Updated
High-value treatment rarely happens in one visit. An implant case can span months of planning, surgery, healing and restoration, and somewhere in that timeline it is easy for a patient to go quiet and a lead to go cold. The Patient Journey tracker exists for exactly these cases: a visual board that shows where every complex patient is, what has been sent to them, and what happens next.
What the tracker is for
Think of it as your VIP board rather than a full patient database. Add the cases that need careful monitoring, implants, orthodontics, cosmetic work, large restorative plans, and keep it focused enough that a weekly glance tells you everything.
- Treatment-specific stages. An implant journey runs consultation, planning, surgery, healing, restoration, review. Orthodontics runs consultation, records, treatment planning, active treatment, retention. Each treatment type has its own pathway.
- Stage-specific notes. Every stage has its own notes section that saves as you type. Findings, patient concerns and clinical decisions stay attached to the phase they belong to, which makes handover between appointments straightforward.
- Live document badges. Consent and letter badges on each patient card update in real time as patients view and sign, so the front desk can answer a phone call without hunting through records.
Starting a journey
You rarely create a journey from scratch. The natural moment is when you first engage a patient about treatment, and myCliniBot builds it into the things you were already doing.
From a consent form
When sending a consent, tick Create patient journey and pick the treatment type. The patient appears in the tracker with the consent already linked.
From a letter
The same checkbox appears when sending a letter, so a treatment plan letter can open the journey with the correspondence attached.
Then keep it current
Update the stage from the dropdown on the patient card as treatment progresses, and add a note after each contact so the whole team stays informed.
Consents and letters can also be sent directly from the tracker. Each patient card has Send Consent and Send Letter buttons, both automatically linked to the journey, so the full communication history for a case lives in one place.
Bring in your treatment coordinator
Team Access lets you invite treatment coordinators, front desk staff and patient liaisons to work the tracker alongside you. From Settings, open the Team Access tab, enter their email address, and they receive a secure invitation that connects them to your practice. Invites expire after seven days, and access can be revoked instantly at any time.
- What they can see and do. Team members view the tracker across its Leads, Active, Complete and Archived tabs, update journey stages, add notes and check consent and letter status.
- Why it matters. While you are chairside, your coordinator can chase leads, book the next stage and record every conversation, so no quoted patient falls through the cracks.
- Works across practices. The same coordinator can be invited to more than one practice and switches between them from a single dashboard.
Tasks, for everything with a deadline
Alongside the tracker sits Tasks, a personal to-do list for the clinical loose ends that do not belong to any one note. Referral letters to send, radiographs to review, post-operative calls, lab work to chase, healing checks after surgery. Add tasks straight after the appointment while the detail is fresh, and the list quietly ensures continuity of care across visits.
Common questions about patient journeys
- Should every patient go in the tracker?
- No. It works best as a focused board for high-value and complex cases that need monitoring across multiple visits. Routine appointments do not need a journey.
- Can my treatment coordinator see my clinical notes?
- Team Access covers the Patient Journey tracker: patient details, stages, journey notes, and consent and letter status. It is built for coordination, not for note writing.
- What happens when I revoke a team member's access?
- They are logged out immediately and can no longer see your patients. If you need them back, send a fresh invitation.