Specialist reports, written before the next patient sits down.
Refdocs turns what you type or say during the visit into consult letters, treatment reports and referrer updates, in your practice's own wording. You review, approve and send.
Trusted by specialists across Ontario, now coming to the rest of Canada.
Built for six specialties
How it works
From the chair to a signed letter in three steps
Refdocs runs beside the practice management software you already use. There's nothing to integrate.
Step 1
Capture the visit
Fill in the entry by typing, dictating or pasting notes you already have. Your template decides which fields appear.
Step 2
Refdocs drafts your reports
One click fills every report you've selected, one for each member of the care team: consult letter, treatment report, referrer update.
Step 3
Approve and send
Read it, change anything, approve. Download the PDFs or send them securely to the referring dentist.
Voice
Say it once. Every field and every report fills in.
Dictate chairside or after the visit. Refdocs sends each sentence to the right field on the Entry and on every report, and drafts a new report when you ask for one.
Review before applying
Nothing changes until you accept it. Each field shows what you said and where it goes, and you can edit or move it first.
Or fill it in live
In Auto-insert mode, fields fill in as you talk, and each change can be undone from the transcript panel.
New reports on request
Say “let's send Dr. Patel a referral reply” and Refdocs drafts that report for you to create.
Every speaker separated
Clinician and patient are told apart, and you can play back any line of the transcript.
Consent first
Before you record, Refdocs asks you to confirm the patient has been informed and agrees.
- Works in any entry, with the template you already use.
Your writing
Reports in your words, in the tone you choose.
Referring dentists can tell a form letter from a specialist who took the time. Refdocs keeps your voice, lets you set the tone for each reader, and learns from every edit you make.
Try it: pick an action below the letter
Thank you for referring Mira Singh. Tooth 36 was tender to percussion with a lingering responce to cold, and the periapical radiograph shows a widened PDL space on the mesial root. My diagnosis is symptomatic irreversible pulpitis with symptomatic apical periodontitis. I recommend root canal therapy, after which Mira will return to you for a full-coverage restoration.
Your templates, your words
Each report starts from a template your practice writes, so the structure and phrasing are yours. Refdocs fills in today's findings.
Tell the AI how you write
Template AI Context holds your terms and preferences, like “BW means bitewing” or “use Canadian spelling”.
Adjust any paragraph in one click
Improve Tone, Shorten, Expand, Proofread, Numbered List, or type your own instruction. Undo puts it back.
A new report from one line
Add a report, describe it (“post-op instructions for the parents, warm and plain”), and the AI writes it from the entry.
Learns from your edits
Change a draft and Refdocs notes how you write, from phrasing to length to sign-off, so the next drafts start closer to your voice. Everyone on the team keeps their own style, and can see and edit it in Settings.
The letter
What your referring dentist receives
A clean, branded PDF that reads like you wrote it at your desk, and looks the same from one patient to the next. These samples use fictional practices and patients.
Your logo and colour
Each letter carries your office's logo or name, and a bar in your colour at the top and bottom.
Laid out for you
Recipient, patient box, greeting, section headings, your signature and office details.
Download as PDF
One click for one report, or Download All for every report on the entry.
Or send it securely
Secure Send delivers reports to the referring dentist through an expiring link, and shows when they've been opened.
For the whole practice
Everyone does their part. The specialist signs.
Lift the burden of report writing and your team's morale lifts with it. Hygiene and staff seats are included on every paid plan, so the people who see the patient first can start the report.
Specialists
Write, review and approve every type of report. Approvals are yours, and nothing goes out without one.
Hygiene
Prepare and approve hygiene reports, and prepare the rest for the specialist.
Staff
Get the day's entries ready before patients arrive, fill in what they know, and mark them for approval. The specialist picks them up from Pending Approval.
Security
Built for the privacy your patients expect
How Refdocs protects patient records, in plain terms.
Hosted in your country
Records, files and recordings are stored in Canada for Canadian practices, and in the United States for U.S. practices. AI drafting is processed by our AI providers in the United States.
Encrypted in transit and at rest
TLS for every connection, and encryption for stored records, files and recordings.
Protected sign-in
Two-factor sign-in is available, and new passwords are checked against known data breaches.
Secure Send
Reports reach the referring dentist through a secure link, not as an email attachment.
Role-based access
Specialists, hygiene and staff each see and approve only what their role allows.
Consent before recording
Before you record, Voice asks you to confirm the patient has been informed and agrees.
Compliance
Aligned with HIPAA, PIPEDA and ISO 27001
The privacy and security standards your practice answers to, built into how Refdocs runs. Our controls, sub-processors and policies are published in the Trust Centre.
HIPAA
United StatesA Business Associate Agreement for U.S. practices, and safeguards designed against the HIPAA Security Rule.
PIPEDA
CanadaCanadian records, files and recordings are stored in Canada and handled under PIPEDA and provincial health-privacy law.
ISO 27001
Information securityOur security program follows the ISO/IEC 27001 controls, checked by automated scans and routine self-audits.
Pricing
Simple plans that grow with the practice
Pay per specialist. Hygiene and staff seats are included on every paid plan, with no setup fees or long contracts.
Resident
Free
for the duration of your residency
- Unlimited letters and notes
- AI auto-fill and tone actions
- 1 resident specialist seat
- 1 university-based clinic
Specialist
Most popular$279
CAD / specialist / month
- Unlimited letters and notes
- AI auto-fill and tone actions
- Hygiene and staff seats included
- Up to 3 clinic locations
Enterprise
Custom
for multi-location practices
- Unlimited specialists and locations
- AI auto-fill and tone actions
- Centralized billing
- Dedicated onboarding
FAQ
Questions practices ask us
How do I choose the right plan?
Most practices choose the Specialist plan, billed per specialist, with hygiene and staff seats included. Residents at university clinics qualify for the Resident plan, free for the duration of their studies. Multi-location groups should contact us about Enterprise.
Do I need to connect my practice management system?
No. Refdocs runs alongside whatever practice management software you use today, so there's no integration project and no downtime. Most practices are set up in about five minutes. PMS integration is something we keep evaluating as practices tell us what they need.
How does voice dictation work?
Start recording from any entry. Refdocs separates the speakers and sends each statement to the right field on the Entry and on your reports. In Review mode nothing changes until you accept it; in Auto-insert mode fields fill in while you talk, and each change can be undone.
Do patients need to agree to being recorded?
Yes. Before you record, Refdocs asks you to confirm the patient has been informed and agrees to the recording.
Will the reports sound like us?
Each report starts from your own template, so the structure and wording are yours. Template AI Context tells the AI your terms and preferences, and any paragraph can be adjusted in one click with Improve Tone, Shorten, Expand, Proofread or your own instruction. Nothing is sent until a specialist approves it.
How do user types work?
Specialists write and approve every type of report. Hygiene users prepare and approve hygiene reports. Staff users fill in entries and mark them for approval, and the specialist approves them from the Pending Approval tab. Staff can also open and download approved reports for your records.
Is there a free trial?
Yes: the full Specialist plan for seven days, with as many specialists as you'd like to invite. You add a card to start, and you can cancel at any time during the trial. We're also happy to set up a free onboarding call to get your practice going.
Can I change plans or seats later?
Anytime. Add seats or change plans from Settings, or contact support and we'll do it for you.
How does billing work?
Monthly, per specialist seat, processed by Stripe. Hygiene and staff seats are included. Visa, Mastercard and Amex are accepted in CAD or USD. There's no long-term contract. If you cancel, there are no pro-rated refunds, but you keep access until the end of the period you've paid for.
7-day free trial
Leave the letters at the office.
Never lose an evening or weekend to paperwork again. Set up your first template, run one visit through Refdocs, and read the letter before your next patient.