Have you had your practice's approved AI draft an insurance narrative from your notes?

AI can turn your chart notes into a clear narrative that answers what the plan needs. Use only a BAA-covered tool, and check every fact.

How to automate it

How to automate “write referral letters to specialists”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

15 min

typically, a few times a week

55%

of the time can be automated

Easy

to set up

Fix 1 of 2

AIBest fix

Have approved AI draft insurance narratives and referral letters from your notes

AI turns your chart notes into a clear narrative that answers what the dental plan needs (tooth, findings, why this procedure) or a tidy referral letter. Use only your practice's BAA-covered AI for anything with patient details.

Typically saves about 45% of the time10 min to set up

1Gather the chart note, the procedure code and what the plan usually asks for (fracture, decay extent, existing restoration age, pocket depths).
2Use only your practice's approved, BAA-covered AI tool. If you do not have one, remove all patient identifiers first.
3Use the prompt below.
4Check every clinical fact, then attach the narrative with the X-rays and photos.

Prompt to copy

Draft a [DENTAL INSURANCE NARRATIVE / REFERRAL LETTER] for [PROCEDURE AND CDT CODE] on tooth [TOOTH #]. Clinical findings from my notes: [PASTE NOTES]. For a narrative: state the diagnosis, the clinical findings that support it (fracture, decay extent, failing restoration age, pocket depths, symptoms), why a lesser treatment is not suitable, and which images are attached. For a referral: the reason for referral, relevant history and what I am asking the specialist to do. Under 150 words, factual. Mark anything missing as [MISSING]. Do not invent findings.

Tools: Your practice's approved, BAA-covered AI assistant

Fix 2 of 2

Software feature

Use procedure note templates that fill in from the code you chart

Most dental systems can attach a note template to each procedure code (auto notes or clinical note templates), so charting a crown prep drops in 80% of the note. You only fill the prompts.

Typically saves about 35% of the time2 h to set up

1List the ten procedures you chart most.
2Build an auto note or template for each in your practice management system, with prompts for the parts that change (tooth, shade, anaesthetic, complications).
3Link each template to its procedure code so it appears when you complete the procedure.
4Share them with the whole clinical team so notes are consistent.

Tools: Your practice management system (Dentrix, Eaglesoft, Open Dental, Curve, Denticon, CareStack or similar)

Quick wins

Have you tried…

Have you had your practice's approved AI draft an insurance narrative from your notes?: AI can turn your chart notes into a clear narrative that answers what the plan needs. Use only a BAA-covered tool, and check every fact.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Dentist

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