Smarter Practice AI
Dental AI Context Packet Templates

Purpose
Define what to gather, what to keep out, what AI should produce, and who reviews the output before the team uses it.

Claims packet
Use when: A denial, downgrade, underpayment, or unexpected EOB response needs review.
Gather: Denial reason, CDT code, submitted narrative, attachment list, payer response, appeal deadline, and payer call notes.
Keep out of personal or unapproved AI: Screenshots, EOB images, patient identifiers, subscriber IDs, claim numbers, dates tied to a patient, and full ledger exports.
Output: Denial summary, documentation-gap checklist, payer-call questions, appeal outline, and patient-balance review note.
Review owner: Billing lead or office manager.

PPO packet
Use when: The owner wants to understand payer drag before making a participation decision.
Gather: Aggregated production by payer, write-offs, high-volume CDT codes, fee schedule examples, A/R patterns, and claim friction themes.
Keep out of personal or unapproved AI: Patient-level exports, screenshots, and individual claim details unless the workflow is approved.
Output: Owner review questions, payer risk summary, advisor agenda, and report gaps.
Review owner: Owner with office manager or advisor.

Case acceptance packet
Use when: A patient did not schedule recommended treatment.
Gather: Treatment category, patient concern, estimate caveat, financing options, last contact, and next-step rule.
Keep out of personal or unapproved AI: Full chart notes, patient identifiers, exact appointment dates, and patient-specific financial details.
Output: Follow-up script, objection summary, next-step cadence, and review note.
Review owner: Treatment coordinator, manager, or dentist depending on content.

SOP packet
Use when: The manager keeps answering the same operational question.
Gather: Current policy, example wording, escalation rule, owner preference, and where the final SOP will be saved.
Keep out of personal or unapproved AI: Real patient examples, screenshots, private staff notes, and unresolved policy disputes.
Output: SOP draft, checklist, training note, new-hire answer, owner, version date, and review date.
Review owner: Office manager.

AI safety packet
Use when: The practice is deciding whether a workflow belongs in personal AI, an approved workspace, or no AI at all.
Gather: Workflow description, data involved, tool destination, BAA status, reviewer, and output type.
Keep out of personal or unapproved AI: Any PHI, screenshots, EOBs, claim-level details, patient messages, appointment context, or payer-specific patient context.
Output: Approved-use rule, prohibited-input list, review-owner map, huddle script, and escalation path.
Review owner: Owner, office manager, or privacy lead.

Important note
These templates are planning tools. They do not replace HIPAA policies, legal review, vendor review, or professional judgment.