Reply drafting
Incoming web and email questions get a suggested reply with its sources, ready for staff to edit and send.
Studio concept · Sagewell Dental Group
An assistant that drafts, while people decide
An AI assistant that drafts replies to common patient questions from the practice's own policies, with staff approving every message before it is sent.
- Brand
- Sagewell Dental Group
- Sector
- Multi-location dental practice
- Location
- Phoenix, Arizona
Sagewell Dental Group is a fictional brand. This studio concept shows how Egoryx would approach a real brief like it; it is not client work and reports no results.
The challenge
Where they are stuck.
Sagewell runs four offices across the Phoenix metro. Front-desk teams answer the same questions all day: insurance accepted, what to expect at a first visit, how to reschedule. Meanwhile the phones keep ringing.
The owners want help, but they will not let software reply to patients unsupervised or touch clinical records.
Our approach
How we would tackle it.
- 01
Start with the boundaries
We would agree in writing what the assistant may and may not do. It drafts answers to administrative questions only, never sees patient records, and never sends anything on its own.
- 02
Ground it in the practice's own words
Answers come from an approved knowledge base of office policies, accepted plans and visit guides that the office manager maintains. Each draft cites its source.
- 03
Measure before scaling
Pilot in one office, review every draft that staff edit heavily, and improve the knowledge base before rolling out to all four.
What we would build
The pieces that do the work.
Approval queue
Every draft waits for a person. Nothing reaches a patient without a named staff member approving it.
Knowledge base editor
A simple editor for policies and FAQs, with version history, so answers change when the practice changes.
Safety rails
Clinical or urgent questions are flagged and routed straight to staff, with no draft. The system runs on HIPAA-eligible hosting under a business associate agreement, and logs keep no health details.
Deliverables
What the team walks away with.
- Use-case and risk assessment
- Knowledge base setup
- Drafting and approval app
- Staff guidelines
- Pilot review report
What we would measure after launch
- Time to first reply
- Share of drafts sent with light edits
- Questions routed to staff
- Front-desk call volume
Have an idea? Let's build what's next.
Tell us where you want to go. You will get honest advice, a clear plan and a fixed scope before any work begins.