Clinic operations
Most clinics lose them in small ways. A reminder nobody got round to sending, a message that sat unread on somebody's phone, a patient who meant to rebook and never heard from you again. We fix the gaps where that happens, and give you one screen that shows how the week is going.
We look at how your clinic runs today before suggesting anything.
Today's appointments
34
28 attended, 6 remaining
Missed appointments
4
3 already in recovery
Pending follow-ups
12
each with an owner
Confirmed
88%
New enquiries
9
Unanswered
0
Missed calls
3
Needs attention first
Today, as it happened
Nobody sat and typed these. They are jobs that ran on their own during the morning and made a note of themselves afterwards.
Example clinic. Figures illustrate the interface, not a client result.
These are the same things you would normally ring the practice manager to ask about. Here you can just look.
What it costs
The money goes missing in small amounts, several times a day, and none of it is anybody's fault in particular. That is what makes it so easy to live with for years.
Someone books, forgets, and does not turn up. You are still paying rent and wages for that hour, and there is no way to sell it twice.
By the time you reply, they have rung two other clinics and booked with whoever picked up first.
Reception is with a patient and the phone goes unanswered. Nobody writes it down, so a caller who was ready to book just never appears.
Someone you pay to look after patients spends their morning sending reminders one at a time.
They know how recalls really work. When they take leave the clinic runs a little worse for a fortnight and nobody can say why.
Finding out means asking three people and trusting what they tell you. Problems tend to surface late, once they have cost something.
One patient, four places to lose them
Nobody replies, or not quickly enough
The booking is never confirmed
No reminder, so they forget
Nobody asks them to
The calculator below only covers the third one, because missed appointments are the only part of this you can measure without guessing.
Size the loss
Move the three sliders to match your clinic and you will get a rough monthly figure for the appointments that never happen.
Missed appointments, per month
$5,005
Around 63 appointments a month, at $80 each.
This is only arithmetic on the numbers you just entered. It is not a forecast and it is certainly not a promise, because nothing recovers every missed appointment. It is here to give you a sense of the size of the problem.
The Clinic Control Room
It works alongside the software you already have rather than replacing it, and most of it runs quietly in the background. Your team should notice that a few jobs have stopped landing on them, and not much else.
Confirmations and reminders send on the schedule you set, and patients can move an appointment without having to ring during opening hours. If someone does miss one, the clinic already knows what happens next instead of hoping a member of staff notices.
What gets built
For each one, here is what tends to go wrong in a clinic today, what we put in its place, and what you should expect to change.
How it works
The review comes first and is worth having on its own. If it turns out your clinic does not have much to fix, we will tell you that rather than find you a project.
Half an hour on appointments, enquiries, reminders, follow-up and what you currently do for reporting. Mostly you talking and us asking questions.
YieldsAn honest picture of how things work today
We write down where the delays are, which jobs get done twice, where enquiries go quiet, and which bits only work because one particular person is good at their job.
YieldsA written summary that is yours to keep either way
We plan it around the way your clinic already works, starting with whatever is costing you most rather than whatever is quickest for us.
YieldsScope, stages and a price, all agreed before we start
We connect things up, set the workflows running, put the dashboard together and test it with your team. No patient sees any of it until you are happy.
YieldsA working setup your staff have been shown how to use
Once there are real numbers we look at what changed, fix whatever is next, and adjust things as you grow or open somewhere new.
YieldsA monthly look at the numbers against where you started
Timings are indicative. The actual schedule is set at the review, once the number of workflows and connections is known, and it is written down before the first invoice.
Founding clinics
We are new at this, and you would be able to tell within about five minutes of asking us for references. So rather than pad the site with stock photos and quotes from clinics that do not exist, here is the honest version, and the terms reflect it.
Places remaining
4 of 4 open
You deal with the person doing the work
Not an account manager passing messages along, and not a junior learning on your clinic.
The price does not go up
Whatever we agree at the start is what you pay for as long as you stay, including anything we add later.
You get built first
There is no queue of bigger clients ahead of you, so what your clinic needs is what gets built next.
You can walk away with your data
Everything is exportable whenever you want it. We would rather you stayed because it works.
Not here yet
These are blank because we have not earned them yet, not because we are hiding them. They go up when a clinic is happy to be named and the numbers are real.
Ways to work together
Where you start depends on how much of the clinic is already under control, which is what the review is for. A price list written before we have met you would only be a guess.
A single-site clinic that needs reminders and enquiries under control.
Solves
Includes
Short implementation on your existing tools, with the front desk trained on it.
A growing clinic that needs appointments, enquiries, follow-up, and visibility connected.
Solves
Includes
Full Systems Review, friction map, staged build, and optimisation after launch.
Clinics running several sites, teams, or departments that need one picture.
Solves
Includes
Phased rollout site by site, so the first location proves the process before the next.
Scope, stages and price are agreed in writing before any building starts. You approve what it costs before we begin, and the review is where that number comes from.
Questions
Mostly about cost, timing, patient data, and what happens to the software you already pay for.
We spend time on how your clinic handles appointments, enquiries, reminders, follow-up, and reporting today. You get a written friction map showing where time and appointments are being lost, and a recommended first step. If the friction is not worth a project, we will say so.
Usually not. We start by finding which of your existing tools already hold useful appointment, patient, and communication information, then connect them. Replacing a system your team knows is a last resort, not an opening move.
No. Message content, timing, and channel are agreed with you before anything sends, and sensitive or unusual situations stay with a human. You can pause any workflow at any time.
We design around the rules that apply where your clinic operates, keep patient data inside systems you control, and limit what moves between tools to what the workflow needs. We are not a medical records provider and we do not give legal advice, so your own compliance adviser should review the design.
It depends on how many workflows and connections are in scope, which is exactly what the Systems Review establishes. You approve the scope, the stages, and the timeline before any building starts.
We scope after the review rather than quoting a number before seeing the clinic. The three engagement levels on this page describe what each one covers, and you approve the price before work begins.
The Systems Review stands on its own. You keep the friction map whether or not you continue, and there is no obligation to start a build.
No, and be careful with anyone who does. Attendance depends on your patients, your reminders, your scheduling, and your follow-through. We build the system, measure what changes, and report it honestly.
Book a review and you will find out where your clinic is losing appointments, enquiries and staff time. If it turns out there is not much to fix, that is a useful thing to know too.
It is a conversation, not a demo. Nobody will try to sell you software on the call.