Free OpenClaw Skill for Orthodontic Practices: Treatment Coordinator Agent (Download)

What this skill does for your orthodontic practices

• Drafts the 24, 72, and 7-day post-consult cadence with financing (OrthoFi, OrthoBanc) handoffs tailored to the patient's stated objection.
• Compiles the weekly observation roster from Dolphin, OrthoTrac, Cloud9, or tops Software, with the next-target-date and the clinical trigger flagged.
• Runs the retention recall after debond on a 1-month, 6-month, annual cadence with debond-anniversary reactivation if adherence slips.
• Re-engages second-opinion shoppers with a 7, 21, and 60-day cadence keyed to the treatment coordinator's notes on their objection.
• Routes every patient-facing message through the TC for approval by default; flips to autonomous after a two-week validation period on rails you define.

What's inside this OpenClaw skill

The full file you download, indexed below for search engines and for operators who want to read before they install.

---
name: orthodontic-treatment-coordinator
description: Treatment coordinator agent for orthodontic practices. Handles consult follow-up, Phase I observation recall, retention recall after debond, and second-opinion shopper reactivation. Integrates with Dolphin, OrthoTrac, Cloud9, tops Software.
version: 1.0.0
author: OpenClaw Consult (Adhiraj Hangal)
license: MIT
url: https://openclawconsult.com/skills/orthodontic-practices
---

# OpenClaw Skill: Orthodontic Treatment Coordinator

## Overview

This skill turns the OpenClaw agent into a treatment coordinator equivalent for
your orthodontic practice. It does not replace the TC role: it amplifies it.
The skill owns the 80 to 120 daily patient messages so the human TC can spend
the day on consults, financing, and exception handling.

It is designed for 1 to 4 doctor orthodontic practices with 800 to 3,000
active patients, running Dolphin Imaging, OrthoTrac, Cloud9 Ortho, or tops
Software. Single-location and small DSO-style multi-location practices both
work.

## What this skill does

1. Post-consult cadence (24, 72, 7-day) with financing objection routing
2. Phase I observation roster compiled weekly with clinical trigger windows
3. Retention recall after debond on 1-month, 6-month, annual cadence
4. Second-opinion shopper reactivation at 7, 21, 60 days with objection-keyed copy
5. Phase II conversion outreach when the observation window closes
6. Records-to-banding pipeline tightening (target 7-10 days, default in most practices is 3 weeks)

## Triggers

```yaml
triggers:
  - type: heartbeat
    schedule: "0 9 * * *"          # Daily 9am
    action: review_post_consult_patients
    lookback_days: 7

  - type: heartbeat
    schedule: "0 7 * * 1"          # Mondays 7am
    action: compile_observation_roster

  - type: heartbeat
    schedule: "0 9 * * 3"          # Wednesdays 9am
    action: compile_retention_recall_queue

  - type: on_event
    event: pms.consult_logged
    action: enter_post_consult_cadence

  - type: on_event
    event: pms.appliance_check_completed
    action: log_to_treatment_progress

  - type: on_event
    event: pms.debond_completed
    action: enter_retention_recall_queue
```

## Workflow: post-consult cadence

When a new consult is logged in the PMS, the agent:

1. Reads the consult notes including the patient's stated objection (cost, timeline, second opinion, comfort, scope)
2. Tags the patient as one of: ready, financing-hesitant, second-opinion, observation-fit, not-ready
3. Drafts message 1 at hour 24 (warm thank-you with one personalized detail from the consult)
4. Drafts message 2 at hour 72 (financing options if applicable; doctor-voice reassurance if comfort-objection)
5. Drafts message 3 at day 7 (final decision nudge with specific next-step appointment slots)
6. After day 7 with no response, moves the patient into the 21-day and 60-day reactivation queue

All messages route through the TC for approval by default. Flip to autonomous by editing the `approval_mode` block at the bottom of this file.

## Workflow: observation roster

Every Monday at 7am the agent:

1. Pulls the active observation list from the PMS
2. For each patient, evaluates the clinical trigger: canine eruption window, mixed dentition stage, growth recheck, Phase I records readiness
3. Patients hitting a trigger this week are flagged for outreach
4. Drafts a parent-directed message referencing the specific clinical milestone (not a generic recall)
5. Adds Dr. [Name] open slots for the next 7-10 business days
6. Routes the draft to the TC; everything else rolls forward 90 days silently

A representative practice with 1,500 active patients has 200 to 400 observation cases at any time. The skill finds the 5 to 15 that need outreach this week and ignores the rest.

## Workflow: retention recall after debond

After a debond is logged, the agent enters the patient into the retention recall queue. Touchpoints:

- Day 30: "How is the retainer fitting" check-in
- Month 6: 6-month retention check appointment
- Month 12: annual retention check and retainer wear audit
- Debond anniversary: if no retention check in 12 months, run the reactivation cadence

Retainer adherence is one of the highest-leverage and most under-managed parts of an ortho practice. The skill keeps it on autopilot.

## Workflow: second-opinion shopper reactivation

Industry data suggests 50-65% of orthodontic consults see at least one other doctor before committing. The skill keeps this group warm.

Cadence:

- Day 7: "Just checking in" message customized to their original objection
- Day 21: doctor-voice differentiation message (your training, your case examples, your retainer policy)
- Day 60: case-study or social proof message

A practice scoping with us typically sees 8 to 15 second-opinion conversions per quarter from this single workflow.

## Message templates

```yaml
templates:
  post_consult_24h:
    subject: "Thanks for visiting today"
    body: |
      Hi {patient_first_name},

      Thank you for coming in today and trusting us with {patient_child_first_name}'s
      smile. I was thinking about {personalized_detail_from_consult} and wanted to
      share one more thought:

      {doctor_followup_thought}

      You can pick a records appointment here: {scheduling_link}

      Reach me back any time. We move at whatever pace works for your family.

      {tc_first_name}

  post_consult_72h_financing:
    subject: "Financing options for {patient_child_first_name}'s treatment"
    body: |
      Hi {patient_first_name},

      Following up from our consult: you asked about how the payment plan would
      work. We have a couple of options I would love to walk you through:

      1. OrthoFi: monthly payments from {orthofi_monthly_estimate}, no interest
         on the financing plan we discussed.
      2. OrthoBanc: in-house plan with a smaller down payment, our standard
         option for families who prefer to keep things with the practice.

      Either way, the first appointment to lock in the start date is records.
      Want me to send the records-appointment scheduling link?

      {tc_first_name}

  observation_clinical_trigger:
    subject: "Time for {patient_child_first_name}'s ortho check"
    body: |
      Hi {parent_first_name},

      {patient_child_first_name} is at the age where we usually want to do the
      next orthodontic check, specifically to look at {clinical_milestone}.
      It is a quick visit, no x-rays or treatment, just Dr. {doctor_last_name}
      taking a look.

      Open slots next week:
      {open_slots}

      Pick whichever works and I will hold it.

      {tc_first_name}

  retention_debond_anniversary:
    subject: "It has been a year since {patient_child_first_name}'s debond"
    body: |
      Hi {patient_first_name},

      Hard to believe it has been a full year since {patient_child_first_name}'s
      debond. We like to do a quick retention check around the 12-month mark
      to make sure the retainer is still doing its job. About 10 minutes,
      no charge.

      Open slots:
      {open_slots}

      Let me know which one works.

      {tc_first_name}

  second_opinion_reactivation_day_21:
    subject: "One more thought from Dr. {doctor_last_name}"
    body: |
      Hi {patient_first_name},

      It has been a few weeks since {patient_child_first_name} was in. Dr.
      {doctor_last_name} asked me to follow up with one more thought:

      {doctor_differentiation_message}

      No pressure on a decision, but if you are still weighing options I am
      always happy to revisit the consult numbers or talk through what other
      offices have said.

      {tc_first_name}
```

## Memory keys

The skill maintains the following memory keys across runs. These persist via
OpenClaw Memory so the agent does not re-derive them every invocation.

```yaml
memory:
  - key: ortho.consult_status[{patient_id}]
    description: Current cadence stage for the patient post-consult
    values: [pending, day_1_sent, day_3_sent, day_7_sent, converted, lost, reactivation]

  - key: ortho.observation_roster[{patient_id}]
    description: Next clinical trigger and the date it opens
    schema: { trigger: string, opens_on: date, last_outreach: date }

  - key: ortho.retention_recall_queue[{patient_id}]
    description: Current retention recall stage post-debond
    values: [debond_30d, debond_6mo, debond_12mo, anniversary_reactivation, dormant]

  - key: ortho.second_opinion_queue[{patient_id}]
    description: Active second-opinion shopper reactivation stage
    values: [day_7, day_21, day_60, dormant, recovered]
```

## Required integrations

| Integration         | Purpose                                  | Read | Write |
|---------------------|------------------------------------------|------|-------|
| Dolphin Imaging     | Daily appointment + consult export       | yes  | no    |
| OrthoTrac           | Daily appointment + consult export       | yes  | no    |
| Cloud9 Ortho        | REST API for consult and appointment     | yes  | optional |
| tops Software       | REST API for consult and appointment     | yes  | optional |
| Twilio (or similar) | Outbound SMS                             | no   | yes   |
| Email provider      | Outbound email (SendGrid, Postmark, etc) | no   | yes   |
| OpenClaw Memory     | Cross-run state                          | yes  | yes   |
| OpenClaw Heartbeat  | Scheduled cadence triggers               | yes  | yes   |

Write-backs to the PMS are optional. Most practices start with read-only and have the TC commit any PMS changes manually. Once you trust the agent, flip write access on for low-risk fields (recall date stamps, note appends).

## HIPAA notes

By default this skill operates on patient identifiers and appointment metadata
only. We deliberately avoid putting clinical detail, x-ray findings, treatment
plan specifics, or financial balances into outbound SMS. For practices that
want even tighter PHI handling, set `phi_mode: identifier_only` in the config
block below and the agent will route any patient name through tokenization,
requiring the TC to fill in personalized content from the secure portal.

Confirm your BAA covers the cloud AI provider you point OpenClaw at. The
skill itself is local; the model inference is not.

## Configuration

```yaml
config:
  practice_name: "Your Practice Name"
  doctors:
    - last_name: "Smith"
      open_slot_lookup: google_calendar
  approval_mode: tc_approves_all       # or "autonomous_after_2_weeks"
  phi_mode: standard                   # or "identifier_only"
  financing_partners:
    - name: OrthoFi
      monthly_estimate_field: orthofi_monthly_estimate
    - name: OrthoBanc
      monthly_estimate_field: orthobanc_monthly_estimate
  cadences:
    post_consult: [24h, 72h, 7d, 21d, 60d]
    observation_review: weekly
    retention_recall: [30d, 6mo, 12mo, anniversary]
    second_opinion_reactivation: [7d, 21d, 60d]
```

## Quick install

```bash
mkdir -p ~/.claude/skills
mv orthodontic-practices.md ~/.claude/skills/orthodontic-treatment-coordinator.md
# Edit the config block to match your practice
```

Launch OpenClaw and the skill is live. Run `compile observation roster` or
`run post-consult cadence` to invoke it on demand, or wait for Heartbeat to
fire it on the configured schedule.

## Want it wired to your stack?

This SKILL.md is the starting point. If you want it plugged into your specific
PMS, financing partner, and brand voice on a fixed-price two-week clock, with
the founder writing every line of the build, the door is at
https://www.adhirajhangal.com/work

Install in 60 seconds

1. 1

   Drop the file into your OpenClaw skills directory

   Save the downloaded orthodontic-practices.md as ~/.claude/skills/orthodontic-treatment-coordinator.md (or your project-level .claude/skills/ if you scope it per practice). OpenClaw picks up new skill files on next agent launch, no restart command required.

2. 2

   Connect your practice management system

   Edit the integrations block to point at your Dolphin, OrthoTrac, Cloud9, or tops Software export. Read-only access is enough to start. The skill includes the prompts that translate your daily appointment export into the agent's working memory.

3. 3

   Launch in approval mode, validate, then flip to autonomous

   Start with the TC approving every outbound text and email for the first two weeks. The skill's defaults route everything that touches Phase I/II decisions, financing, or clinical questions to a human. After two weeks of validation, flip the templates that perform cleanly to autonomous, with the TC notified only on exceptions.

Example conversation

Common questions

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