Patients want to book at 9pm. Reception clocks off at 5.
AI built for Aussie clinics — 24/7 booking, intake forms before they arrive, recall and reminders that actually get read, Medicare claim prep without the keyboard time. APP-compliant. Cliniko, Halaxy, Best Practice ready.
- ✓ Cliniko · Halaxy · BP · MD
- ✓ APP + NDB compliant
- ✓ Bulk-bill + private + NDIS
- ✓ Live in 2–3 weeks
Bondi Family Practice · web chat
Tuesday · 9:14pm
68%
of patients prefer to book online over phoning the clinic.
~30%
of bookings want to happen after 6pm — when phones aren't answered.
$320
average revenue lost per no-show across allied health.
The reception bottleneck
Five things eating the front desk's day.
Reception is the most expensive call-centre your clinic runs. Most of what they do is repetitive — booking, rebooking, reminding, taking intake details, chasing recalls. AI takes the 80% so they can be human for the 20% that matters.
Phones ringing all day
A bookings staffer takes 4–6 minutes per call. Most calls are routine.
After-hours = lost patients
A third of bookings want to happen at 8pm. The next clinic on Google captures them.
No-shows kill the day
A single missed slot wipes the day's margin on a chair or room.
Intake at the front desk
Patients fill out paper forms in the waiting room — slowing the whole rhythm down.
Recalls slip
Annual reviews, care plan recalls, dental check-ups — falling off the spreadsheet.
Medicare admin
Care plan documents, item-number triage, claim prep — drowning the practice manager.
What we automate
Eight clinic workflows — handled.
Pick one. We launch the highest-ROI piece first so the payback funds the next build.
24/7 patient booking
Web, SMS, and after-hours bookings into Cliniko / Halaxy / BP. Routes by symptom, item number, provider, location.
Smart recall & reminders
Annual reviews, care plans, dental check-ups, immunisations — all reminded at the right cadence in the right tone. SMS + email.
Pre-visit intake forms
Intake sent automatically after booking. Patient fills it before the visit. Lands in the chart on arrival. Reception starts at zero.
Patient triage chatbot
Asks the right questions before booking — routes urgent to a same-day slot, non-urgent to standard, refers out where needed. Compliance-safe scripts.
Medicare claim prep
Reads consult notes, suggests item numbers, drafts care plan and review documents, prepares claims for one-click submission.
Inbox triage
Patient enquiries, GP referrals, supplier emails — sorted, drafted, escalated. Practice manager sees only what needs them.
NDIS & funding enquiries
Pre-qualifies funding type (Medicare, NDIS, DVA, private), captures plan manager details, books the right intake.
Google reviews & local SEO
Post-visit review request via SMS at the right moment. Suburb-targeted educational content keeps you ranking for "GP near me" searches.
A typical Monday
Before. After.
Before
Monday, 8am
- ✕22 voicemails from the weekend, mostly booking requests.
- ✕5 patients already booked elsewhere by Saturday afternoon.
- ✕14 paper intake forms to enter into Cliniko.
- ✕Two no-shows this morning — no SMS reminder went out Friday.
- ✕Three overdue recalls flagged in the spreadsheet, not actioned.
After
Monday, 8am
- ✓37 weekend bookings already in Cliniko, intakes completed.
- ✓No-shows down 54% — SMS confirms ran Sunday evening.
- ✓Recalls auto-sent. 11 patients re-booked over the weekend.
- ✓Care plan reviews drafted for the practice manager to sign off.
- ✓Reception starts the day on coffee, not catch-up.
What it actually moves
Real numbers from real clinics.
+22%
calendar utilisation
−54%
no-show rate after reminders
14h/wk
reception time freed
38s
median booking time
Tuned to your discipline
Built for every practice.
General practice
Item-aware booking, care plan recalls, bulk-bill / private logic.
Dental
Recall cadence, hygienist + dentist routing, treatment plan follow-up.
Physio & osteo
Initial vs follow-up routing, exercise plan reminders, NDIS funding intake.
Psychology & counselling
Mental Health Care Plan intake, telehealth booking, sensitive comms.
Optometry
Eye-test recall, frame collection reminders, kids vs adult flows.
Audiology
Hearing test booking, fitting appointments, HSP / DVA eligibility checks.
Dietetics & nutrition
EPC referral intake, food diary collection, follow-up nudges.
Massage & remedial
Health-fund-on-the-spot intake, package management, cancellation policy.
Veterinary clinics
Vaccination recalls, surgery prep intake, dietary plan reminders.
Podiatry
NDIS / DVA / Medicare routing, orthotic fitting follow-ups.
Women's health
Pregnancy care timelines, IVF cycle reminders, screening recalls.
Paediatric clinics
Immunisation recalls, growth review intake, school readiness checks.
Works with your stack
Plays nicely with the tools you already use.
"We were losing a third of bookings to voicemail. After 6 weeks, reception is calmer, our calendar is fuller, and patients keep telling us how easy it is to book. The thing that surprised me most was no-shows — down to almost nothing."
Frequently asked
Clinic questions.
Is the 30-minute discovery call free? +
Yes — completely free, no deck or pitch. We use the 30 minutes to understand your patient flow and tell you honestly which automation will free up reception fastest.
How much does it cost? +
The 30-minute discovery call is free — no deck, no obligation. After that: audit $3,000–$6,000, build $5,000–$50,000 depending on integrations, and managed retainer $200–$2,000/month.
Does it work with Cliniko / Halaxy / Best Practice / Medical Director? +
Yes. Cliniko, Halaxy, Best Practice, Medical Director, Genie, Power Diary, Nookal, and most major clinic PMS systems — booking, recall, and reminders sync both ways.
Is this APP-compliant? My patients' data matters. +
Yes. Australian-hosted by default, encrypted in transit and at rest, aligned with Australian Privacy Principles, Notifiable Data Breaches scheme, and the My Health Records Act. Signed data-handling agreements as standard.
Can it handle bulk-bill vs private patients differently? +
Yes. Routing logic per appointment type, provider, location, or funding stream (Medicare, NDIS, DVA, private). Items 23, 36, 44 and care plan reviews can each have their own intake.
Will it handle elderly or non-tech-savvy patients? +
Yes. SMS, phone call-back, and voice modes available. Tone is gentle, language plain. Human handoff is one tap or one missed reply away.
How long until it's live? +
Booking bot: 2 weeks. Recall + reminder automation: 2–3 weeks. Intake forms + claim prep: 3–5 weeks. We launch the highest-ROI piece first.
Free up reception. Fill the calendar.
Book a free 30-min call — we'll show you where to start.
No deck, no pitch. We look at your booking flow, intake, and recall cadence and tell you the highest-ROI thing to automate first.