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Airway Goals for 2026 Series Part 3

2026 Airway-Centric Goals Blog Series, Part 3: Patient Flow — Building a Consistent Path for Every Patient

Your schedule may be the roadmap, and your team the engine, but patient flow is the vehicle that moves patients through care. Without a consistent process, patients can fall through the cracks, case acceptance can stall, and valuable time is wasted. At Vivos, we train providers on a 3-Visit Patient Flow for VIPs that ensures consistency, clarity, and momentum from the very first interaction. Revisiting this flow in 2026 is essential for meeting your airway-centric goals.

The 3-Visit Flow

Visit 1: Consultation & Records This visit sets the tone. Patients are often learning about airway and sleep treatment for the first time, so clarity and confidence matter.

  • What Happens Here:
        • Review the patient’s chief complaint and complete health history.
        • Connect the dots between dental clues (narrow palate, scalloped tongue, wear facets, etc.) and what you see in the health history.
        • Take CBCT, digital scans, photos, and other diagnostic records.
        • Educate the patient on the airway-health connection.
        • Send the patient home with a home sleep screening tool (Vivos Score) to gather additional objective data.
  • After the Patient Leaves:
    • All records are uploaded and entered into VCloud for an AI Report. This ensures that Visit 2 can be focused, data-driven, and ready to move toward treatment.
  • Time Block: Start with 90 minutes to give space for a thorough review, then streamline toward 60 minutes as your team builds efficiency.
  • Forms & Tools: Sleep and Breathing Questionnaire, Health History, Consent Forms, Financial Pre-Estimate Worksheet.
  • Key behavior: Patients leave with their next appointment already scheduled.

Visit 2: Review of Findings & Financials
This visit is about trust and clarity—helping patients understand what was found and how to move forward.
 
  • What happens here:
    • Review the AI Report with the patient.
    • Review the Beam Reader Report to give visual confirmation of findings.
    • Use the Awareness Characteristics to help patients connect symptoms, dental clues, and health history to their condition.
    • Present treatment options (soft tissue, hard tissue, or a combination).
    • Discuss financial arrangements in detail.
  • Time Block: 60–75 minutes
  • Forms & tools:
    • Treatment Plan Presentation
    • Presentation Kit
    • Awareness Characteristics Guide
    • Financial Arrangement Form
    • Case Acceptance Checklist
  • Key behavior: Ensure patients leave with a signed financial arrangement and their appliance delivery scheduled.

Visit 3: Appliance Delivery
The handoff from planning to action. This visit is shorter, but the impact is significant.

    • What happens here:
      • Deliver the appliance, ensure fit, and provide care instructions.
      • Review expectations for appliance use and follow-up care.
      • Send the patient home with a VivoScore Ring to measure appliance effectiveness in the first phase of treatment.
    • Time Block: 30 minutes
    • Forms & tools:
      • Appliance Delivery Checklist
      • Appliance Care Instructions
      • Follow-Up Schedule
      • Consent to Treat
      • Proof of Delivery Form (for medical billing compliance)
    • Key behavior: Patients leave knowing exactly what to expect next and with a follow-up appointment booked.

    Tools to Support Patient Flow

    • Checklists: Use them at every visit to reinforce steps and create accountability.
    • Forms: Keep standard forms (records, financials, care instructions, consent, proof of delivery) ready and updated to avoid bottlenecks.
    • Morning Huddles: Review which patients are in the 3-visit flow today and what the next step is for each.

    Leverage Your Practice Advisor

    If you have a Practice Advisor, enlist their support to review your patient flow, role-play with your team, and identify gaps. If you don’t have a Practice Advisor, ask us about in-office support options. A fresh set of eyes can often spot where patients are stalling and help you correct course quickly.

    Final Thought

    Patient flow is where intention meets execution. When you follow the 3-visit model, connect the dots with diagnostics and history, use VCloud, Beam Reader, and Awareness Characteristics to educate, and reinforce each step with checklists and compliance forms, you eliminate missed opportunities and create a predictable path to case acceptance. In 2026, let patient flow be the system that helps you reach your airway goals—one patient, one visit, one step at a time.
Naomi Hirsch

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