All industries

For private clinics and specialist practices

Fewer no-shows, no retyped intake forms, faster pre-auth

We automate the admin around the appointment: two-way reminders and self-rescheduling, digital intake that lands in your EHR without retyping, pre-authorisation packs assembled with the insurer's required documents, draft visit notes for clinician approval, and coding checks before claims go out. Clinical decisions stay with clinicians.
Cut our no-showsHow patient data is handled

  • 3

    first builds: reminders & rebooking · intake → EHR · pre-auth packs

  • Clinician

    approves every draft note and claim before it goes anywhere

Why now

Why private healthcare clinics teams are automating now

Physicians already rank documentation as the most relevant use of AI, and most see automating insurance prior authorisation as helpful. In most clinics the admin around the visit — booking, intake, pre-auth, billing — is still manual, and that's where the hours are.

Patients expect a text confirmation and a one-tap reschedule. When they get it, empty slots get refilled instead of lost.

What we fix

The manual work, and what we build for each one

  • You do this by hand: Reception spends the day on the phone rebooking appointments.

    We build this: Two-way reminders with a reschedule link; cancelled slots are offered to the waitlist.

    Result: Fewer empty slots and fewer rebooking calls.

  • You do this by hand: Pre-authorisation takes days of calls and resubmissions.

    We build this: Coverage check plus a pre-auth pack assembled with the insurer's required documents.

    Result: Packs go out complete the first time.

  • You do this by hand: Patients fill a paper form, then staff type it into the EHR.

    We build this: Digital intake completed before the visit, mapped field by field into the EHR.

    Result: Typed once, by the patient.

  • You do this by hand: Clinicians finish notes late in the evening.

    We build this: A draft summary and suggested codes prepared from the visit; the clinician edits and signs.

    Result: Notes done the same day, in a consistent format.

  • You do this by hand: Coding and billing errors cause denials and rework.

    We build this: Codes and payer rules checked before a claim is submitted; mismatches go back to billing with the reason.

    Result: Fewer denials and less rework.

The patient journey, automated around the visit

  1. Book

  2. Remind / reschedule

    Automated

  3. Intake form

    Automated, into the EHR

  4. Visit

    Clinician

  5. Note drafted

    Clinician signs off

    Human approval

  6. Claim checked

    Biller approves

    Human approval

What we build

The workflows, step by step

01

Reminders & self-rescheduling

Patients get a confirmation and reminders ahead of the visit with a reschedule link; cancelled slots are offered to the waitlist automatically.

Expected impact

Cancellations happen through the reminder link, so the slot is freed and re-offered without a phone call.

Empty-slot recovery

  1. 1: Slot booked

    Confirmation sent

  2. 2: Patient cancels via the reminder link

    No phone call

  3. 3: Slot offered to the waitlist

    Automatic

  4. ✓: Slot refilled

A cancelled slot is offered to the waitlist and rebooked.

02

Intake → EHR + pre-auth pack

Patients complete a digital form before the visit; fields map into the EHR; coverage is checked and a pre-auth request is assembled with the insurer's required documents.

Expected impact

Fields entered once by the patient feed both the EHR record and the pre-auth request.

Typed once

Name & date of birth, Insurer & policy number, Medical history feed into Digital intake form (Completed by the patient before the visit), which updates EHR patient record, Pre-auth request.

Intake fields are entered once by the patient and reused everywhere.

Pre-auth pack

  • Coverage verified (done)
  • Required documents attached (done)
  • Submitted to insurer (done)
  • Insurer response logged (pending)
IllustrativeExample pre-authorisation pack: coverage, documents, submission and the insurer response are tracked.

03

Draft visit notes

A draft summary and suggested codes are prepared from the visit; the clinician edits and signs. Nothing is filed without approval.

Expected impact

Nothing is filed until the clinician has edited and signed the draft.

04

Pre-submission claim check

Codes and payer rules are checked before a claim is submitted; mismatches go back to billing with the reason.

Expected impact

Each failed check goes back to billing with its reason, before the payer sees the claim.

How it goes live

From first workshop to a running workflow

  1. Consent and data handling agreed first

    Before anything is built, we agree which patient data each workflow touches, where it is stored and who can see it, and capture consent where it is needed.

  2. Integration with EHR and billing

    Appointment, intake and billing data are mapped once, so automation never duplicates an entry in the EHR.

  3. AI accuracy monitoring

    Draft notes and suggested codes are reviewed against your documentation standards, so accuracy is checked continuously, not assumed.

  4. Appointment resilience

    Reminders, confirmations and rescheduling run automatically, so no-shows fall and reception handles exceptions only.

Patient data and consent

  • Consent captured where a workflow needs it (done)
  • No duplicate EHR entries (done)
  • Every automated action logged (done)
  • Clinician or biller approves every output (done)

What we measure

The numbers we track from week one

We baseline each metric before go-live, so the change is measured on your data, not estimated.
  • Baseline in week 1lower is better

    No-show rate

  • Baseline in week 1lower is better

    Pre-auth completion time

  • Baseline in week 1lower is better

    Claims denial rate

  • Baseline in week 1lower is better

    Documentation time

Industry signals

What the sources say

FAQ

Questions we hear from teams like yours

Can automation manage appointment reminders?
Yes. Patients get confirmations and reminders by SMS or email and can reschedule themselves; freed slots go to the waitlist and reception only handles exceptions.
Is pre-authorisation automation compliant?
We capture each insurer's requirements, follow your validation rules and route approvals to your staff, logging every interaction for audit.
Does AI make clinical decisions?
No. It drafts notes and checks codes; a clinician or biller approves every output.

Next step

Show us last month's no-shows.

We'll size the empty-slot cost and show which of booking, intake or pre-auth to automate first.
Book a clinic admin review