Referrals slip
through the cracks.
RefClin closes the loop.
Paper forms, faxes and email threads lose referrals, leave referrers in the dark, and let patients fall between practices. RefClin gives every referral a tracked, secure home — from first send to final report — and finally shows you the money: revenue booked and revenue lost, with the reason.
Close the loop
Track every referral end-to-end — sent, triaged, treated, report returned.
See the money
Revenue booked and revenue lost — with the reason. The number most referral systems never show you.
A network, not a marketplace
You choose who you work with. No patient auctions, no fee-splitting — ever.
Built for UK dental
Designed around UK GDPR, GDC standards and how dental teams actually work.
Why dental referrals fail today
Referring out should be routine. Instead it's the part of care most likely to break — for the referrer, the specialist, and above all the patient.
Lost in transit
Faxes, paper forms and email threads go missing. No one is sure a referral arrived, or what happened next.
No visibility
The referring practice rarely hears back. Was the patient seen? Treated? The loop is never closed.
Patients fall through
Hand-offs between practices drop cases. Patients wait, chase, or simply disappear from care.
Compliance risk
Sending patient records over email or paper is hard to secure and harder to audit under UK GDPR.
Every referral, tracked end to end
The same case, visible to both the referring practice and the specialist, at every step — so everyone knows exactly where the patient is.
Compose & send
One form captures demographics, medical history, allergies, radiographs and the case value. For a lab it becomes a work order; for imaging, a request with the IR(ME)R dose justification. Consent is timestamped and the referral lands in the receiver’s inbox instantly.
Track & treat
The receiver triages, assigns and books. A clear top bar moves the case New → Contacted → Scheduled → In treatment → Completed, with attributed, timestamped notes (who wrote what, on which stage) and secure messaging throughout — live to both sides.
Close the loop — or close with a reason
Completed cases send an AI-drafted report back to the referrer. Cases that won’t proceed are Closed with a reason — Unsuitable or Funds — so the treatment value shows as lost revenue. Every referral is accounted for, booked or lost.
This is what you booked.
This is what you lost — and why.
Every closed case records a reason — Unsuitable or Funds — and its treatment value flows onto your dashboard as lost revenue, totalled by reason next to the revenue you booked. It's the number most referral systems never surface, and it turns an invisible leak into something you can act on.
- Booked vs lost revenue, side by side, by service and period
- Lost revenue broken down by reason, with counts and totals
- Set the treatment value right on the referral form
- PII-free by design — aggregated, never patient-level, GDC-compliant
See exactly what RefClin does
Download the product & technical overview — what we solve, how a referral flows, every capability, the security model, and how your practice gets set up. One PDF to read now or share with your team.
- For clinics and for specialists — what each side gets
- How a referral flows, step by step, to a closed loop
- Security & UK GDPR: how we protect patient data
- Capabilities and plans — what to enable
Two sides of every referral
Whether you send patients out or receive them in, RefClin gives you one place to do it well. Create your account and you're live in minutes.
Referring practices
- Find and pair with specialists, labs and imaging centres in the network
- Send a complete referral in minutes — notes, X-rays, work order or scan request
- Capture and timestamp patient consent automatically
- Track live status and get the treatment report back
- See the money: revenue booked and revenue lost, with the reason
- Two-way sync with your PMS (e.g. Dentally) — pull patients in, push referrals out
- Free for senders — you never pay to refer a patient
Specialists & receivers
- Receive structured referrals into one inbox — no lost emails
- Triage, assign to a clinician or site, and request what’s missing
- Pair with the practices that refer to you — self-serve, no admin in the middle
- Message referrers and run second opinions or MDT meetings
- Turn a 2-hour report into minutes with AI drafting — you review and sign
- Appear in the network under your own brand and win more referrals
Everything a referral needs
A complete clinical workflow — not just a contact form. Turn capabilities on per plan as your practice grows.
Smart referrals
Internal, external and cross-clinic referrals with notes, files and timestamped consent.
Lost-revenue tracking
Close a case as Unsuitable or Funds and its value shows as lost revenue — by reason, with counts and totals.
Financial dashboards
See revenue booked and revenue lost at a glance. Aggregated at service/period level — never patient data.
AI treatment reports
Turn a 2-hour report into 5–10 minutes: drafted from the live case, addressed correctly, reviewed and signed by the clinician.
Lab work orders
Refer to a lab as a proper work order — type of work, material, shade, impression method — with your value kept private.
Imaging requests
Request scans with modality, indication and the legally-required IR(ME)R dose justification built in.
Network & pairing
Discover specialists, labs and imaging centres — and pair with them self-serve, on request. No auctions, no admin in the middle.
Messaging & second opinions
Secure per-referral threads and group second-opinion discussions — no email needed.
MDT meetings
Run multidisciplinary team meetings with shared cases, agendas and outcomes.
Two-way PMS sync
Pull patient details in from Dentally, and push a referral back out as a patient — both directions.
Multi-site practices
Model every location, route referrals to the right site, and manage staff per site.
Tony — AI co-pilot
An in-app assistant that explains features, summarises your day and helps you act.
Your brand
Your logo and colours across your portal and the referrals you receive.
CPD & events
Share CPD opportunities and events across your network.
No shortcuts on safety
RefClin handles UK GDPR special-category data. Every practice is isolated end-to-end, every action is auditable, and patient files are encrypted and shared by one-shot secure links — never loose email attachments.
Stop losing referrals.
Bring your referrals into one secure, tracked place — and give every patient a referral that actually closes the loop. Live in minutes, whether you send or receive.