Patient and referral portals for healthcare and dental groups.

Take the phone load off the front desk with online intake forms, tracked referrals, appointment requests, and statements for every practice. One administrative front door connects to each practice management system for the fields it needs.

Scope a practice portal What is different here

Referral portalReferralsReportsPractice

New referral

Patient Patient 4187

Reason Implant consult

Referring practice Northgate

Records2 attached

Submit referral

Referral 4187

ReceivedToday 8:12

Records receivedToday 8:14

Consult scheduledThu 8:00 · Riverside

Report sent

Recent referrals

4187Implant consultTodayScheduled

4102Periodontal evalSep 9Report sent

4088Orthodontic consultSep 2Report sent

4071ExtractionAug 28Report sent

Your referralImplant consult · 4187Consult Thu 8:00Riverside practice

Records received

What is different in this industry

The requirements that change the work.

Patient data has rules

What the portal may hold, where it runs, and who may see it are agreed in writing before anything is built, with a business associate agreement where required, on hosting and databases that support HIPAA requirements. The clinical record stays in the systems built for it.

Several practices, several systems

Acquired practices often run different practice management systems. The portal is one front door with a connection to each.

Referrals come from outside

Referring practices and specialists need a way in that does not require an account per person: a referral intake with tracking and a status view.

The front desk is the bottleneck

Every form, request, and question that reaches the desk by phone is a candidate for the portal, in the order that relieves the desk most.

What we build

Web app development, applied here.

Intake and forms

New-patient and pre-visit forms completed before arrival, posted to the practice system where it accepts them.

Referral tracking

Referrals as records with an owner, a deadline, and a status visible to the referring practice.

Requests and scheduling

Appointment requests, reschedules, and confirmations, routed to the right practice.

Documents and statements

Statements, consent forms, and letters on the account, with e-signature where needed.

What a first release could include.

In the first release

One workflow across the group: intake forms, referral tracking, or appointment requests
A connection to the practice management system for the fields that workflow needs
Roles per practice and for the group
Data handling agreed in writing, with a business associate agreement where required
A status view for patients or referring practices

Usually later

Statements and payment on the account
Group reporting on referrals and requests
AI review of incoming referral documents

Systems in play

Practice management: Dentrix, Open Dental, Eaglesoft, and similar
Scheduling and recall tools
E-signature and document storage
Phone and messaging systems
Identity providers for staff sign-in
Payment providers for statements, where used

Features

What the software can include.

Multi-practice administration

Group staff manage practices, locations, providers, and forms from one console, with settings inherited by each practice where appropriate.

Administrative patient messaging

Administrative messages between patients and the front desk, with templates, attachments, and routing by practice and topic.

Insurance details before the visit

Patients enter insurance details and upload card images before the visit, with fields checked and posted for the front desk to verify.

Reminders and recall notices

Appointment reminders and recall notices sent by text or email, with confirmations and cancellations written back to the schedule.

Staff roles and audit trail

Role-based access for front desk, billing, and group staff, with a log of who viewed or changed each record.

Referring practice directory

A maintained list of referring practices and providers, with their contacts, referral history, and preferred way to receive updates.

Multi-site dental group

Referring practices submit a referral online and check its status without calling.

For a dental group with several practices, referrals from outside dentists typically arrive by fax or phone, and the referring office calls back to ask whether the patient has been seen. A first release gives referring practices a portal to submit a referral with its documents and follow its status. Each submission becomes a record with an owner at the receiving practice, and the fields the workflow requires come from Eaglesoft or Open Dental. Data handling is agreed in writing. Pre-visit intake forms for patients are a sensible next phase.

Questions

Before you start.

What firms in this industry ask about this work.

Is this a patient portal for clinical records?

No. Clinical records stay in the practice management and electronic record systems. This is the administrative front door: forms, referrals, requests, documents, and statements.

How is patient data protected?

Data handling is agreed in writing before anything is built, with a business associate agreement where the work requires one, and the scope keeps clinical records out of the portal.

Can it work with different practice management systems?

Yes. One portal connects to each system for the fields the workflow needs.

What comes first?

The workflow that relieves the front desk most, usually referrals or intake, at the practices where it hurts.

Does the portal support HIPAA requirements?

It is designed to support HIPAA requirements: hosting and databases that support them, access by role, an audit trail, encryption in transit and at rest, and data handling agreed in writing, with a business associate agreement where required. Clinical records stay in the EHR and practice systems, which keeps the portal’s scope administrative.

Can patients use it on their phones?

Yes. The portal is a web application designed for phones first, so patients can complete forms, request appointments, and view statements without installing an app. Staff screens are designed for desktop use at the front desk. A native app is an option later if the group needs one.

How are new practices added after an acquisition?

Each new practice is added as a location with its own roles and settings, and connected to its practice management system for the fields the portal uses. Where the new practice runs a system the portal already connects to, the work is mostly configuration. A new system means a new connection, scoped and tested before launch.

Scope a practice portal.

Tell us about the workflow and the systems around it.
We’ll come back with a written scope for a first release.