01Manual today
Appointment booked
Mostly by phone, so the desk is on a call while the waiting room waits.
Industry
Clinic admin automation: booking, reminders, intake forms and billing handoff
We automate the front-desk admin around appointments, configured in the booking, forms and billing tools your clinic already uses. Admin only: nothing we build makes or informs clinical decisions.
Signal
Live workflowManual
Automated
Most clinic admin lands on the front desk at once: phones, rebookings, forms and payment questions.
The appointment cycle
From booking to billing, and where the desk gets stuck
Every appointment passes through the front desk several times. Each manual step is a phone call, a form or a list.
02Manual today
Reminder and confirmation
Sent when there is time, which means busy days are the days patients are not reminded.
03Manual today
Intake forms
Filled in on arrival on paper or a PDF, then typed into the system afterwards.
04
The appointment
The clinical part, which stays entirely with your clinicians and is outside what we build.
05Manual today
Billing and rebooking
Charges raised from notes, payment questions handled by phone, and follow-ups booked if someone remembers to offer one.
By the numbers
What clinics lose every week
The cost shows up as time, duplicated work, and decisions waiting on someone to assemble the data.
Constant
calls to book and rebook
The phone is the main booking channel, so the desk spends the day on calls that an online booking page could take.
Gaps
left by missed appointments
Reminders go out by hand, late or not at all, and a cancelled slot is rarely offered to anyone else in time.
Re-keyed
paper and PDF intake forms
Forms are filled in on arrival and typed into the system afterwards, which slows the waiting room and invites errors.
The challenges
What slows Clinics down
Booking runs through the phone
Patients ring to book, move and cancel, so the desk is on the phone while the person in front of them waits.
Reminders depend on who is on the desk
Confirmation calls and texts are sent when there is time, so busy days are the days patients are not reminded.
Intake forms are retyped
New patient details are collected on paper or a PDF, then entered into the booking or practice system by hand.
The billing handoff is manual
Completed appointments reach whoever raises invoices as notes and lists, so charges go out late and payment questions take up desk time.
Admin only
Where the line sits
Clinic automation here means front-desk admin. These are the rules every build follows.
Configured in the booking, forms and billing tools your clinic already uses
Patient details stay under the access settings your clinic controls
Nothing we build makes, suggests or informs a clinical decision
Reminder timing and wording set by the clinic, not by us
Anything unusual routed to a person on the desk
Built to the data protection rules your clinic already follows
What we build
Automations built for Clinics
Online booking with a waitlist
Patients book, move and cancel online, and a cancelled slot is offered to the waitlist automatically instead of left empty.
Reminders and confirmations on a schedule
Reminders go out by text or email at the times you choose, with a simple way to confirm or rebook, every day rather than when the desk has time.
Digital intake forms before the visit
Forms are sent with the booking confirmation and returned before the appointment, landing in the tools you already use instead of on a clipboard.
Booking to billing handoff
Completed appointments flow to invoicing with the right details attached, and payment reminders follow up without the desk chasing.
Follow-up and recall reminders
Patients due a follow-up or routine appointment get a reminder to book, on the schedule your clinic sets.
Our Services
Where we work in your stack
Common questions
Clinics automation, answered.
Do you work with patient records or clinical systems?
We work on the admin around appointments. Where your booking or practice management system holds patient details, automations are configured in the tools you already use, under the access settings your clinic controls. We do not make or inform clinical decisions, and we work to the data protection rules your clinic follows.
Which booking and practice management tools do you work with?
Commonly Cliniko, Jane and SimplePractice, along with your forms, messaging and accounting tools. What can be automated depends on what your system exposes, so we check that before quoting.
Will automated reminders reduce missed appointments?
Reminders are the standard way clinics cut missed appointments, and adding a confirm or rebook step plus a waitlist helps fill the gaps that remain. We set them up on the timing and channels your patients respond to.
What kind of clinics is this for?
Appointment-based clinics where the front desk carries the admin: physiotherapy and allied health, therapy practices, dental and similar. The build is shaped around how your clinic books and bills.
How long does it take?
A first build, such as online booking with reminders and digital intake forms, is fixed-scope and usually takes 2 to 4 weeks, including testing before it goes live. Book a discovery call and we will scope it.
Next step
If manual work is your ceiling, let's remove it.
We reply within 1 business day.