For specialists HIPAA compliant

Stop Losing 35% of Your Patient Referrals

35% of referred patients don’t follow through. VoiceReferral transforms spoken doctor notes into clear referral letters while tracking patients every step of the way to your chair.

  • Voice-generated letters make it easier for your network to refer to you
  • End-to-end tracking and reminders
  • Share any available appointments with your doctors to create urgency

Our Story…

“2,000 referrals later, I thought there had to be a better way to communicate with my local specialists. I’ve got a patient with extreme pain, you just had a cancellation. My patient is finally motivated to see you, but life gets in the way, they drift, and I had no idea. But it’s not just status updates that were missing. Human, verbal communication has been reduced to a PDF. VoiceReferral, though asynchronous, tells the story of a shared patient, and a shared experience.”

John Stark, DDS

Where we shine

We make it easy for GPs to refer. So what do we do for specialists?

Most referral letters arrive missing critical patient contact details, leaving your team to hope the referral calls. VoiceReferral Pro fixes that. Simply snap a screenshot of a referral. We extract the data to your tracking portal, collect the missing contact information or x-rays, and handle the outreach to both the patient and the referring office — tracking the patient right to your chair. By automating follow-ups and closing the communication loop, we help you reclaim the 35% of patients who too often slip through the cracks.

  • Snap it Screenshot any referral — fax, PDF, or portal
  • We fill the gaps Data lands in your portal; missing contact information or x-rays collected
  • We close the loop Patient and referring office worked until they’re in your chair

Manage. Capture. Find.

VoiceReferral Pro

Four problems cost you cases — flip each one over for the fix.

A dentist sitting chairside speaking into a phone, recording a referral in front of the patient
Problem 1 It takes two to tango ProblemSolution
Referral tracking only works if your referring doctors use it.

Otherwise, you have to add their referral information to your tracking software. That’s not going to happen consistently.

Flip for the fix
Problem 1 It takes two to tango ProblemSolution

We make referring so easy your offices jump on board.

  • A 90-second voice interview instead of paperwork — free for them, forever
  • Old school office? Take a screenshot of a PDF, fax, or however you get your referrals, paste it and AI populates every pertinent field
Problem 2 Half a referral ProblemSolution
No x-rays, no insurance, no cell number — and your desk is the one chasing.

Every missing item is a phone call your front desk has to make, and one more reason the patient never gets scheduled.

Flip for the fix
Problem 2 Half a referral ProblemSolution

We ask the referring office for exactly what’s missing — and keep asking until it arrives.

  • One link to their front desk: tick what you sent, paste a screenshot, done
  • Silence gets a follow-up on day three and day five, and your desk always knows whose court the ball is in
  • An insurance screenshot is read straight onto the card — carrier, ID, coverage — no retyping
Problem 3 They drift, and you can’t chase them ProblemSolution
By the time you know they were referred, the odds have already dropped — and texting uninvited can carry heavy fines.

Motivation, insurance, a busy week — anything detours a patient on the way to your chair. Reaching out without permission is a legal minefield.

Flip for the fix
Problem 3 They drift, and you can’t chase them ProblemSolution

Know the moment a letter is generated, with permission to reach out already in hand.

  • Consent and contact captured with the referral — we text them while they’re motivated, or you do it yourself: hold any message, send it now, in your own words
  • Their questions get answered — insurance, reviews, cost — by an assistant you teach, and you see every chat
  • Still not scheduled? We nudge the referring doctor, and every quiet case surfaces on one list
Problem 4 Invisible chairs ProblemSolution
Your open chairs are invisible to the people who fill them.

Every office has cancellations. The dentist choosing where to send doesn’t know about yours — and the office that has never referred to you assumes that relationship is spoken for.

Flip for the fix
Problem 4 Invisible chairs ProblemSolution

Your real openings and the plans you take, on the referring doctor’s phone — right when they choose where to send.

  • Last-minute cancellations become appointments a patient in pain can grab, straight from the text we send them
  • The relationship that matters is the dentist’s with their patient — urgency and insurance participation win referrals from offices that never sent you one
  • The interview builds your short-call list for you

And while we're at it

  • Easy messaging between your front desk and your referring offices
  • Image sharing, including CBCT, DICOM, and STL files
  • Analytics showing who is falling off your radarRolling out
  • VoiceReferral in Reverse — your referring doctors hear what you did, and your thanks, in your own words
  • Status updates — referring doctors see their patient's progress through your office
An endodontist at her desk speaking into her phone, recording a report back to the dentist who referred the patient

“Hearing thank you for sending a patient over means so much more than reading it.”

Dr. Halliday, on VoiceReferral in Reverse

Best practices

Bringing your network on board

No one has to use VoiceReferral for you to benefit. Here is what the offices getting the most out of it do.

One

Start with the referrals you already get

Screenshot the referral letter, paste it into VoiceReferral Pro, and AI reads it and adds it to your portal. Nothing changes for the office that sent it — and you can now manage and track all of your referrals in one place.

Two

Send an invitation in your own words

Invite each doctor through VoiceReferral. They hear you talk about it in your own voice, and hear VoiceReferral in action. We have pre-made scripts, or use your own.

Three

A personal text goes further than a campaign

Many of our doctors have had the most success simply sending a personal text or email with a link to their VoiceReferral page as an introduction.

Four

Report back by voice, every time

Use VoiceReferral for every report-back letter you send. Your network will hear the warmth, clarity, and speed of verbal communication.

Questions specialists ask

Do my referring doctors have to buy anything?
No. Generating and sending referral letters is free for them, forever — a 90-second voice interview instead of paperwork. An office that would rather keep faxing changes nothing: your front desk pastes whatever they send and the fields populate themselves.
How do I know my messages are being read?
A note you write on a referral goes to the other office as an email from your practice, with the referral linked. They reply to it like any email, and the reply lands on the referral in your portal and reaches your desk. Nothing waits on anyone remembering to log in.
Do I have to change my practice management software?
No. VoiceReferral sits alongside whatever you run. Letters land in your portal the moment they're generated, with fax or email as redundancy, and the portal installs as an app on your phone and your front desk's.
How can you text my referred patients legally?
Contact info and consent are captured with the referral itself, before anyone reaches out. Every message names the practice sending it and honors an opt-out. You can reach out yourself, too.
What about x-rays and CBCTs?
Images ride along with the referral — CBCT, DICOM, and STL. One-click download from the portal, no thumb drives and no file-share links to chase.
Is it HIPAA compliant?
We sign a Business Associate Agreement with every office — the current version is noted in the footer — and referrals sit behind per-office logins.
What happens if I cancel?
Month to month, cancel any time. The free letters keep arriving either way, and nothing you already received goes away.

Flat price. No contract.

VoiceReferral Pro is half off for your first 90 days while your network comes onboard — $175 a month, then $349. Month to month, never per referral, and the free letters keep arriving either way. If you cancel, nothing you already receive goes away.

Claim your office See pricing