Why a Separate Referral System Is Better Than Email (Especially for Endodontics and Ortho)

Dental referrals are a key part of patient care — but how they’re managed can vary dramatically between practices. While email might feel quick and familiar, it’s often not the most effective or secure method for handling sensitive patient information.

If your practice is regularly referring for treatments like endodontics or orthodontics, a structured referral system isn’t just a nice-to-have — it’s essential.

The risks of relying on email

Email is convenient. But it comes with real challenges when used for clinical communication:

• Lack of structure – Emails often miss important details or include them in inconsistent formats
• Security concerns – Standard email is not encrypted by default, putting patient data at risk
• Miscommunication – Without a standard form, it’s easy to overlook key clinical information
• No tracking – You can’t always tell if the referral was received or actioned
• No validation – There’s nothing stopping a referral from being submitted incomplete

These problems are particularly noticeable in more complex referrals, such as endodontics or orthodontics, where detailed background, imaging, and clinical notes are often required.

Why endodontic and orthodontic referrals need more care

Referrals for specialist treatments are rarely straightforward. An endodontic referral may need radiographs, a detailed account of symptoms, previous treatment history, and an assessment of restorability. Orthodontic referrals often require age, occlusion notes, clinical observations, and long-term treatment goals.

Trying to include all of this in a freeform email — or as an attachment to one — leaves a lot of room for things to go wrong.

A structured referral system ensures that nothing is missed, and that every referral is clear, complete, and ready for action.

The benefits of a dedicated referral platform

A separate system for handling referrals offers real, measurable advantages:

• Structured forms tailored to the referral type
• Mandatory fields to reduce missing information
• Secure, encrypted submission for full GDPR compliance
• Confirmation and tracking so you know when referrals are received
• Centralised records for auditing and patient history

This approach not only improves efficiency, it raises the standard of care — and makes your practice more professional and responsive.

Valident: a smarter way to refer

At Valident, we offer dedicated referral forms for a wide range of treatments, including:

• Endodontics – with fields for symptoms, previous history, and supporting documents
• Orthodontics – capturing all relevant clinical details, attachments, and treatment goals
• CBCT and general referrals – with customisation options as needed

Our platform ensures that every referral is complete, secure, and sent to the right place — without relying on unsecured email or inconsistent attachments.

More than just a form

Valident also supports:

• Secure messaging between practices
• Custom workflows for internal or external referrals
• Analytics and logs to monitor referral patterns and follow-up

It’s everything you need to modernise how your practice handles referrals — while protecting patient data and saving valuable time.

Still sending referrals by email? There’s a better way.

Request a demo or get a quote to see how Valident can help you streamline your referral process and improve communication between practices.