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.
Integrated through Dentally's open API
Every clinician's GDC or GMC registration on recordClose 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.
A trusted referral network, not a marketplace
Clinics list their services and capacity. Other clinics browse, send referrals, and (optionally) form ongoing partnerships. No commission, no auction. Aligned with GDC standards.
3Beam Imaging Centre
London
Ceramic Studios Premier
Greater London
EB Dental
London
Infinitylab
Naples
Kings Dental Specialists
Greater London
LMVP Telemedicine
Cambridge
Patricija Kasilovska
City of Westminster
Tayside Complete Health
Dundee
University Of Cagliari - School Of Orthodontics
Vito chianca
Napoli
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.
It works with what you already run
RefClin does not ask you to move your practice off the software it lives on. Where there is a connection it reads and writes so nothing is typed twice, and where there is not, RefClin does the job itself.
IntegratedRefClin connects to Dentally through Dentally's open API.
Patients, the diary and treatment plans come into RefClin, and a booking made in either place shows up in both. You switch it on from Integrations with your own Dentally key: no IT project, nothing installed.
Practice software
Patients, the whole diary and treatment plans read into RefClin, and a booking made in either place appears in both. Matched on the patient rather than re-typed, so nothing is duplicated.
Patient lookup and case data, for practices running Boxly.
Calendars
RefClin reads your busy times so it never books over something else, and publishes its own diary as a calendar you can subscribe to. Patient details stay in RefClin: the entry that reaches Google carries a generic clinical title.
The same two directions, through the calendar address Outlook gives you.
Subscribe on a phone and the diary is on it, updating itself.
Imaging
Studies stored and viewed in RefClin itself, on its own infrastructure, with access tokens that cannot reach another study or another practice.
A viewer in the browser for what referrers actually send, without anybody installing software to look at it.
Your own systems
A laboratory, an imaging centre or a practice management vendor works cases from their own software: pull them, move them, quote, message and invoice.
An embeddable referral form and, where you switch it on, the patient assistant, running on your domain and landing in the same list.
A referral letter arrives as a PDF or a photograph and comes out as a filled case, for somebody to check rather than to type.
Running the business
Subscriptions and invoicing, when billing is switched on.
Referrals, reports and reminders sent through your own provider, so they arrive from you.
Build software for practices? Connect it to RefClin.
Practice management systems, laboratory software, imaging centres and CRMs can work referrals from their own screens. The API is open and documented, and we help you get the first connection working.
Read and move cases, quote, message and invoice, with keys a practice issues and can revoke.
Hear the moment a referral arrives or changes, signed so you can trust where it came from.
An embeddable referral form and patient assistant that land in the practice’s RefClin.
Simple per-practice pricing
One subscription per practice. Unlimited referrers — the practices who send you work never pay to use RefClin.
For solo dentists trying out the platform.
- 25 referral credits / month
- Up to 3 trusted contacts
- 1 GB attachment storage
- Email support
Best for active referring practices.
- 200 referral credits / month
- Unlimited trusted contacts
- 20 GB attachment storage
- Group second-opinion chats
- Priority support
Multi-doctor clinics & specialist centers.
- 1,000 referral credits / month
- Up to 10 team members
- 100 GB attachment storage
- Lab & imaging integrations
- Dedicated account manager
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.