BrightSmile Orthodontics — Multi-location orthodontic practice

AI deployment blueprint for Multi-location orthodontic practice. Automates ortho patient flow using Google Calendar, Twilio, HubSpot, Claude.

3 agents4 integrations35h freed/week2-3 weeks for treatment follow-ups9h setupSimple

Google Calendar Twilio HubSpot Claude

AI Readiness Score

72/100

RUN

data maturity68

HubSpot provides structured patient data, appointment history available

team capacity75

Semi-technical team with existing AI usage shows readiness

budget alignment70

Budget range supports comprehensive automation suite

automation readiness75

Clear repetitive processes in patient follow-up and insurance verification

timeline feasibility80

6-month timeline allows for phased HIPAA-compliant implementation

integration complexity70

Existing tools have good API support, healthcare data requires careful handling

How This System Works

Architecture

HIPAA-compliant patient engagement platform integrating with existing practice management tools

Data Flow

Patient data flows from HubSpot to Claude for intelligent analysis, generating personalized communications delivered via Twilio while maintaining compliance and tracking in the CRM

Implementation Phases

Foundation Setup4-5 weeks

HIPAA compliance setup and basic patient follow-up automation

Treatment Progress Monitor

Administrative Automation5-6 weeks

Insurance workflow automation and integration

Insurance Verification Assistant

Compliance Optimization3-4 weeks

Retainer patient monitoring and compliance improvement

Retainer Compliance Guardian

Prerequisites

-HIPAA compliance assessment
-Patient consent forms updated
-Insurance clearinghouse account

Assumptions

-Patients opt-in to SMS communications
-Insurance APIs remain stable
-Staff adoption of automated workflows

Recommended Agents (3)

How It Works

1
Query HubSpot for patients with upcoming milestones
Fetch patients 2-3 days post-adjustment or approaching next appointment
HubSpot API
2
Analyze compliance patterns and treatment stage
Review appointment history and notes to personalize outreach
Claude
3
Generate contextual follow-up message
Create personalized text considering treatment type and patient history
Claude
4
Send via SMS or update CRM task
Deliver message and log interaction in patient record
Twilio/HubSpot

Data Flow

Inputs

HubSpot — Treatment timeline and compliance data(Patient records, appointment history)
Google Calendar — Next scheduled visits and milestones(Upcoming appointments)

Outputs

Twilio — Personalized patient reminders(SMS messages)
HubSpot — Follow-up tracking and compliance notes(Activity logs)

Prerequisites

-HIPAA compliance setup
-Patient consent for SMS

Error Handling

warning

API timeout

Retry with exponential backoff

critical

Invalid patient data

Flag for manual review

Integrations

Source	Target	Data Flow	Method	Complexity
HubSpot	Claude	Patient data for analysis	api	moderate
Claude	Twilio	Generated message content	api	low
HubSpot	Google Calendar	Appointment scheduling data	api	moderate
Insurance APIs	HubSpot	Verification results	api	high

Schedule

0 9 * * 1-5

Treatment Progress MonitorDaily weekday morning follow-ups

0 10 * * 0

Retainer Compliance GuardianWeekly retainer patient outreach

Recommended Models

Task	Recommended	Alternatives	Est. Cost	Why
Patient communication generation	Claude Sonnet 3.5	GPT-4	$60-80/month	Healthcare-appropriate tone and HIPAA-conscious content generation
Insurance document processing	Claude Sonnet 3.5	GPT-4	$40-60/month	Strong structured data extraction from complex insurance responses
Compliance pattern analysis	Claude Haiku	GPT-3.5 Turbo	$20-30/month	Cost-effective for routine data analysis tasks

Impact

What Changes

Before

Staff manually calling patients for follow-ups

After

Automated, personalized SMS reminders with intelligent timing

Before

Hours spent on phone with insurance companies

After

Automated verification with clear coverage summaries

Before

Retainer patients falling out of compliance

After

Proactive monitoring with targeted intervention

Capacity Unlocked

Front office team freed to focus on patient experience and treatment coordination rather than repetitive administrative tasks

Time to First Impact

2-3 weeks for treatment follow-ups

Quality Gains

✓More consistent patient communication
✓Reduced insurance claim denials
✓Better retainer compliance tracking

35h freed up/week$385/mo estimated cost

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What's next?

This blueprint is a starting point. Fork it, remix it, or build your own.