01 / APTAppointments
Multi-practitioner, multi-room scheduling with recurring plans, waitlist fill, and online booking that respects practitioner scope and room requirements.
Clinic software that gives practitioners their evenings back.
In most clinics the documentation gets done after hours, the claiming is a separate system, and the referral that came in by fax last Tuesday is still sitting in someone’s inbox. We build the platform that holds all of it, with ambient note capture from Code3Scribe so the notes are drafted before the practitioner leaves the room.
Why they call us
The software stopped being the thing that saves time.
Notes get written after hours
Unpaid documentation time is the single biggest complaint in allied health, and it is the reason good practitioners burn out or drop to four days.
Referrals leak
They arrive by fax, email, portal and phone. Without one intake queue, a percentage never convert and nobody knows what the percentage is.
Claiming lives in another system
Rebates, plans and funding schemes reconciled by hand at the end of the week, with rejections discovered long after they could have been fixed.
What’s in the platform
Eight modules. Turn on what you need, build what you don’t have.
Every organisation starts from the same core and diverges within weeks. The modules below are the starting point, not the ceiling.
Select a zone to see what it does
02 / NTEClinical notes
Discipline-specific templates, outcome measures, treatment plans and versioned history with a full audit trail on every edit.
03 / CLMClaiming & rebates
Claim submission, rebate and gap calculation, funding-scheme plan tracking, and a rejection queue that shows what is stuck and why.
04 / REFReferrals & intake
One queue for every inbound channel, with triage rules, expiry tracking on referrals, and conversion reporting from referral to first appointment.
05 / TELTelehealth
Video consults inside the record, with consent capture, session notes attached to the encounter, and no separate meeting link to manage.
06 / ROSPractitioner rostering
Availability, leave, room allocation and contractor versus employee arrangements, with utilisation visible per practitioner and per site.
07 / PTLPatient portal
Intake forms completed before arrival, appointment self-management, exercise programs, documents and secure messaging.
08 / RPTReporting
Utilisation, conversion, outcome measures, funding mix and practitioner performance across every location from one dataset.
Customization
What’s standard, what’s configurable, what we build for you.
Most vendors stay vague about this until you are mid-contract. Here it is up front, so you can price the gap before you commit.
- Scheduling
- Practitioners, rooms, recurring plans
- Clinical records
- Notes, outcome measures, care plans, audit log
- Documentation
- Typed and templated notes
- Claiming
- Invoices, rebates, plan tracking
- Patient access
- Portal, forms, reminders
- Reporting
- Utilisation, conversion, funding mix
- Integrations
- Payments, SMS, accounting
- Scheduling
- Appointment types, durations, online booking rules
- Clinical records
- Templates per discipline, required fields, consent forms
- Documentation
- Template library, sign-off rules
- Claiming
- Fee schedules, funding schemes, gap rules
- Patient access
- Form content, branding, messaging cadence
- Reporting
- Saved views, targets, scheduled exports
- Integrations
- Credentials, sync frequency, field mapping
- Scheduling
- Group and class programs, mobile and home visits
- Clinical records
- Discipline-specific assessments, research data capture
- Documentation
- Code3Scribe ambient capture, dictation, coding assistance
- Claiming
- Direct payer integrations, complex funding packages
- Patient access
- Native app, two-way triage, AI reception
- Reporting
- Outcome benchmarking, board packs, Power BI models
- Integrations
- HL7/FHIR, hospital systems, legacy migrations
The AI layer
Where a custom build earns its cost.
Off-the-shelf systems bolt a chatbot onto a decade-old database. We build the intelligence into the workflow, using the same engineering we ship for enterprise clients on Azure AI.
Documentation
Ambient clinical notes
Code3Scribe turns the consultation into a structured, review-ready note. This is our own product, already drafting narratives in emergency medical services, applied to the clinic room.
Intake
Referral triage
Reads inbound referrals, extracts the clinical detail, and routes to the right discipline and urgency band, with a human confirming before anything is booked.
Attendance
No-show and drop-off risk
Flags patients likely to miss or disengage part way through a plan, which is where allied health outcomes and revenue are actually lost.
Front desk
Voice agent for after-hours
Answers, books and answers common questions outside opening hours, on the same stack as our MyHeartLine product, escalating anything clinical to a person.
Claiming
Rejection triage
Groups claim rejections by root cause and drafts the correction, so a week of small errors is fixed in one sitting.
Operations
Ask your data
A grounded assistant over your own reporting data. "Which referrer sent us the most patients who never booked?" answered from your records.
Integrations
It has to live with the systems you already bought.
We integrate rather than replace, so what already works keeps working.
Clinical
- HL7 / FHIR
- Secure messaging
- Diagnostic imaging
- Hospital systems
- Outcome measure libraries
Money
- Card terminals
- Claiming gateways
- Xero
- MYOB
- QuickBooks
Operations
- SMS gateways
- Microsoft 365
- Entra ID single sign-on
- Power BI
- Rostering & payroll
- Clinic websites
Compliance & data
Built to survive the questions your adviser will ask.
Health privacy in both markets
Designed against HIPAA and state privacy law in the United States, and the Privacy Act, Australian Privacy Principles and state health records legislation in Australia. Consent, retention and breach response are built in rather than bolted on.
Professional obligations
Record-keeping and retention aligned to professional board requirements, including AHPRA obligations for Australian practitioners and state licensing board rules in the US.
Clinical AI stays supervised
Ambient documentation is review-and-sign. Nothing enters a clinical record without a practitioner approving it, and every AI-assisted note is flagged as such in the audit trail.
How the build runs
From first call to first live site.
Week 1–2
Discovery and workflow mapping
We sit in with reception and practitioners, map intake through claiming, and audit your current data. You get a written scope and fixed price before anything is built.
Week 3–6
Core configuration
Scheduling, clinical templates, invoicing and claiming stood up against your real fee schedules, disciplines and funding mix.
Week 7–10
Integrations and data migration
Payments, accounting and messaging connected. Patient, clinical and financial history migrated with a reconciliation report you sign off.
Week 11–12
Pilot site and training
One clinic goes live with us on hand, practitioners and reception trained, then a two-week hypercare window before the rest follow.
Ongoing
Support and roadmap
A named engineer, an agreed response SLA, and a quarterly cycle where you decide what gets built next. You own the source code.
Questions
What owners ask us first.
Is ambient documentation actually safe for clinical notes?
Only with a human in the loop, which is how we build it. The draft is generated, the practitioner reviews and signs, and the record carries a flag that it was AI-assisted. Nothing is filed unread, and the practitioner remains the author.
Will it handle our funding schemes?
Standard rebates and plan tracking are included. Complex or unusual funding packages are a scoped custom item, and we price that during discovery so there is no surprise mid-build.
We are multi-disciplinary. Can each discipline work its own way?
Yes, that is the main reason clinics outgrow off-the-shelf. Templates, outcome measures and required fields are configured per discipline while reporting still runs across the whole practice.
Is it cheaper to buy an off-the-shelf clinic system?
For a single-practitioner clinic, almost always. The economics change with multiple disciplines, multiple sites, or a funding mix that off-the-shelf software handles badly. We will model it honestly against your current renewal.
Can patients book online without exposing our whole diary?
Yes. Online booking respects practitioner scope, room requirements and the rules you set, so it only ever offers appointments you actually want taken.
What happens to our data if we leave?
You keep the source code and the data. Full export in open formats, infrastructure definitions handed over, and we will brief an incoming team.
Can we start with one part of it?
Most clinics do. Intake and referral tracking is the usual first module, because it is where the revenue leak is easiest to measure.
See it running before you decide anything.
Thirty minutes, a working demo build, and an honest answer about whether a custom platform is right for you. If off-the-shelf is the better call, we will say so.
You’ll speak with engineers, not account managers.