Staff sends an approved contract link by email, SMS, patient portal, or opens it on a front-desk iPad.
Codee Office OS
Give the office one secure room for QR intake, appointment confirmations, contract links, signatures, and Edge-ready PDF handoffs.
Newest client update: Edge stays as the system of record. Codee is now positioned as the digital signature and PDF bridge that removes printing, scanning, and chasing paperwork before staff uploads the finished contract into Edge.
Scan startsQRCodee opens the right intake or confirmation path.
Office confirmsStaff can review appointment intent before a patient is treated as scheduled.
Contracts sendOffice sends a contract link; client signs on iPad, phone, laptop, at home, or on the road.
Edge upload PDFBackend prepares a signed PDF for staff to download and upload into Edge.
Office workflow
What Codee can package for the practice.
The offer is not to replace the practice-management system, official clinical chart, or licensed staff. Codee creates a controlled front-office layer around campaign traffic, requests, confirmations, document routing, and review status.
The client opens the link anywhere, reviews the terms, and completes required acknowledgments.
The client signs with stylus, finger, mouse, or trackpad from the office, home, or road.
The client presses send and the packet posts to the authenticated Office OS backend.
The backend creates the signed PDF, keeps a private storage/audit copy, and holds staff email until Brevo/client approval is enabled.
Staff downloads the finished PDF and uploads it into Edge using the practice's existing workflow.
Scan-to-request forms
Campaign-specific forms for new consult interest, referral follow-up, retainer questions, school-event leads, and guidebook requests.
Confirmation queue
Simple staff queue for confirming requested callbacks, consult interest, map/phone routing, and next-step reminders. It should not auto-book without the practice's approved scheduling rules.
Edge upload bridge
Contract packets can be sent as a link so the patient or guardian reviews, signs, and submits digitally. Codee turns the signature into a staff-ready PDF; staff still uploads the final PDF into Edge.
Digital signature proof
The contract demo shows the upgrade path: review a generic orthodontic agreement, acknowledge policy sections, sign on screen, press send, generate a signed PDF, and download it for Edge upload.
Private storage room
Each client can receive a dedicated storage area sized to the office's paperwork load, with retention rules and staff permissions defined before launch.
One place for office paperwork
Organize patient-facing forms, referral packets, campaign approvals, flyer assets, guide drafts, and internal notes by date, campaign, status, and responsible staff member.
Owner view
The office sees what came in, what is waiting, what was confirmed, and what still needs staff action without hunting through scattered emails.
Edge upload bridge
The client signs from a link. Staff receives a finished PDF for Edge.
This is the approved update over the manual print-sign-scan process. Edge remains the official system of record. Codee handles the digital signature, creates the PDF, stores a private bridge copy, and gives staff the completed file for manual Edge upload.
Office selects the approved contract template and signer details.
Office sends the contract link by email, SMS, portal, or opens it on an iPad.
Client reviews, acknowledges, signs, and submits from the device they have.
Backend creates `signed-contract-edge-upload.pdf` and writes private packet, record JSON, index, and audit metadata to Smile With Style GCS paths.
Staff downloads the finished PDF and uploads it into Edge. Brevo staff email turns on only after provider, training, and client approval gates are complete.
Server-side GCS credentials
The frontend requests an upload action. The backend uses service-account permissions or signed upload URLs. Keys are never embedded in public HTML or JavaScript.
Public buckets for contracts
Signed contracts, patient paperwork, insurance details, and protected records should not be placed in public hosting or public asset folders.
Private bucket status tracking
Recommended statuses: template ready, link sent, opened, signed, submitted, accepted, stored, review link emailed, filed, needs correction, archived. Store bucket path and audit metadata with the record.
Readiness board
What is greenlit now versus what still needs approval.
The storage lane can move now. The remaining items are the administrative and operational controls required before real patient data is allowed through the workflow.
Private GCS bridge storage
Office OS writes the signed PDF, signed HTML packet, record JSON, review index, and audit metadata through server-side credentials. No public bucket and no browser storage keys.
Authenticated review route
Record lookup is protected and can return short-lived signed file URLs for approved staff review instead of public document links.
Brevo review-link email
Email delivery is held behind a backend approval flag until the Brevo key, staff training, client approval, and message language are approved.
Server-side PDF packet
The backend creates a signed PDF packet for the demo flow. Production still needs the office's final contract wording and PDF layout approval.
Vendor and bucket approval
The managed-bucket approval page lets the client authorize Codee to manage the office-specific bucket path, staff role model, retention direction, and expansion-ready location structure.
Final BAA and HIPAA paperwork
Before ePHI, the practice needs final BAA coverage, privacy/security policies, retention rules, breach response steps, and risk-review documentation.
Staff roles and training
Define sender, reviewer, admin, export, archive, and support roles. Train staff before real patient contracts or paperwork enter Office OS.
24-hour launch board
The readiness checklist shows the exact environment flags, client inputs, and remaining PHI gates.
Security series
How Codee should protect patient and client information.
This section is intentionally conservative. GCS storage is approved and implemented as a private backend lane, but the office should not run real PHI until the right agreements, access controls, audit logging, retention policy, staff training, and office approval are finished.
Private by default
Patient paperwork must not be uploaded into public hosting folders. The production build should use private storage, authenticated access, and short-lived signed links when a staff member needs to view a file.
No secrets in the browser
API keys, storage credentials, tokens, and service account data stay server-side. Browser code can request an upload slot, but it should never contain credentials that would let someone browse the storage bucket.
Least privilege
Staff roles should only access the folders and actions they need. Front-desk review, admin export, owner billing, and developer support should be separate permissions.
Encryption and logging
Use provider-managed encryption at rest, HTTPS in transit, immutable audit logs for access and downloads, and alerting for unusual access patterns.
Retention rules
The office needs a written policy for how long forms, contracts, referrals, and campaign records are kept, when they are archived, and who can delete them.
HIPAA-ready path
There is no simple public HIPAA-certified badge for this demo. Production needs a BAA, risk analysis, policies, staff training, access controls, audit logs, breach response, and ongoing documentation before ePHI.
Incident posture
The security story is not "nobody can ever break in." The honest story is layered controls: reduce exposed data, limit credentials, log access, detect misuse, and revoke access quickly if an account is compromised.
Public QR, private records
Keep QRCodee and flyers public, but keep patient documents and office records behind authenticated storage.
Browser-only sensitive drafts
Do not use `localStorage` for patient information, contracts, insurance details, photos, or protected health information.
BAA and access policy
Before handling protected health information, add the required business agreement, staff roles, audit logs, backup/retention policy, and approval checklist.
Build sequence
Small start, serious structure.
- Phase 1: QRCodee and Flyer100 point to the current Smile With Style hub and consult lane.
- Phase 2: Add a staff-facing request queue for appointment interest and campaign responses.
- Phase 3: Greenlit now: contract-link signing generates an Edge-upload PDF and stores signed packet, record JSON, index, and audit metadata in private GCS through the backend.
- Phase 4: Finalize production PDF template, storage sizing, retention rules, staff roles, audit log review, backup checks, and security review.
- Phase 5: Turn on Brevo email only after staff training, client approval, and message templates are approved.
Current proof
What already exists today.
- Smile With Style QRCodee image and hosted hub.
- CodeeFlyer100 giveaway demo.
- Consult path, campaign dashboard, referral lane, guide library, shop lane, workspace, and review room.
- Contract signature demo with signer fields, acknowledgments, signature pad, signed packet preview, and private GCS backend submit.
- Office OS backend route stores signed PDF, signed packet, JSON record, review index, and audit metadata in private GCS with server-side credentials.