Refdocs for Orthodontists
Treatment progress letters at the rhythm of your aligner check-ins.
Stage-by-stage updates, completion letters and retainer summaries, drafted from the findings and notes captured during the visit.
Report types
The letters this specialty writes most
Each one is a template your practice can shape to its own wording and structure, then reuse for every patient.
- Initial assessment letter
- Treatment plan summary
- Aligner / bracket progress update
- Debond completion letter
- Retention review note
- Phase I completion letter
Use cases
How orthodontics practices use Refdocs
An update after every visit
Every progress visit produces a draft, so referrers hear from you through treatment instead of only at the end.
A letter for the family too
Add a report, describe it as a plain-language note for the parents, and the AI writes it from the same entry.
How it works
From the chair to a signed letter in three steps
Refdocs runs beside the practice management software you already use. There's nothing to integrate.
Step 1
Capture the visit
Fill in the entry by typing, dictating or pasting notes you already have. Your template decides which fields appear.
Step 2
Refdocs drafts your reports
One click fills every report you've selected, one for each member of the care team: consult letter, treatment report, referrer update.
Step 3
Approve and send
Read it, change anything, approve. Download the PDFs or send them securely to the referring dentist.
Voice
Say it once. Every field and every report fills in.
Dictate chairside or after the visit. Refdocs sends each sentence to the right field on the Entry and on every report, and drafts a new report when you ask for one.
Review before applying
Nothing changes until you accept it. Each field shows what you said and where it goes, and you can edit or move it first.
Or fill it in live
In Auto-insert mode, fields fill in as you talk, and each change can be undone from the transcript panel.
New reports on request
Say “let's send Dr. Patel a referral reply” and Refdocs drafts that report for you to create.
Every speaker separated
Clinician and patient are told apart, and you can play back any line of the transcript.
Consent first
Before you record, Refdocs asks you to confirm the patient has been informed and agrees.
- Works in any entry, with the template you already use.
Your writing
Reports in your words, in the tone you choose.
Referring dentists can tell a form letter from a specialist who took the time. Refdocs keeps your voice, lets you set the tone for each reader, and learns from every edit you make.
Try it: pick an action below the letter
Thank you for referring Mira Singh. Tooth 36 was tender to percussion with a lingering responce to cold, and the periapical radiograph shows a widened PDL space on the mesial root. My diagnosis is symptomatic irreversible pulpitis with symptomatic apical periodontitis. I recommend root canal therapy, after which Mira will return to you for a full-coverage restoration.
Your templates, your words
Each report starts from a template your practice writes, so the structure and phrasing are yours. Refdocs fills in today's findings.
Tell the AI how you write
Template AI Context holds your terms and preferences, like “BW means bitewing” or “use Canadian spelling”.
Adjust any paragraph in one click
Improve Tone, Shorten, Expand, Proofread, Numbered List, or type your own instruction. Undo puts it back.
A new report from one line
Add a report, describe it (“post-op instructions for the parents, warm and plain”), and the AI writes it from the entry.
Learns from your edits
Change a draft and Refdocs notes how you write, from phrasing to length to sign-off, so the next drafts start closer to your voice. Everyone on the team keeps their own style, and can see and edit it in Settings.
FAQ
Questions practices ask us
How do I choose the right plan?
Most practices choose the Specialist plan, billed per specialist, with hygiene and staff seats included. Residents at university clinics qualify for the Resident plan, free for the duration of their studies. Multi-location groups should contact us about Enterprise.
Do I need to connect my practice management system?
No. Refdocs runs alongside whatever practice management software you use today, so there's no integration project and no downtime. Most practices are set up in about five minutes. PMS integration is something we keep evaluating as practices tell us what they need.
How does voice dictation work?
Start recording from any entry. Refdocs separates the speakers and sends each statement to the right field on the Entry and on your reports. In Review mode nothing changes until you accept it; in Auto-insert mode fields fill in while you talk, and each change can be undone.
Do patients need to agree to being recorded?
Yes. Before you record, Refdocs asks you to confirm the patient has been informed and agrees to the recording.
Will the reports sound like us?
Each report starts from your own template, so the structure and wording are yours. Template AI Context tells the AI your terms and preferences, and any paragraph can be adjusted in one click with Improve Tone, Shorten, Expand, Proofread or your own instruction. Nothing is sent until a specialist approves it.
How do user types work?
Specialists write and approve every type of report. Hygiene users prepare and approve hygiene reports. Staff users fill in entries and mark them for approval, and the specialist approves them from the Pending Approval tab. Staff can also open and download approved reports for your records.
Is there a free trial?
Yes: the full Specialist plan for seven days, with as many specialists as you'd like to invite. You add a card to start, and you can cancel at any time during the trial. We're also happy to set up a free onboarding call to get your practice going.
Can I change plans or seats later?
Anytime. Add seats or change plans from Settings, or contact support and we'll do it for you.
How does billing work?
Monthly, per specialist seat, processed by Stripe. Hygiene and staff seats are included. Visa, Mastercard and Amex are accepted in CAD or USD. There's no long-term contract. If you cancel, there are no pro-rated refunds, but you keep access until the end of the period you've paid for.
7-day free trial
Leave the letters at the office.
Never lose an evening or weekend to paperwork again. Set up your first template, run one visit through Refdocs, and read the letter before your next patient.