# Dental and Vision Document Automation for Salesforce | CloudFiles

> Dental and vision document automation in Salesforce Health Cloud: x-rays in your own storage, lab report exchange, signed estimates and benefit answers.

*Dental and vision document automation*

## CloudFiles for *dental and vision practices*

Dental and vision offices handle large x-rays, lab reports and signed estimates that can crowd a patient record in Salesforce. CloudFiles keeps every image in the practice's own storage and sends each estimate out for signature.

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*Dental and vision documents, before and after*

## From the first x-ray to a *signed* estimate

Each dental or vision visit produces large image files and outside reports. Each of those files belongs with one patient, one visit or one treatment quote in Salesforce.

### The manual way

- Front desk staff upload every x-ray and intraoral photo one at a time to the files list on the patient's Salesforce record. By the next recall visit, older images can be hard to find in one long list of files that keeps growing with every visit.
- Treatment coordinators email x-rays to the dental lab or the specialist, then wait for a report to come back in a separate thread. Large image files can bounce, and the returned report can land in one person's inbox.
- Treatment coordinators build each treatment plan estimate in Microsoft Word, print it and collect signatures at the front desk. When a spouse or guardian pays, a second signature can mean a second trip to the office.
- Coordinators attach the estimate, x-rays and periodontal chart to a payer request file by file. A request missing even one file can come back from the payer unanswered, and the patient's treatment stalls until the full set is resent.
- Coordinators search each benefit summary for cleaning frequency, waiting periods and frame allowance, then type the answers into Salesforce. A waiting period missed in the summary can surprise the patient at checkout.

### The CloudFiles way

- Each clinical encounter opens its own sub-folder of x-rays and photos inside the patient's folder in the practice's storage. Every image stays in the practice's storage, and each sub-folder appears moments after the encounter is saved.
- The lab or specialist gets one controlled space that shares the x-rays and collects the report in return. A flow sends the outside office its link. The returned report lands in the patient's folder as soon as the office uploads it.
- Each treatment plan estimate is signed by the patient first and the financially responsible party second, with the date signed on the PDF. The estimate is generated from the Salesforce quote and its line items, then sent for e-signature.
- The predetermination request reaches the dental payer as one PDF, with the estimate, x-rays and periodontal chart in order. The combined file is saved to the quote's folder, ready to upload to the dental payer's portal with the request.
- Cleaning frequency, waiting periods and frame allowance appear as fields on the member plan before treatment is planned. CloudFiles pulls each one from the benefit summary the payer sends back into its own custom field on the plan.

*Dental and vision use cases in Salesforce*

## Every image and report *filed* where the team looks

Dental groups and vision practices automate each of these jobs with Salesforce Flow, covering a new patient's first exam through every recall visit.

- **Office libraries with tooth and visit columns** — CloudFiles creates a SharePoint library for each office in a dental or vision group. Every x-ray in that library carries its tooth number and visit date as columns, so staff can filter a patient's images.
  - The create SharePoint drive flow action builds a library for each new office account saved in Salesforce
  - Tooth number and visit date are written to each x-ray by column API name with the set resource property flow action
  - Each office's x-rays stay in that office's own library, apart from every other office in the group
- **Eyewear prescription copies by secure link** — CloudFiles shares a copy of a patient's eyeglass or contact lens prescription by secure link from the clinical encounter. The link opens only after the viewer verifies an email, so the copy reaches the right person.
  - The link comes from the create link flow action, and a flow emails it to the patient or the optician they choose
  - Email verification on the link means only an approved email address can open the prescription file
  - The flow stores the link id, so staff can disable the link later through the update link settings action
- **Lab prescription slips with the x-ray image** — CloudFiles generates each dental lab prescription slip from the patient record. The Word template places an x-ray attached to the record as a Salesforce file, so the lab gets the instructions and the image on one page.
  - A Word template filled by the generate document flow action pulls from the person account and the clinical encounter
  - A picture tag places an x-ray attached to the record as a Salesforce file beside the lab instructions
  - Each slip uses the latest template version, so a new lab form reaches every office the next time a slip is built
- **Prefilled health history forms as fillable PDFs** — CloudFiles prefills a fillable PDF health history form from the patient record before each visit. Returning patients see what the practice already holds, then correct or complete any field that has changed.
  - A PDF template keeps its form fields, and insert field actions prefill the patient's name and contact details
  - With keep form fields editable turned on, the patient can correct or complete every field in the PDF
  - Patients complete the open fields on screen, so the front desk stops handing out blank paper forms on a clipboard
- **Specialist and optical lab report sorting** — CloudFiles decides what each returned report is, such as a periodontal evaluation, a retinal exam or an optical lab slip. A flow then files the report in the matching sub-folder of that patient's folder.
  - The process document using AI and query document flow actions name the type of each scanned report
  - The move resource flow action files the report into the patient's sub-folder for that report type
  - Each report then opens from the patient's folder, filed under its type for the dentist to review
- **Vision prescription folders on the care plan** — CloudFiles gives every Health Cloud care plan that holds a vision prescription activity its own folder. Lens orders, fitting notes and follow-up exam notes then stay with the prescription they belong to.
  - A flow calls the create folder flow action when a care plan activity of type vision prescription is added
  - The folder is named by the care plan's unique number, so two plans for one patient never share a folder
  - Opticians open lens orders and fitting notes from the care plan itself, without ever leaving Salesforce

*Document types*

## Key documents we handle for *dental and vision practices*

These six documents pass through a dental or vision office every week, and CloudFiles files, shares and builds other patient paperwork too.

- **X-rays and intraoral photos** — Radiographs and chairside photos exported as image files, kept in the practice's storage in a sub-folder for the clinical encounter they were taken at.
- **Treatment plan estimates** — Each proposed procedure and its fee, built from the Salesforce quote and signed by the patient and then the financially responsible party.
- **Predetermination requests** — A dental payer's advance review of planned treatment, sent as one PDF that holds the estimate with its x-ray images and periodontal charts.
- **Health history forms** — Fillable PDF forms prefilled from the patient record, so the patient only corrects or adds what changed since the last visit.
- **Lab and specialist reports** — Reports returned by a dental lab, an optical lab or a specialist, sorted by report type and filed in the patient's folder on arrival.
- **Eyewear prescriptions** — The eyeglass or contact lens prescription a patient takes to an optician, filed with the care plan and shared by a secure link.

*Security & compliance*

## Stay industry compliant

CloudFiles is independently audited for SOC 2 Type II, certified to ISO 27001, and compliant with HIPAA and GDPR. Data residency is supported in the US, EU, UK and AU. Your files stay in your own storage. CloudFiles never re-hosts them, and they are not used to train our AI models.

Certifications: SOC 2 (Type II), HIPAA (Compliant), ISO 27001 (Certified), GDPR (Compliant)

[Security overview](/security)

## Frequently asked questions

**Q: Can CloudFiles keep dental x-rays out of Salesforce file storage?**
Yes. CloudFiles stores x-rays and intraoral photos in the practice's own storage, such as SharePoint or Amazon S3. Images already attached in Salesforce are copied into the patient's folder first. A separate flow step can then remove each original, so every image has one home in the patient's folder.

**Q: Can CloudFiles pull dental and vision benefit answers into Health Cloud?**
Yes. CloudFiles pulls each benefit, such as the deductible or the coverage level, from the payer's benefits summary into its own Salesforce field. In Health Cloud, each coverage benefit carries a coverage type such as dental, vision or medical. The coordinator then quotes the patient's share from the record, without calling the payer back.

**Q: Can CloudFiles send a dental treatment plan estimate for e-signature?**
Yes. CloudFiles builds the estimate from quote data in Salesforce and sends it for e-signature in the signing order the practice sets. A carbon copy can go to the treatment coordinator. The signed PDF then returns to the quote's folder with its date signed field filled in.

**Q: Can CloudFiles build a predetermination packet for a dental payer?**
Yes. CloudFiles merges the treatment plan estimate, x-rays and periodontal chart into one PDF on the quote. Each file goes in the order the flow lists, so the payer sees the estimate first. The merged packet then sits in the quote's folder for the coordinator to send.

**Q: How does CloudFiles exchange x-rays with a dental lab or specialist?**
CloudFiles opens a dataroom for each lab or specialist case that holds the shared x-rays and an upload request for the report. The file received event carries the uploader's email when the dataroom requires it, so a flow can note on the patient record which office returned the report. The returned report then sits in the patient's folder beside the x-rays.

**Q: Can CloudFiles file vision prescription documents on a Health Cloud care plan?**
Yes. CloudFiles creates a folder for a care plan as soon as a vision prescription activity is added to it. In Health Cloud, a care plan activity can carry the activity type vision prescription. Folder names use the plan's unique number, so a patient's older prescriptions stay apart from the current one.

**Q: Can CloudFiles prefill a dental or vision health history form?**
Yes. CloudFiles fills a PDF health history template with the details already on the patient record and, with keep form fields editable on, leaves every field open to edit. A flow emails the patient a link to the form and an upload request for the completed copy. The returned form lands in the patient's folder.

**Q: Can each office in a dental group get its own SharePoint library with CloudFiles?**
Yes. CloudFiles builds one SharePoint library per office when each office account is saved in Salesforce. Each x-ray in that library is tagged with the tooth and the date of the visit, so office staff can filter images without opening Salesforce. Each folder still opens from its own Salesforce record as well.

## Book your *personalized* demo

Bring a treatment plan estimate and a few x-rays, and see each image filed, the packet merged and the estimate sent for signature.

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