Discuss your projectReferrals, follow-ups, supply orders, and reporting that run the same way at every practice, built around the practice management system. The front desk gets its time back, and owners see every site in one view.
Illustration of a referral and follow-up application built by Baybloom for a dental group: referrals moving from received to scheduled to follow-up across several practices.
Practice administrators, operations directors, and owners of dental, physical therapy, and specialty medical groups with several locations. The practice management system runs the clinical record and the chair; everything around it runs in spreadsheets, phone calls, and email. We build the operational and administrative software; clinical records stay in the systems built for them.
The workflow
The steps we see most often in this kind of operation.
What we build
Log every inbound and outbound referral with an owner and a deadline, so coordinators see which patients still need scheduling or a follow-up.
Turn overdue recalls and treatment follow-ups into assigned call lists per site, with outcomes recorded, so fewer patients drift away from care.
Track usage and par levels per practice, raise orders to approved vendors, and show group spend by site and category.
Combine production, collections, schedule utilization, and referral activity across practice management systems into one view for owners and administrators.
Track new-hire paperwork, licenses, and credential renewals per site, with reminders before anything lapses and one view for the group.
Collect non-clinical intake forms, insurance details, and consents before the visit, feeding the practice management system instead of the front desk.
Your first release
How the work runs
We start with the people doing the work and the systems around it, then write down the first release: what it includes, what it leaves for later, the integration decisions, and the acceptance criteria. Nothing is built until that scope is agreed.
We build in releases you can review as the work takes shape, using realistic data. Every release carries tests, a security review, and documentation. Integrations are tested against real records, with exceptions visible.
Your team receives the documentation, the runbooks, and the training to run the system, and we stay on for continued engineering when you want it.
Scope and price
Every project is priced from a written scope. These are the factors that move it most.
Each practice management system has its own data access options, so a group running several needs a connection and mapping for each one.
More sites mean more local habits to agree on, more role and site permissions, and more rollout support for front desks and administrators.
Workflows that store patient identifiers need hosting that supports HIPAA requirements, a business associate agreement, access logging, and extra security review.
A single administrative workflow such as referrals is contained, while combining referrals, recalls, and supply ordering in one release widens discovery and testing.
Multi-site dental group
At a multi-site dental group, referrals usually arrive by fax and email at each practice, get logged on paper, and are chased from a coordinator’s spreadsheet. A first release captures each referral as a record with an owner and a deadline, pulls the patient fields the workflow requires from Dentrix or Open Dental, and queues follow-ups. Group leaders can see where referrals stall at each site. Patient data handling is agreed in writing, with a business associate agreement where required. Supply ordering from par levels per site fits a later phase.
Deeper in this industry
Questions
What leaders in this industry ask us first.
No. The practice management system and the electronic record stay where they are. We build the operational and administrative software around them and connect to them for the fields the workflow needs.
What the software may hold, where it runs, and who may see it are agreed in writing before anything is built. A business associate agreement is signed where the work requires one, and hosting and databases support HIPAA requirements. The scope keeps clinical records out of the application.
Yes. Acquired practices often run different systems. The workflow records live in one place and connect to each system for what it needs.
We start with the administrative workflow that has the most manual work and the clearest owner, usually referrals, follow-ups, or supplies, at the sites where it hurts most.
The software is designed with front desk staff at one practice, tested during real sessions, and rolled out site by site with a local champion. The aim is fewer steps than the current process, so adoption comes from the time it gives back.
Yes. Many phone and patient messaging platforms offer APIs, so calls, texts, and outcomes can be logged against the referral or follow-up record. Messages that contain patient information stay within tools that support HIPAA requirements and are covered by the right agreements.
Each new practice joins the same workflows with its own site settings and roles. When it runs a different practice management system, a connection is added for that system, and the practice appears in group reporting alongside the others.