Healthcare · Multi-location physiotherapy group
Intake that runs itself before patients arrive.
A patient intake and reminder system cut administrative workload and no-shows across five clinics, built around the front desk’s real routine.
18% → 7%
no-show rate after automated reminders
9 hours
of weekly admin work returned per clinic
5 clinics
running the same coordinated system
The challenge
10 weeks to full rollout
Front-desk staff at five clinics re-typed patient information from paper forms, called every patient the day before appointments, and chased insurance details by phone. No-shows ran near 20% and the busiest hours were consumed by work a system should have done.
The approach
We mapped the intake journey from booking to arrival and removed every manual step that did not require human judgment. Everything else was automated with deliberate, visible rules — not a black box.
Patients now complete secure digital intake before their visit. Reminders and confirmation requests go out automatically, and no-show risk flags appear on the front desk’s daily list.
The system was designed around strict access control from the start: staff see only what their role requires, and every access decision is enforced server-side.
The outcomes
18% → 7%
no-show rate after automated reminders
9 hours
of weekly admin work returned per clinic
5 clinics
running the same coordinated system
Facing a similar challenge?
Tell us about the workflow that is slowing you down. We will help you see what a system could actually fix.