Medical Automation Agency
Less Admin, More Time with Patients
Paperwork has overtaken staff shortages as the number one frustration for Australian doctors. 70% of GPs say admin is a serious concern. We automate the operational side so your team can focus on patients.
Three Steps to a Practice That Runs Itself Between Consults
We connect your PMS, booking platform, communication tools, and billing systems into workflows that handle confirmations, intake, recalls, referrals, and more. Your practitioners stay focused on patients. Your front desk stops drowning.
We audit your entire practice operation
We map every manual process: how consults are booked and confirmed, how intake forms are handled, how referral letters are produced, how recalls are tracked, and how billing is managed. We look at how your front desk spends their day and break it down task by task with time costs attached.
We build automations across your practice
Appointment confirmations and reminders go out by SMS and email automatically, cutting no-shows by 30 to 50%. Patient intake forms are sent digitally before the visit and flow into your PMS with no reentry. Referral letters auto-populate from consultation notes. Recall notices trigger on schedule. Billing workflows flag rejected claims and reduce manual follow-up. All built on your existing systems.
We test, launch, and train your team
Every automation is tested with your real consult and patient workflow patterns before going live. We monitor for 30 days, adjust anything that needs tuning, and train your reception staff, practice manager, and practitioners. One benchmark from Scale My Clinic: six hours of reception work done in thirty minutes.
Fifteen hours a week. That’s what we were losing to copying data between our CRM and our accounting software. Koray built an automation, and it dropped to zero.
Two hours a day, every day, moving data between our practice management system and Xero. Koray fixed it in a week.
It just runs. I keep waiting for it to break, and it doesn’t.
I was sceptical. Construction isn’t exactly a software industry but we were losing quotes because we weren’t following up fast enough
Koray set the whole thing up, walked us through it, and then it just worked.
Every enquiry gets a response in minutes and lands in the right pipeline automatically.
Tax season used to mean late nights moving client data between systems. This year, we didn’t do any of that.
Manual Admin vs. PMS Built-In Tools vs. Invulnerable
Your PMS manages patient records. We automate the work your staff are still doing by hand.
| Manual / Front Desk | PMS Built-In Tools | Invulnerable . | |
|---|---|---|---|
| Automated appointment reminders (SMS + email) | |||
| Digital patient intake with PMS integration | |||
| Automated recall management | |||
| Referral letter auto-population | |||
| Reduces receptionist workload | |||
| Works across Best Practice, Medical Director, Cliniko, Halaxy | |||
| Custom workflows for GPs and allied health | |||
| No lock-in contracts |
Your PMS holds the data. Your staff are still the ones acting on it. We change that.
Automations built for medical practices
Thirty days after onboarding begins, an automated workflow surveys your client, pulls milestone data from your project tools, generates an AI written retrospective, and flags anyone who needs a recovery call. Every onboarding teaches the next one.
When a deal hits the proposal stage in your CRM, this automation pulls the client name, scope, pricing, and line items, then merges everything into a branded template. The finished PDF lands back on the deal record and in the prospect's inbox without anyone touching a document.
When every party signs a document in DocuSign or PandaDoc, this automation downloads the completed PDF, renames it to your filing convention, stores it in the right client folder, and notifies the account manager. No manual downloading, no misfiled contracts.
A scheduled workflow scans your contracts database daily, flags renewals at 30, 14, and 7 day intervals, and sends tiered alerts to account managers and leadership so nothing expires unnoticed.
When a new client is created in your CRM, this automation builds their billing profile, generates the first invoice, sets up recurring payments, and sends a secure link to collect their payment method. No manual data entry between systems, no forgotten first invoices.
When a project is marked complete in your project management tool, this automation pulls billable hours and rates, generates a branded PDF invoice, and emails it to the client with payment instructions. A copy lands in the client folder without anyone lifting a finger.
When a new patient books an appointment, this automation sends digital intake forms, collects consent and insurance details, converts everything to PDF, files it in the patient folder, and notifies your front desk. No clipboards. No data entry.
An AI agent that turns your meeting recordings into structured summaries, assigned action items, and tracked tasks across Slack, Asana, and Notion. No more post meeting admin, no more forgotten decisions.
When a new client record lands in your CRM with a signed engagement letter, a prefilled contract is automatically generated and sent for e signature. No copying, no delays, no forgotten clauses.
When a prospect opens your proposal, this automation logs the view in your CRM, pings the assigned salesperson on Slack, and sends a templated follow up email if the document stays unsigned after 48 hours.
An AI agent reads every email in your shared inbox, classifies it by type, and sends an appropriate response within minutes. New enquiries, support questions, billing issues, and spam all get handled automatically, around the clock.
Automatically draft personalised welcome emails for every new client using AI and their intake form data. Your team reviews and approves each one in Slack before it sends, so every client gets a warm, specific first impression without anyone spending 20 minutes writing it.
An automated agent monitors your Google and Yelp reviews, classifies each one by sentiment, drafts a response that matches your tone, and posts it. Negative reviews get routed to you for approval first. Your response rate stays near 100% without you writing a single reply.
Automatically send clients a confirmation with preparation checklists, intake forms, and documents tailored to their appointment type. They show up ready. You stay on schedule.
Automatically send a confirmation email at booking, a text the day before, and a final SMS an hour out. Clients show up, your calendar stays full, and your front desk stops making reminder calls.
Automatically generate a structured onboarding checklist for every new client, assign tasks to the right team members, track completion in real time, and escalate overdue items before anyone has to ask.
Automatically send clients a personalised portal requesting the exact documents you need, chase them with timed reminders, and update your CRM the moment everything lands. No emails. No phone calls. No spreadsheets tracking who sent what.
When a deal closes in your CRM, a timed sequence of personalised review requests goes out via email and SMS. Customers get a direct link to your Google review page while their experience is still fresh, and your team never has to remember to ask.
A daily automated workflow checks your CRM for upcoming birthdays and client anniversaries, then sends personalised messages by email or SMS. High value clients get flagged for a personal call, so every relationship gets the right touch at the right time.
When a deal closes, this automation creates the project, sends the welcome email, builds the shared folder, books the kickoff call, and sets up billing. Every step adapts to the service package purchased, and your team never touches a spreadsheet.
When a deal closes in your CRM, this automation instantly provisions billing records, creates communication channels, assigns your delivery team, and sends the client a personalised welcome email with a booking link. No admin lag, no dropped handoffs.
An automated agent monitors your aging invoices, sends personalised follow up emails that escalate in tone based on how late the payment is, and alerts your team when human intervention is needed. You collect more of what you're owed without the awkward chasing.
Automatically chase overdue invoices through a timed escalation sequence of emails, SMS, and internal alerts, so you collect faster without the awkward phone calls.
When a deal is marked Closed Lost in your CRM, this automation captures the loss reason, waits for the right moment, then sends a personalised reengagement email. If the contact responds, it reopens the deal and alerts your rep with full context.
FAQs
Answers for practice owners, practice managers, and allied health providers.
Book your free auditDoes this work with our practice management system?
We integrate with Best Practice, Medical Director, Cliniko, Halaxy, Nookal, and most PMS platforms used in Australian practices. If yours isn't listed, we'll check compatibility during the audit.
Is patient data handled securely?
We never store patient data. Automations run through your existing systems using encrypted connections. We follow the Australian Privacy Principles and My Health Records Act requirements. No patient data leaves your practice environment.
We're a GP clinic. What specifically changes for us?
The biggest wins for GP practices are automated intake forms that flow into your PMS without reentry, SMS and email reminders that cut no-shows by 30 to 50%, referral letters that auto-populate from consult notes, and recall management that runs itself instead of requiring manual tracking. Your GPs review and approve. The admin happens automatically.
What about allied health? Physio, psychology, OT, chiropractic?
Allied health practitioners often lose up to 40% of their day to admin. We automate intake, appointment reminders, progress note templates, referral management, and billing workflows for physios, psychologists, occupational therapists, chiropractors, and other allied health disciplines. The workflows are tailored to your specific clinical requirements.
Our reception staff are overwhelmed. Will this actually help them?
Reception is one of the hardest roles in a medical practice. Your front desk handles booking, confirmation, intake, billing queries, recalls, and increasingly difficult patient interactions. Automating the repetitive tasks means your reception staff handle exceptions and patient relationships instead of data entry. Practices consistently report their front desk goes from reactive to actually running ahead of the day.
What does it cost?
Fixed-price per engagement. You know the cost upfront before any work starts. The audit is free and gives you a clear breakdown of what we'd build and what it would save. When six empty appointment slots a day are costing your practice up to $1,800 in lost revenue, the ROI on reducing no-shows alone usually covers the investment.
What happens if an automation sends the wrong reminder or message to a patient?
Every message template is approved by your team before anything goes live. We build in safeguards like confirmation steps and test runs. If something does go wrong, we can pause the workflow instantly and roll back.
Our doctors and nurses aren’t tech savvy. Will this create more work for them?
The whole point is to remove work, not add it. Clinical staff won’t interact with the automations directly. The changes they notice are fewer phone calls, pre filled forms, and information appearing where it should without chasing.
Can you handle Medicare bulk billing or DVA claim workflows?
We can automate the admin around claims, like flagging incomplete item numbers, chasing missing referrals, and reconciling payments against your PMS records. The clinical coding stays with your team, but the paperwork around it doesn’t have to.
We have multiple locations. Can the same automations work across all of them?
They can, with location specific rules where needed. Different opening hours, different practitioners, different recall intervals. We configure per site and manage it all from one system so nothing drifts out of sync.
Who owns the automations and data if we stop working with you?
You do. Everything we build runs on your accounts and your platforms. If you walk away, the workflows keep running. We document everything so another developer or your internal team can pick it up.
Not ready to talk yet? Start here.
Everything we've learned building 300+ automations for small businesses, in one practical guide. Written for business owners, not engineers.
- Where your team's hours are actually disappearing
- The five automations worth setting up first and why
- How to calculate what manual work is actually costing you
- A step by step checklist to get your first automation live this week
Completely free.