Healthcare · persona
Specialty Practice (Derm / Ortho / Cardio)
1-5 specialist practice with surgical or procedural workflow. Referral coordination + imaging + surgical scheduling is the operational spine.
A day in the life
What the next Tuesday looks like
A specialty practice runs on referrals coming in, getting routed correctly, surgical/procedural scheduling, and post-op follow-up. The friction points are different from primary care: referrals arrive as faxes, PDFs, hospital portal messages, and emails, each with different formats, different completeness, and different priority. The intake coordinator spends 2-3 hours per day just reading, classifying, and routing them.
The AI layer ingests every inbound referral channel, extracts the structured data (referring provider, patient demographics, presenting complaint, ICD-10, urgency, attached imaging/labs), tags missing required fields, and routes to the right scheduling pool. Patients with incomplete referrals get a structured outreach to fill the gap; complete referrals land in the schedulers' queue with a recommended appointment slot already calculated based on the practice's procedural mix.
Post-procedure, the same layer handles the standard follow-up sequence: pre-op instructions, post-op care, early-warning symptom check-in, suture removal scheduling, satisfaction and review request. The clinical team only sees the exceptions: the patient who reports unusual swelling, the one who hasn't filled their post-op script, the one who scored out-of-range on a check-in.
The specialty practice (derm / ortho / cardio) playbook
The automations that matter most
Out of the full Healthcare catalog, these are the ones a specialty practice (derm / ortho / cardio) should run first.
Referral intake & routing
Front-of-house & first contact
Inbound referrals are parsed, checked for the records and authorizations the specialty needs, routed to the right queue, and anything missing is chased from the referring office automatically.
No-show recovery (medical)
Schedule density & cancellation recovery
Same fill workflow as dental cancellation, applied to medical practices: no-show triggers an automated outreach to patients due for a similar appointment type within a configurable radius and benefit window.
Pre-op / post-op instruction sequence
Clinical documentation & post-visit
After surgical or procedural appointments, a pre-built sequence handles pre-op fasting/prep instructions and post-op care, pain management, warning signs, suture removal, and follow-up scheduling.
Review request automation
Clinical documentation & post-visit
After successful appointments, sends a Google review request. Patients indicating dissatisfaction route internally first so the team can address privately before any public review attempt.
Imaging-result patient comms
Clinical documentation & post-visit
Once a provider has reviewed and released a result, drafts the patient-friendly notification with any follow-up scheduling attached. Nothing goes out before clinical release.
In the wild
How this actually plays out
Referral intake is where specialty practices either dominate or hemorrhage. A dermatology practice receiving 80-120 referrals/week from primary care typically takes 2-3 business days to triage and respond. Patients with high anxiety (rule-out skin cancer, sudden lesions) drop off during that window, they call another office.
The AI workflow: every inbound referral fax/PDF/portal message is OCR'd and parsed. Required fields are extracted into structured data. Missing fields trigger a templated callback to the referring provider's office. Complete referrals get a categorized urgency score (rule-out malignancy = same-week priority; cosmetic concern = 4-6 week routine; chronic management follow-up = 3-month routine) and the patient receives a scheduling SMS/email with available slots that match the urgency.
A single-specialist derm practice running this workflow typically converts ~20% more referrals into kept appointments and reduces median time-to-appointment by 4-7 days.
Get the automation map for your practice
Tell us your practice size, PMS, and the one thing that breaks most often. We'll come back with a written map of which 5-7 automations matter first, what the rollout looks like, and what the first 30 days would change.