Clinic Automation | Smart Intake & Rebooking

Less chasing. Better attendance.

Streamlined intake and consistent follow-up keep patients prepared, on plan, and more likely to attend.

Where clinics lose time and utilisation.

When intake, reminders and rebooking are inconsistent, diaries develop gaps and patients drift off plan. Automation keeps the basics tight so clinicians can focus on care.

New patients arrive late or unprepared because forms and triage questions were not completed in advance.
No-show and short-notice cancellations leave gaps that are hard to fill.
Clinicians spend time between sessions chasing rebookings and answering basic questions.
Treatment plans are not always clearly communicated, so patients drop off before they should.
Reception teams juggle phones, walk-ins and paperwork with limited structure.

The ‘Smart Intake & Rebooking Hub’

Clinic-ready automations that streamline intake, reduce no-shows and keep patients moving through treatment plans.

Intake, reminders and rebooking — working together.

A set of clinic-ready automations that streamlines intake, reminders and rebooking. It works alongside your existing practice-management system to keep diaries fuller and patients more engaged in their care.

Digital intake forms sent automatically when a new patient books, capturing medical history and goals.
Simple triage questions to help direct patients to the most appropriate clinician or service.
Appointment reminders with clear instructions on what to bring and how to prepare.
Easy reschedule links so patients can move appointments without tying up the phones.
Follow-up messages that nudge patients to book their next session in line with the treatment plan.
Gentle win-back flows for patients who have not attended for a while but could still benefit from care.

No-shows reduce care and utilisation

Small improvements in attendance add up to meaningful capacity across the year.

10%

A typical outpatient clinic can see roughly 1 in 10 appointments lost to no-shows

150

Cutting no-shows from 10% to 7% in a 100-appointment-a-week clinic frees up ~150 sessions per year

30%

Simple reminders can reduce missed appointments by about a third when used consistently

20%

Structured follow-up can improve adherence to long-term treatment plans by ~20 points

Better attendance, clearer plans

Help patients show up prepared and stay on track, while reducing admin for clinicians and reception.

Support outcomes and revenue

Reduce DNAs, improve preparation, and keep treatment plans moving — with communication that fits clinical workflows.

Fewer no-shows and short-notice cancellations, leading to better diary utilisation.
Smoother first appointments as clinicians have key information upfront.
Patients who understand their treatment plan and are more likely to complete it.
Less manual admin for clinicians and reception teams.
Clearer visibility over who is active, who is at risk of dropping out and who has lapsed.

Clinic-friendly setup in four steps

Respect clinical workflows, integrate where possible, and iterate based on results.

Quick automation audit

Understand your current booking process, systems and pain points.

Design intake and rebooking journeys

Agree which forms, reminders and follow-ups should exist for each service type.

Connect and test

Link automations to your practice-management system or booking tools and test with a small group of patients.

Roll out and refine

Expand to the wider patient base, then adjust language and timings as you see results.

Supportive messaging, privacy-aware by design

Protect patient experience and clinician control while improving attendance.

Aligned with your data-protection settings

We work within the permissions and data-protection settings that your clinic already follows.

Plain-language, supportive communication

Patients receive clear, supportive communication in plain language – never pushy or technical.

Clinician control stays central

Clinicians retain control over treatment plans and can override or pause automations for individual cases.

Transparent setup and support

Transparent setup and support so you know exactly what will change before anything goes live.

Clinic Automation FAQs

Will this replace our practice-management system?

No. The hub is designed to sit alongside your existing software, not replace it. Where possible we connect directly so that appointments and records stay in one source of truth.

Is patient data handled safely?

Yes. We work with you to ensure automation respects your existing data-protection processes. Only the information needed for communication and booking is used, and you decide how long it is retained.

How do we make sure messages feel appropriate for clinical settings?

We use clear, professional language that supports rather than alarms patients. Clinicians and practice managers review and approve content before it is used.

What if a patient has complex needs and standard journeys are not appropriate?

Clinicians can choose to adjust or pause automation for individual patients. The system is there to handle typical scenarios, not override clinical judgement.

Does this increase workload for clinicians?

The aim is to reduce workload by taking repetitive tasks away. Clinicians may spend a small amount of time upfront agreeing wording, but day-to-day the system should free time, not consume it.

Can we start with one service line or site first?

Yes. Many clinics prefer to start with one service or location, demonstrate value and then expand gradually.

Ready to reduce DNAs and fill more appointments?

If missed appointments, messy paperwork and patchy follow-up are holding your clinic back, the ‘Smart Intake & Rebooking Hub’ can help. A short conversation is enough to see how it could fit around your current systems and improve both outcomes and revenue.

Book my free clinic automation audit

Physio & chiro clinics: keep diaries full and patients on plan.