Who it is for
International clinics
Built for clinic teams that need structured intake, controlled review, and clearer patient decisions.
Fast product orientation
Status-driven clinical case management for dental tourism clinics.
Intake, doctor review, plan publishing, patient decisions, and post-acceptance coordination live in one controlled workflow.
Who it is for
Built for clinic teams that need structured intake, controlled review, and clearer patient decisions.
What it fixes
Replaces WhatsApp, email, spreadsheet, and verbal handoff chaos with one case-centered operating loop.
Where it wins
Brings doctor review, pricing control, and patient-ready plan pages into the same core workflow.
Dental tourism is operationally complex — it spans marketing, clinical planning, patient trust, travel logistics and long-term aftercare. Most clinics stitch together generic tools that were never designed for this workflow.
Leads arrive unqualified — clinics waste hours on patients who never convert
Documents are fragmented across WhatsApp, e-mail and cloud drives — nothing is linked to the case
Clinical review is inconsistent — no enforced draft → review → approve → publish workflow
Treatment plans reach patients without controlled approval — no peer review, no pricing audit
Aftercare is chaos — patients disappear after treatment with no follow-up system
CasePilot is often compared to CRMs, but it solves a fundamentally different problem. A CRM tracks relationships; CasePilot tracks clinical cases through a status-driven workflow.
| Dimension | Generic CRM | CasePilot |
|---|---|---|
| Primary entity | Contact / Deal | Clinical Case |
| Workflow driver | Sales pipeline | Medical status machine (37 states) |
| Document handling | File attachments | Tagged dental photos, X-rays, consent forms |
| Pricing | Manual quotes | Rule-based per-tooth pricing with guarantee policies |
| Patient access | Portal login (password) | Passwordless magic links with scoped access |
| Clinical tooling | None | Dental chart, peer review, plan versioning |
| Aftercare | Follow-up tasks | Journey tracker with automated aftercare workflow |
| Multi-tenancy | Per-seat licensing | Tenant-isolated with per-clinic configuration |
Patient data is sensitive. Every design decision in CasePilot puts data isolation, minimal exposure and auditability first.
Patients never create passwords. Scoped, time-limited tokens grant access only to their own case data.
Four link scopes — Intake, Plan, Journey, Full — ensure patients see only what is relevant at each stage.
Every database query is tenant-scoped. Clinic A can never access Clinic B's data, even by accident.
30+ event types are logged. Every status change, document upload and plan action is recorded with actor, timestamp and metadata.
Server-side role checks on every write path. Client-side state is never trusted.
Digital consent forms with e-signature. Patients cannot proceed without explicit data-sharing approval.
A magic link is sent to the patient. They enter CasePilot without creating a password.
The patient fills out a 6-step form:
The coordinator reviews the case: are documents complete? Anything missing?
If something is missing → the patient is notified and asked for additional documents.
If complete → the case becomes "Ready for Review" and is assigned to a doctor.
The doctor marks affected teeth on the dental chart.
For each tooth, a procedure is selected: Implant, Crown, Veneer, Bridge, etc.
The system calculates pricing automatically (pricing rules).
If needed, peer review is requested (another doctor's approval).
The plan goes through Draft → Approve → Publish flow.
The patient views the plan via magic link: which teeth, what procedures, pricing, guarantees.
Three options:
If the patient goes cold, the Recovery Engine activates: trust packages, value analysis and hidden-cost comparison emails are sent automatically.
Clinic Managed mode: travel planning, arrival, treatment and follow-up are tracked in CasePilot.
Nexwell Handoff mode: this phase is managed in Connect.
Aftercare: even after the patient returns home, follow-up checks, photo sharing and guarantee processes continue.
At the heart of CasePilot is a status machine. Every case has two layers of status:
The real state the team sees. 37 distinct values. Stored in the database.
INTAKE_SUBMITTED → READY_FOR_REVIEW → PLAN_DRAFTING → ...
The friendly message patients see. 15 values. Never stored — derived from internal status at runtime.
"Your doctor is reviewing" → "Your plan is ready" → ...
| Phase | Patient Sees | Colour |
|---|---|---|
| Start | 🤝 "Welcome" | Blue |
| Intake | 📝 "Tell us about yourself" | Blue |
| Review | 🔍 "Your doctor is reviewing" | Purple |
| Plan | 📋 "Your plan is being prepared" | Purple |
| Ready | ✅ "Your plan is ready!" | Green |
| Pending | ⏳ "Waiting for your decision" | Orange |
| Accepted | 🎉 "Approved!" | Green |
| Travel | ✈️ "Your visit is being arranged" | Blue |
| Treatment | 🦷 "Treatment in progress" | Green |
| Aftercare | 💚 "Aftercare — Follow-up" | Green |
Reviews cases, works on the dental chart, prepares treatment plans, conducts peer reviews.
Patient communication, intake tracking, missing-document management, case assignment, daily operations.
Enters via magic link, fills out forms, views the plan, approves it, tracks their journey.
Clinic settings, team management, pricing rules, guarantee policies, analytics dashboards.
Manages all tenants, adds new clinics, configures system-wide settings.
Business partner working with clinics through Connect. Tracks processes via the partner portal.
CasePilot owns clinical case management. Everything else in the ecosystem belongs to Connect:
Marketing funnels, landing pages, lead capture and qualification.
Clinic onboarding, contracts, commission tracking, partner portal.
Deposit collection, instalment plans, invoicing, payment reconciliation.
Cross-clinic patient experience, appointment history, communication hub.
Flight & hotel booking, airport transfers, travel itinerary management.
Ecosystem-wide analytics, user management, system configuration.
Cross-clinic KPIs, partner performance, revenue reporting.
Centralised notifications, SMS, email and push notification orchestration.
| Domain | CasePilot 🦷 | Connect 🌐 |
|---|---|---|
| Focus | Single clinic, treatment process | Entire ecosystem, patient acquisition |
| Users | Doctor, coordinator, patient | Admin, partner, patient |
| Database | Own independent DB | Own independent DB |
| Auth | Own login + magic links | Own auth system |
| Patient access | Token-based link (passwordless) | Web + mobile app |
| Multi-tenant | Yes (clinic-level isolation) | Yes |
| Communication | Via webhooks (status changes are notified) | |
Interactive visualisation of 32 teeth. Procedures assigned per tooth: implant, crown, veneer, bridge, all-on-4/6, filling.
Standardized case documentation, reduced miscommunicationDraft → Peer Review → Approve → Publish workflow. Multiple treatment options can be presented to the patient.
Consistent review turnaround, no unreviewed plans reach patientsPatients access the platform without passwords via token-based secure links. Four scopes: Intake, Plan, Journey, Full.
Zero password drop-off, instant access across devicesProcedure-based automatic pricing. Rule-driven discounts and package prices.
Consistent pricing across doctors, no manual errorsGuarantee policies defined per procedure type. Patients decide on the plan with confidence.
Higher plan acceptance rate, patients decide with confidenceDashboard KPIs, benchmarks, coordinator metrics. Root-cause analysis of lost cases.
Visible lost-case patterns, data-driven improvementsAutomated win-back emails for hesitant patients: trust packages, value analysis, hidden-cost comparisons.
Automated recovery of hesitant patients, reduced manual follow-upCross-doctor plan evaluation. Ensures clinical quality before plans reach patients.
Clinical quality assurance, reduced planning errorsDigital consent forms with e-signature. Can also be generated as PDF.
Compliance from day one, no missing consentMultiple clinics use the same system. Data is fully isolated. Each clinic configures its own settings.
One deployment, many clinics, zero data leakage30+ event types for a full audit trail. Who did what, when — everything is on record.
Full accountability, dispute resolution, regulatory readinessInsurance claim creation and tracking. Integrated with ICD-10 dental codes.
Patients recover costs, clinic adds value-added serviceCasePilot tracks the operational KPIs that directly impact clinic revenue and patient satisfaction.
Time from intake submission to doctor review completion. Target: < 24 hours.
Percentage of patients who complete all 6 intake steps after receiving a magic link.
Rate at which patients accept published treatment plans. Benchmark: > 60%.
Why patients decline — price, trust, timing, competitor. Feeds recovery strategies.
Percentage of completed cases with post-treatment check-ins within 30 days.
Cases handled per coordinator per day. Identifies bottlenecks and training needs.
The product becomes easier to understand when you think in concrete objects rather than abstract features. These are the core objects teams work with every day.
One patient, one clinical workflow: intake, review, plan, decision, treatment and aftercare — all connected in a single record.
One plan variant with per-tooth procedures, pricing, notes, guarantees and publish state. Multiple options can be compared side by side.
A readable sequence of internal transitions and patient-facing milestones, showing what changed, when it changed and who triggered it.
A second-doctor approval step tied to a specific draft plan, designed to catch risk before a treatment option reaches the patient.
A scoped patient view for intake, plan or journey. The patient sees only the right surface for the right phase — nothing more.
A measurable signal such as intake completion, review turnaround or lost-case reason that tells the clinic where the workflow is leaking.
CasePilot is designed for operational independence. If Connect goes offline, clinics keep running. If a webhook fails, cases don't get stuck. Every design decision prioritises resilience over convenience.
Internal status drives clinical workflow with 37 granular states. Patient-facing status is derived at runtime — never stored — so corrections propagate instantly without data migration.
International patients face language barriers and device switching. Passwords add friction that kills conversion. Scoped, time-limited tokens give security without drop-off.
Treatment plans are high-stakes medical documents. A second-doctor review catches errors, builds patient trust and protects the clinic from liability.
Connect integration is valuable but not critical. CasePilot operates fully without it. Webhooks sync status asynchronously — failures are retried, never blocking.
How to run your daily operations in CasePilot:
Sign in to CasePilot with your email and password. The dashboard opens automatically.
Review pending cases, today's tasks and critical alerts. Engagement alerts highlight patients who are going cold.
Cases → New Case — enter patient details. An intake link is sent to the patient automatically.
When the patient completes the form, the case becomes INTAKE_SUBMITTED. If documents are missing, request them from the patient.
Documents are complete → click "Send to Review" to forward the case to a doctor. Status: READY_FOR_REVIEW.
Once the doctor publishes the plan, the patient is notified. Monitor until the patient decides. Recovery emails are sent automatically to cold patients.
From the dashboard or cases list, filter for cases with READY_FOR_REVIEW status.
Examine the patient's photos, X-rays, medical history and complaints. If information is insufficient, request additional documents.
Click on affected teeth in the interactive chart. Select a procedure for each tooth (implant, crown, veneer, etc.). The system auto-suggests descriptions and pricing.
Save as draft. Send for Peer Review if needed. Once approved, click Publish to share with the patient.
If the patient requests changes, revise the plan. If they accept, the process moves forward.
Patients never create a password. Everything works through magic links sent via email or SMS.
A secure link arrives via email or SMS. Click it — you're logged in automatically.
6-step form: personal info, medical history, complaints, expectations, document uploads, consent.
Track your progress on the Journey page. You'll see messages like "Your doctor is reviewing" and "Your plan is being prepared".
You'll be notified when your plan is ready. View treatment details, pricing and guarantees on the Plan page.
Accept the plan, request changes, or decline. If you accept, the deposit process begins.
Follow your travel plan, treatment progress and aftercare in real time on the Journey page.