System Requirements Document for Urban-Recall

1. Introduction

Urban-Recall is a micro SaaS solution designed to automate patient/client recall and reminder processes for dental, veterinary, and optometry practices. The goal is to recover lapsed appointments and reduce no-shows, thereby increasing recurring revenue for practices.

2. System Overview

Urban-Recall aims to provide an efficient, cost-effective solution for small to medium-sized practices to manage patient recalls and reminders. The system integrates with existing practice management systems, particularly Open Dental, to streamline operations and enhance patient engagement.

2a. Product Interpretation and Delivery Boundary

• Domain Descriptor: Patient Recall Automation

  • Source Evidence: Automate the recall process to recover lapsed appointments and reduce no-shows.
  • Confidence: 0.9

• Product Intent: Automate patient/client recall and reminder processes for dental, veterinary, and optometry practices.

• Excluded Assumptions: Generic practice management features, standalone billing or payment processing.

• First-party Custom Pages:

  • Owner Dashboard: Central hub for managing recalls, reminders, campaigns, follow-ups, reviews, and ROI workflows.
  • Authentication: Integrated or preceding access to the Owner Dashboard.

• Access: Application-owned identity with HIPAA compliance for handling PHI.

• Behavior Contracts:

  • Send Recall Reminders: Owner-Clinician triggers scheduled recall reminders.
  • Two-way SMS Confirmation: Patient/Client receives SMS reminders and confirms or reschedules appointments.
  • Reactivate Lapsed Patients: Owner-Clinician initiates reactivation campaigns for lapsed patients.
  • Follow-up on No-shows: Owner-Clinician follows up on no-shows and fills waitlists.
  • Request Reviews: Owner-Clinician sends review requests after completed visits.
  • ROI Dashboard: Owner-Clinician accesses metrics on appointments recovered and revenue attributed.
  • AI Outreach and Booking: AI Agent handles outreach, replies, and bookings.

2b. Source Content Inventory

Not applicable as no explicit content_source directive was provided.

2c. Page Content and Component Coverage

Owner Dashboard

• Information and Actions:

  • Recall and reminder management
  • Campaign initiation and tracking
  • Follow-up on no-shows
  • Review request management
  • ROI metrics display

• Components:

  • Recall schedule overview
  • Patient contact management
  • Campaign status updates
  • Appointment status updates
  • Revenue-at-risk dashboard

• States:

  • Loading, empty, success, error states for each component

Authentication

• Information and Actions:

  • User login and session management
  • Access control to Owner Dashboard

• Components:

  • Login form
  • Password recovery
  • Session timeout alerts

• States:

  • Loading, success, error states for authentication processes

3. Functional Requirements as Story Points

• As an Owner-Clinician, I should be able to import patient lists, last visit dates, and recall types to manage recalls effectively. explicit
• As an Owner-Clinician, I should be able to set rules-based recall cadences per procedure to automate reminders. explicit
• As a Patient/Client, I should be able to receive SMS reminders and confirm or reschedule appointments with one tap. explicit
• As an Owner-Clinician, I should be able to initiate lapsed-patient reactivation campaigns and measure recovered bookings. explicit
• As an Owner-Clinician, I should be able to follow up on no-shows and fill waitlists automatically. explicit
• As an Owner-Clinician, I should be able to request reviews from patients after completed visits. explicit
• As an Owner-Clinician, I should be able to view an ROI dashboard displaying appointments recovered and revenue attributed. explicit
• As an AI Agent, I should be able to text lapsed patients, handle replies, and book appointments into open slots. explicit

4. User Personas

• Owner-Clinician: Target audience responsible for managing practice operations, including recalls and reminders.
• Patient/Client: Receives reminders and interacts with the system for appointment confirmations.

5. Core User Flows

Owner-Clinician Flow

1. Access Authentication Page: Log in to the system.
2. Navigate to Owner Dashboard: Manage recalls, reminders, and campaigns.
3. Initiate Reactivation Campaigns: Identify lapsed patients and start campaigns.
4. Follow-up on No-shows: Detect no-shows and fill waitlists.
5. Request Reviews: Send review requests post-visit.
6. View ROI Dashboard: Analyze recovered appointments and revenue.

Patient/Client Flow

1. Receive SMS Reminder: Get notified about upcoming appointments.
2. Confirm/Reschedule Appointment: Use one-tap options to manage appointments.

6. Visuals Colors and Theme

• Primary: #0056b3
• Primary Light: #337ab7
• Secondary: #f7f7f7
• Accent: #d9534f
• Highlight: #5bc0de
• Background: #ffffff
• Surface: #f8f9fa
• Text: #212529
• Text Muted: #6c757d
• Border: #dee2e6

7. Signature Design Concept

The Owner Dashboard will feature a clean, professional layout with a focus on usability and efficiency. The design will incorporate a responsive header with navigation controls and a footer with product identity. The color scheme will use the primary and accent colors to highlight key actions and notifications. Typography will be clear and readable, with a focus on data presentation and task completion.

8. Interaction Model & Motion Direction

• Interaction Model: Animated
  • Moderate scroll-triggered reveals and hover transitions.
  • Spring physics on interactive elements for a polished user experience.

9. Non-Functional Requirements

• HIPAA Compliance: Required for handling PHI. required_inference

10. Tech Stack

• Frontend: React for Web
• Backend: Python, FastAPI
• Database: MySQL or MariaDB with Alembic for migrations
• AI Models: GPT 5.4 for user-friendly responses
• AI Tools: Litellm for LLM Routing, Langchain
• Local Orchestration: Docker, docker-compose
• Server-side Orchestration: Kubernetes

11. Assumptions and Constraints

• The system will integrate with Open Dental API for data synchronization.
• The product will not include standalone billing or payment processing features.

12. Glossary

• Owner-Clinician: The primary user responsible for managing practice operations.
• Patient/Client: Individuals receiving care and interacting with the recall system.
• PHI: Protected Health Information, subject to HIPAA regulations.
• HIPAA: Health Insurance Portability and Accountability Act, governing the privacy and security of health information.