SmileCare Analytics

Most DSOs already know this truth:

Your Treatment Coordinators can only convert what they can see.
And most PMS exports—or even OrthoFi’s own dashboards—don’t give them the exact visibility they need at the patient level.

The reality is that OrthoFi is sitting on a dense, structured, highly useful set of APIs, and with the right extraction strategy you can generate:

Real-time pending start lists
Insurance-urgency rankings
Accurate payment-option math for scripts
Down-payment/discount insights for coaching
Benchmarks across your organization

This guide is written for DSO leaders, technical operators, and consultants who want a clean, practical explanation of:

Which OrthoFi endpoints actually matter
Why they matter operationally (TC workflows, doctor workflows, revenue)
A light technical view of how to pull and use them

No fluff. No engineering rabbit holes. Just a clear path from API → insight → conversion.

1. Why OrthoFi API Data is a DSO Advantage

A single practice can get by with spreadsheets and portal exports.
A DSO cannot.

Once you operate across multiple locations, you need:

Normalized contract data
Insurance and eligibility timelines
Pricing consistency across TCs
A unified view of who is stuck and why

The OrthoFi API is the only scalable way to achieve this because:

It exposes the true contract numbers
It provides the historical context behind adjustments and discounts
It includes benefits data with timestamps
It allows you to analyze TC behavior, not just outcomes

If you’re trying to build:

TC scorecards
A “Monday Brief” workflow
AI scripting
Cohort analysis
Doctor-specific preferences or fee logic
Payment plan modeling

—this is where the raw material comes from.

Below is the exact endpoint map you actually need.

2. The OrthoFi Endpoints That Matter (And What They Power)

These are pulled directly from the OrthoFi OpenAPI spec you provided.
Citations reference the source file.
(Example: :contentReference[oaicite:0]{index=0})

A. Contracts — The Core of TC Performance

Endpoint: /v1/history/contracts :contentReference[oaicite:1]{index=1}

Everything a TC discusses with a parent flows from the contract:

Treatment fee
Down payment
Monthly payments
Start date
Payment plan type
Updates and edits
Doctor overrides

Why DSOs care:
This is the foundation for:

Pending start lists
Quote accuracy
Payment option scripts
TC performance measurement
Forecasting conversion and cashflow

In many DSOs, 70–80% of TC coaching opportunities live inside this one endpoint.

B. Eligibility — The Engine of Urgency

Endpoint: /v1/history/eligibility :contentReference[oaicite:2]{index=2}

This is where insurance data lives, including:

Benefits remaining
Benefits maximums
Expiration dates
Updated eligibility after re-checks

Why DSOs care:
This is how you build:

End-of-year campaigns
Weekly “benefits expiring soon” lists
AI scripts that correctly include benefits math
Treatment urgency scoring

Even a 5% improvement in benefit-driven starts has a material impact across 20–50 locations.

C. Discounts, Adjustments & Courtesies — Coaching Fuel

Endpoints:

/v1/history/discounts
/v1/history/adjustments
/v1/history/costs-courtesies
:contentReference[oaicite:3]{index=3}

These endpoints reveal:

Which discounts your TCs use
Which discounts convert
Where doctor overrides occur
Whether adjustments happen after commitments
True distribution of fees across your network

Why DSOs care:
This is the heartbeat of:

Standardizing pricing
Preventing over-discounting
Understanding elasticity by market
Modeling the impact of specific promotions
Measuring “TC discipline” in a fair, data-driven way

D. Charges, Payments & Collections — Real Revenue Intelligence

Endpoints:

/v1/history/charges
/v1/history/collection-details
:contentReference[oaicite:4]{index=4}

This data allows DSOs to see:

What cash is actually collected
Which plans are behind
Which accounts need outreach
Why certain locations have collection drift

Why DSOs care:
Collections is where profitability actually shows up.

For many DSOs, improving collection transparency is a larger financial win than improving starts.

E. Guardians — The Household Graph

Endpoint: /v1/history/guardians :contentReference[oaicite:5]{index=5}

This endpoint clarifies:

Financial decision makers
Multi-child families
Responsible parties
Communication needs

Why DSOs care:
Because the PMS rarely tells you:

Mom is the financial decision maker
Dad opens the emails
There are two siblings coming behind the current patient

Household visibility ≠ nice to have.
It’s core to high-performing TCs.

F. Business Health Metrics — The DSO Benchmark Layer

Endpoint: /v1/business-health :contentReference[oaicite:6]{index=6}

This includes:

Median metrics across the OrthoFi universe
Mean metrics for top-performing practices

Why DSOs care:
For:

TC scorecards
Market-level reporting
Doctor performance reviews
Budgeting and forecasting
“What good looks like” conversations

This endpoint belongs in every executive dashboard.

3. What a “Complete OrthoFi Dataset” Looks Like for a DSO

If you pull all the endpoints above and normalize them, you end up with:

A. A unified patient timeline

From consult → contract → start → collections.

B. A complete financial truth table

Fee, discounts, DP, monthly, adjustments, and audits.

C. A benefits engine

Who is urgent, who is stalled, who needs a re-check.

D. A TC behavior model

Discount usage, follow-through, timing patterns.

E. A DSO-friendly data mart

Consistent schemas across all locations.

Once you have this, everything becomes easier:

AI scripting
TC training
KPI dashboards
Revenue forecasting
Operational playbooks

4. A Clean Technical Sketch (Enough for Your Data Team)

Here’s the simplest way to architect OrthoFi ingestion without overthinking it.

1. Authentication

Standard API key/header flow.

2. Daily Pulls of:

Contracts
Discounts
Adjustments
Eligibility
Charges
Collection details
Guardians

Use date filters (created-on-start-date, updated-on-end-date, contract-signed-on-start-date, etc.) to avoid full reloads.

3. Normalize Into Core Tables

patient
contract
insurance_eligibility
discount
adjustment
payment_plan
guardian
collection_event

4. Compute Key Metrics

Urgency score
Contract age
Monthly payment accuracy
Discount effectiveness
Start probability indicators
TC performance KPIs

5. Feed Into Dashboards or AI

TC dashboards
Doctor fee variance reports
Rev cycle models
RAG-based scripting systems
Weekly TC briefs

Any DSO with even a small data team can stand this up in 2–4 weeks.

5. What This Means for TC Conversion (The Outcome Layer)

Even though we’re talking APIs, the payoff is entirely operational:

Your TCs get:

Accurate payment scripts
Pre-built SMS/email templates
Clear urgency rankings
Consistent financial rules
Less guesswork during consults

Your managers get:

TC performance analytics
Start funnel clarity
Discount discipline
Doctor preference modeling

Your executives get:

Location-by-location comparability
Actionable BI
Accurate forecasting
Scalable processes

Clean data → consistent workflows → higher conversion.

6. Building This Into a Productized Workflow

When DSOs ask “What does a finished version of this look like?”, the answer is something like the SmileCare AI TC Brief:

Daily or weekly ingestion
Automated urgency scoring
Scripts generated with real math inside
Two time slots offered automatically
One-line chart notes
No manual exports or copy/paste

But whether you use a product or build your own internal system, the foundation is the same:

Pull the right OrthoFi endpoints. Normalize them. Make them usable.
Everything downstream becomes dramatically easier.

Final Thoughts

This isn’t about API sophistication.
It’s about operational visibility.

Once you free your TC workflow from spreadsheets and portal clicks, you unlock:

Better patient conversations
More starts per TC
More predictable revenue
Cleaner dashboards
Scalable DSO operations

Your data becomes a growth engine instead of administrative friction.