral letter generation requires staff to manually gather patient data from multiple sources, collect clinical notes from dentists, and create compliant letters. This scattered workflow causes delays, compliance risks, and significant administrative overhead.
Automation pulls patient and clinical data automatically, composes a compliant referral letter, and routes it for review and sending in minutes. Staff focus only on clinical sign-off while tracking and follow-up happen in the background.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
A new specialist appointment is created in the practice schedule or patient record system. The automation detects the trigger and retrieves patient and appointment details automatically.
The automation pulls patient name, date of birth, contact details, and appointment information from the practice database or spreadsheet. It also retrieves the dentist's treatment notes and diagnosis from the patient record.
The automation composes a compliant referral letter using the patient and clinical data, following the practice's standard template and regulatory requirements. The letter is formatted and ready to send.
The automation sends the referral letter via email to the specialist's office using the correct contact address from a maintained directory.
The automation records the referral details, date sent, specialist name, and patient contact information in a centralised Google Sheet for tracking and follow-up.
A notification is sent to the practice team confirming the referral has been sent and logged, with a link to the tracking record.
The automation monitors the practice email inbox for replies from the specialist and updates the tracking sheet with the response status and appointment confirmation.
Most popular tool stack used
— the complete tool combinations companies use
Google Sheets
Google Docs
Gmail
HubSpot
SlackWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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