SentSafe Delegation Guide
A practical resource for busy private practice owners. Software picking up where your PMS ends.
SentSafe is
not intended to replace your PMS.
It is intended to run along side it for your most important manual tasks and communications. Its focus is and will always be on creating tools specific for
private practice owners.
Table of Contents
- Introduction: Why Delegation Matters
- Time Savings
- Risk Reduction
- Accountability and Paper Trail
- Document Storage (no more opening/sorting stacks of mail)
- Checks (no more pulling out the checkbook)
- Letters (no more printing, stuffing, addressing, and stamping envelopes)
- Email (eliminate PHI risk through secure and encrypted email)
- Referrals (no more dropped communication with referred patients)
- Task Management (no more lost or forgotten sticky notes)
- Conclusion: Reclaim Your Time
Introduction: Why Delegation Matters
Most private practice owners end the week buried under a stack of mail, sticky notes, and half-finished tasks — spending Fridays, nights, or weekends writing checks, filling out forms, and paying bills.
SentSafe was built to change that. Instead of bottlenecking everything at your desk, you can delegate with confidence — knowing every check, letter, and task is secure, HIPAA-compliant, and fully trackable.
SentSafe isn’t just a time saving tool. It’s a system of accountability that lets your staff handle the admin work without you losing oversight.
Time Savings
Your time as a dental practice owner is worth about $180/hour (based on ADA income surveys). With SentSafe, owners save 3–5 hours weekly, worth $540–$900 every week. That’s $2,160–$3,600 per month, or up to $45,000 annually redirected into patient care, practice growth, or personal life.
Risk Reduction
HIPAA fines can range from $10,000–$50,000+ per violation, and even small mistakes can trigger costly investigations.
SentSafe reduces that risk by centralizing all outbound checks, letters, referrals, task management, and emails into one secure, encrypted, fully logged workflow — protecting both your finances and your reputation.
Accountability and Paper Trail
SentSafe ensures every check, letter, referral, and task is tied to a digital paper trail. This makes delegation responsible, boosts staff accountability, and gives you oversight without micromanagement. You’ll always know who sent what, when it was sent, and that it was handled securely and compliantly.
Document Storage
Instead of letting paperwork pile up or go missing, SentSafe gives you a secure, central home for practice operations documents — inbound mail, invoices, employment verifications, business licenses, vendor contracts, and more. Everything stays organized, protected, and easy to find when you need it.
Tip: In my own practices, staff scan and upload inbound mail, important documents, and invoices directly into SentSafe, so I can review and take action without sorting through paper.
🔗 Learn more about HIPAA-Compliant Document Storage
Checks
Skip your front desk asking you to pull out the checkbook multiple times a day. Staff can prepare payments in SentSafe, you approve with a click, and the check is mailed securely — with a full digital trail for accountability.
Tip: In my own practices, we use this to send insurance retraction checks, patient refunds, vendor payments, and temp staff payments (after my front desk intakes their w-9 and uploads to SentSafe of course).
🔗 Explore HIPAA-Compliant Checks
Letters
Referral letters, statements, and notices — your team can draft and send these in SentSafe without ever touching your printer or envelopes. You keep oversight; they handle execution with a full, compliant paper trail.
Tip: My practices run all of our outbound mail through SentSafe to have a clear track record of what was sent and whether it was delivered. Clearly see if a patient mailing went out or not.
Outbound medical emails are tricky — PHI makes them risky. SentSafe keeps every message encrypted and compliant, with a full audit history. Your front desk can send while you rest easy.
Tip: Many practices don’t realize that HIPAA-compliant email requires more than just a secure inbox. Any message with PHI must be encrypted in transit and at rest — and your vendor must provide a signed BAA. Skipping these steps is one of the biggest risks for HIPAA breaches.
🔗 HIPAA-Compliant Email Services
Referrals
No more dropped communication or missed follow-ups. With SentSafe, your team can create and track referrals in one secure hub, attach supporting documents, and set reminders to ensure every referral is completed and accounted for.
Tip: We use SentSafe for all referrals — attaching files, sending them securely, and then updating the status to make sure we always close the loop.
🔗 Learn more about HIPAA-Compliant Referral Management
Task Management
Delegation only works if tasks don’t vanish. In SentSafe, every message, check, or referral can become a trackable task. You’ll see exactly what’s pending, who it’s assigned to, and when it’s done.
Tip: Everyone loves sticky notes — but they’re a HIPAA risk and a recipe for disorganization. If you need to track something important, and when and how it gets done, put it in SentSafe.
🔗 Learn more about HIPAA-Compliant Task Management
Conclusion: Reclaim Your Time
Delegation shouldn’t mean losing control. With SentSafe, you give your team the tools to handle the daily grind — and keep a transparent record for compliance and peace of mind.