For the office manager or surgical scheduler at oral surgery, periodontics, implant, and endodontics practices — and, secondarily, at med spas with sedation or surgical suites: for every scheduled procedure, ClearanceChase tracks the outside documents that can cancel it — physician medical-clearance letters, H&Ps, lab results, and cardiology and PCP sign-offs — against the procedure date, escalating on a −14 / −7 / −3 day cadence. Its purpose is to help the practice keep chairs from being lost to a missing document. The practice's own team does the chasing today; ClearanceChase keeps the tracking, the cadence, and the chase log in one place.
How it works
- Define procedure types with their required-document checklists — a starter set, editable
- Add a case — patient or case ID, type, and procedure date
- Track each document through Not requested, Requested, Received, and Verified — verified requires the right-patient, right-form, and signature checks — with the requesting office's contact kept with the document
- The cadence stage is computed from the procedure date, escalating at −14, −7, and −3 days — the practice's chase rhythm
- Keep the chase log per document — the practice team's own record of its chasing
- Work the readiness board keyed to the surgical schedule — Green: all verified; Amber: outstanding with time left; Red: outstanding inside the final 3 days
What can cancel a procedure — the outside documents
For every scheduled procedure, ClearanceChase tracks the outside documents that can cancel it — the documents that have to come from outside the practice, from another office, before the procedure date. The product exists for one purpose: to help the practice keep a chair from being lost to a missing document. That is its purpose, stated as a purpose — it is not a promise that a procedure will not be cancelled or that a chair will not be lost.
The documents it tracks are the ones the spec names:
- Physician medical-clearance letters
- H&Ps
- Lab results
- Cardiology and PCP sign-offs
Per-procedure document requirements
Each procedure type carries its own required-document checklist — a starter set, editable — so what a procedure needs is defined by its type, not remembered case by case.
A case is added with its patient or case ID, its type, and its procedure date. From that date, every required document for that case is tracked against the procedure date.
Every document — tracked to verified
Each document on a case sits in exactly one state, and it moves only as the practice's team records what has happened:
- Not requested
- Requested
- Received
- Verified — verified requires the right-patient, right-form, and signature checks
- The requesting office's contact is kept with the document
The escalation cadence — −14 / −7 / −3 days
The cadence stage for each document is computed from the procedure date, escalating at three points: 14 days before, 7 days before, and 3 days before the procedure. That cadence is the practice's chase rhythm — the stages tell the practice's team when a document needs chasing harder.
The chasing itself is the practice's own team's work today. ClearanceChase keeps the chase log per document — the record of the chasing the team does — and it does not do the chasing itself: it does not send faxes or emails, and it does not make phone calls to physicians' offices. That statement is carried again in the honest state below, because it does not change.
- −14 days — the first escalation stage
- −7 days — the second escalation stage
- −3 days — the final escalation stage, inside the last 3 days
The readiness board — keyed to the surgical schedule
The readiness board is keyed to the surgical schedule, so every case is read against its procedure date and the cases that need attention are the ones that surface. It is the at-risk board: a case with anything outstanding inside the final 3 days is the case to work first.
- Green — all documents verified
- Amber — documents outstanding, with time left
- Red — documents outstanding inside the final 3 days
Tracked, not filed into a chart system
A received document is tracked in ClearanceChase — its state, its checks, and its chase log. It is not filed into the practice's chart system: no chart-system integration exists, and no document is filed into any chart system by ClearanceChase.
Tracking is what the product does today. Filing a received document into a chart system is a separate integration, and it has not been built.
Where it stands — the honest state
ClearanceChase is forming its first practice pilot group now. The door below is a practice pilot application — applying starts a pilot conversation; it does not create an account, and it is not a sign-up for a running service.
ClearanceChase does not yet have a BAA or its HIPAA stack in place, so no live patient data moves through ClearanceChase until that stack stands — it is the founder's to commission, and it has not happened. Please do not include any patient information in your application — the form asks for none, and the pilot conversation needs none.
ClearanceChase does not send faxes or emails today, and it does not make phone calls to physicians' offices today. No live fax or email sending exists, and no phone-agent calls exist. The practice's own team does the chasing today, and ClearanceChase tracks it — the requirements, the states, the cadence, the chase log, and the readiness board.
Received documents are tracked, not filed: no document is filed into the practice's chart system, and no chart-system integration has been built.
No price has been set. A price range exists in our market research as a hypothesis; it has not been validated and it has not been decided, so no price is shown here and there is nothing to buy on this page.
Practice pilot application
This is a practice pilot application — an application to join ClearanceChase's first practice pilot group, not an account sign-up and not a purchase. Tell us who to reach, your practice, and how many locations it has. If you like, tell us how many procedures your practice runs in a week, and how your practice chases clearance documents today. Please include no patient information — the application asks for none. We will be in touch about the pilot group; the compliance stack stands before any live patient data moves.