Oral surgery practice software that turns faxed referrals into complete packets
Oral surgery practice management is the running of an oral and maxillofacial surgery practice as a referral business: taking referrals from general dentists, gathering imaging, history and consents, scheduling around anesthesia, and reporting back to the referring provider. Protected health information moving between practices falls under the HIPAA rules in 45 CFR Part 164, and controlled substance records under 21 CFR Part 1301. Neurobird reads the inbound packet, flags what is missing, and returns the report automatically.
Neurobird Oral Surgery Practice in short
- Take referrals from fax, portal, email and paper into one structured intake
- Read the packet and flag what is missing before the patient is scheduled
- Collect medical history, anesthesia consent and signatures without printing anything
- 45 CFR 164 The HIPAA privacy and security rules, which govern how protected health information moves between a referring dentist and a surgical practice and how it is stored. eCFR, 45 CFR Part 164
- 21 CFR 1301 Registration requirements for practitioners who dispense or prescribe controlled substances, with the record keeping duties that follow post operative prescribing. eCFR, 21 CFR Part 1301
- Pricing runs 600 to 2500 US dollars per month across 3 tiers. Early access is free.
What oral and maxillofacial surgery practices actually deal with
Why it stays broken
A surgical practice runs on documents it does not control. The referring office decides the format, the imaging system decides the file, and the patient decides whether the history form comes back. So 3 staff spend the day on the phone instead of on the schedule.
On 120 referrals a month, 2 days of chasing records is a full time job nobody budgeted.
An expert must be a surgeon who is still engaged in the active practice of oral and maxillofacial surgery or can demonstrate enough familiarity with present practices to warrant designation as an expert witness.
Neurobird Oral Surgery Practice Document Automation Platform
Point the fax line, the portal and the inbox at one intake. Read what arrives, name what is missing, and close the loop back to the referring dentist without anyone remembering to.
- 1Take referrals from fax, portal, email and paper into one structured intake
- 2Read the packet and flag what is missing before the patient is scheduled
- 3Collect medical history, anesthesia consent and signatures without printing anything
- 4Return the operative report to the referring dentist automatically rather than when someone remembers
What changes with Neurobird Oral Surgery Practice?
The same work, read left to right: how it runs today, and how it runs once the record is in one place.
| Today | With Neurobird Oral Surgery Practice |
|---|---|
| Referrals arrive by fax, by portal, by email and on paper, and every one of them is retyped into the practice management system | Take referrals from fax, portal, email and paper into one structured intake |
| Half the packets are incomplete, so the front desk spends the morning chasing a panoramic image or a medication list | Read the packet and flag what is missing before the patient is scheduled |
| The report back to the referring dentist is the thing that keeps referrals coming, and it is the thing that slips first | Collect medical history, anesthesia consent and signatures without printing anything |
Who is this for?
Same referral, three different practices.
One surgeon, one front desk
Every hour on the phone chasing an image is an hour not spent on the schedule. You need intake that chases for you.
Several surgeons, shared intake
Referrals have to be routed and the report back has to be consistent. You need one intake queue and one closing standard.
You take complex cases
Clearances, imaging and histories come from several institutions. You need every incoming document identified and attached without retyping.
How does Neurobird Oral Surgery Practice work?
One inbound channel
Fax, email, portal and scanned paper land in the same intake and come out as a structured referral with the patient, the referring dentist and the requested procedure identified.
Flag the gaps early
Missing imaging, an absent medication list or an unsigned consent is flagged before scheduling, so the chase happens while there is still time.
Close the loop automatically
The operative report goes back to the referring practice as part of closing the case, which is what keeps the next referral coming.
The referral, as your coordinator would work it
A working preview. Tick an item to move the referral forward.
Watch the fields extract from the document.
What actually governs a surgical dental practice
Useful if you are writing office policy or reviewing how records move. Each source links out.
The HIPAA privacy and security rules, which govern how protected health information moves between a referring dentist and a surgical practice and how it is stored.
eCFR, 45 CFR Part 164Registration requirements for practitioners who dispense or prescribe controlled substances, with the record keeping duties that follow post operative prescribing.
eCFR, 21 CFR Part 1301Federal infection prevention guidance for dental settings covers instrument processing, surface control and safe injection practice, and is what a state inspector works from.
CDC, Dental Infection Prevention and ControlNational oral health surveillance data is published openly, useful when you are sizing a service line or arguing a case for a second location.
CDC, Oral HealthControlled substance registration and diversion control resources are published by the regulator, including the rules a practice is audited against.
DEA Diversion Control DivisionOral surgery practice software questions, answered
Key terms
- What is oral surgery practice management?
- Oral surgery practice management is the running of an oral and maxillofacial surgery practice as a referral business: taking referrals from general dentists, gathering the records and consents a surgical consult needs, scheduling around anesthesia, and reporting back to the referring provider. The referral relationship is the whole revenue base.
Why is intake such a bottleneck?
Because a surgical referral needs more than a name. It needs imaging, a medication list, a medical history and often a clearance, and those arrive from 3 or 4 different places in 3 or 4 different formats. The practice ends up as a document assembly operation with a surgical suite attached.
How do privacy rules affect this?
Protected health information moving between practices is governed by the HIPAA privacy and security rules in 45 CFR Part 164. That covers fax, email, portal transfer and storage, so intake automation has to be built for it rather than bolted on.
What about controlled substances?
Practices that prescribe or dispense controlled substances register with the Drug Enforcement Administration under 21 CFR Part 1301, with record keeping obligations attached. Post operative prescribing means those records have to be defensible.
Does this replace our practice management system?
No. Scheduling, charting and claims stay where they are. This handles the referral, the document chase and the report back, then hands structured data to the system you already run.
Why we are building this
An oral surgery practice is a referral business first and a surgical business second. The clinical work is not the constraint. Getting a complete packet in front of the surgeon before the consult is.
Most practices solve that with a fax machine, a scanner and 3 people on the phone. It works, and it costs more than anyone measures.
We would rather build this with practice administrators than guess at it. Tell us how your intake runs, and where we have got it wrong.
Where the requirement comes from
The federal rules a surgical dental practice operates under.
- 45 CFR Part 164, HIPAA privacy and security How protected health information may be transmitted, stored and disclosed between practices.
- 21 CFR Part 1301, DEA registration Registration and record keeping for practitioners who dispense or prescribe controlled substances.
- CDC, dental infection prevention and control Federal infection prevention guidance for dental settings, including surgical procedures.
- DEA Diversion Control Division Regulatory resources and requirements for registrants, including audit expectations.
How much does Neurobird Oral Surgery Practice cost?
Priced per practice location because intake volume follows the location, not the seat count. Unlimited users on every tier.
- Fax and email intake
- Referral structuring
- Missing record flags
- Digital forms and e-signature
- Email support
- Everything in Single location
- Imaging attachment handling
- Automatic report back to referrer
- Referral source reporting
- Named contact
- Everything in Group practice
- Cross location routing
- Practice management system sync
- Controlled substance record export
- Onboarding included
Get free early access
If you run a surgical practice, tell us how referrals arrive today and how much of the day goes on chasing records.
Straight answer on where this is: In development. Early access gets the working preview, a say in what ships first, and early access pricing. It does not get you a login today.
Prefer email? Write to office@neurobird.com and a person will reply. No autoresponder.