Secure case management for LDC peer support

From the moment a referral arrives (online or internally created) to case closure, every step is tracked in one place. A six-tab workflow covers Dentist Details, Presenting Issue, Meeting Notes, Educational Prescription, Reflections and Status.

Referrals can be submitted through an online form. The system handles both consent-based referrals and self-referrals, automatically adjusting field behaviour and validation accordingly. A PDF confirmation is generated and available for download immediately after submission.

Cases are automatically ordered so that time-sensitive cases with approaching deadlines surface at the top, colour-coded amber (within 14 days) or red (overdue). Co-ordinators never have to manually scan for urgent work.

Each case has structured meeting notes with date, subject and free-text content. Individual notes can be flagged confidential, which means they are automatically excluded from external PDF reports.

The platform includes a structured Educational Prescription tab: educational needs, agreed actions, target dates and completion dates. Evidence can be uploaded right under the educational item, and certificates are collated automatically into the final case documentation.

When the case is ready to be completed, a magic link is sent to the dentist’s email. They can review the full case records and provide digital approval, entering their name and email (verified against the original recipient) and accepting a configurable agreement text. Their approval is recorded with a timestamp and triggers an automatic workflow status change. The full agreement text is stored for audit purposes.

Dentists and referrers never need to create an account. When a facilitator generates a report or approval link, they receive an email with a time-limited, single-use token link. The system confirms their identity by matching the email address they enter against the address the link was sent to. Report links securely download the completed DPASS case; approval links show the completed case and capture sign-off.

Two roles are built in: Facilitator (manages their own cases) and Co-ordinator (manages all cases, can assign facilitators, set final statuses and delete cases). Tab access is configurable per role: each of the six workflow tabs can be set to Editable, Read-Only for Facilitators, or Hidden entirely.

A rules engine drives automated emails on case creation or status changes. Each rule is configurable: trigger, recipient type (facilitator, referrer, dentist or fixed email address), subject and body with merge tags. Manual notifications can also be sent on demand from the Status tab for specific scenarios.

Every case can be exported or securely sent as a professionally formatted PDF. Attachments (PDFs uploaded to meeting notes and educational items) are automatically imported and appended to the case PDF, with internal hyperlinks from the document body to each attachment.