An illustrative enquiry-routing workflow with a human review point.
Purpose and contact details
Validation and staff review
A clear task for the team
We help solo practitioners and small Australian practices review the administration around the patients they already see, from referrals coming in to payment follow-up. The Workflow Review gives you a written plan for what could be automated, the tool for each step and an estimate of the hours involved, with patient information kept on Australian-hosted tools. Two consultations included. $490 inc. GST, once-off.
The Workflow Review is designed for practices where administration, not patient demand, is the main pressure. It is likely to suit your practice if several of these apply.
A solo practitioner, or a small clinic with a few practitioners and one or two people on reception.
New patients already wait for an appointment, so more enquiries are not the immediate priority.
GPs, other clinicians and existing patients refer most of the people you see.
Referrals, forms, letters and invoices are handled between appointments, and often after hours.
Practice software, email, fax, a forms tool and a spreadsheet, with details copied between them by hand.
A principal or practice manager who can decide what changes and who builds it.
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Pressure rarely comes from one task. It builds from small, repeated actions across referrals, forms, reminders and letters, all passing through the same one or two people. The review looks at each of those steps in turn.
Fax, email and eReferral each arrive somewhere different, and the details are often re-typed into the practice management system before a booking can be made.
New patient forms may arrive as PDFs, emails or paper, and are copied into the patient record by hand.
Confirmations, recall lists and cancellation gaps managed from a spreadsheet, a paper diary or memory.
Reports back to referrers and payment follow-up are often done once the last patient has gone, along with the inbox.
One fixed price and a defined scope, with both consultations included.
A 30-minute discovery consultation to list the practice's administrative workflows and where the time goes
A review of each workflow from first contact to follow-up, with the tools you already use
A written automation plan: each workflow, what to automate, the tool, the data rule it follows, estimated hours saved per week, effort, and who could build it
A fixed quote for any builds you want us to do, open for 30 days
A 45-minute walkthrough consultation to go through the plan
14 days of email questions after the walkthrough consultation
Seen enough? Let’s talk about your practice.
The plan covers the workflows your practice actually runs. These are typical examples, and each one states where the patient information would sit.
Referrals from fax, email and eReferral collected in one place, checked for the details a booking needs, and filed against the patient, with staff review where it is needed. Data rule: patient information, so it runs on Microsoft 365 on an Australian tenancy or our Sydney stack.
A new patient form sent with the booking confirmation, with the answers filed into the patient record. Data rule: patient information, so the form and its storage are Australian-hosted.
Confirmations and reminders sent from your practice software where its settings allow, with replies routed to the right inbox. Data rule: patient information, so it stays in your practice software or on Australian-hosted tools.
A recall list built from the appointment book, reminders sent at the interval you set, and a task for reception when a patient has not rebooked. Data rule: patient information, Australian-hosted only.
A letter prepared from your template once the appointment is complete, ready for the practitioner to check and send. Data rule: patient information, Australian-hosted only, including any drafting step.
Unpaid invoices listed each week, with a reminder sent and a task created when one is overdue. Data rule: invoices carry patient names, so this stays on Australian-hosted tools.
You tell us how the practice runs and which workflows take the most time, then pay $490 through Stripe. The form does not ask for any patient information.
We list your administrative workflows together and where the time goes in each. Any examples you show us have patient details removed.
We trace each workflow from first contact to follow-up, with the tools you already use, and write the automation plan. It arrives within 7 business days of the discovery consultation.
We go through the plan with you, along with the fixed quote for any builds you would like us to do. You then have 14 days to email us questions.
The plan is written by the engineers who build this kind of work, so the effort estimates come from experience of building it.
Anything that touches patient information stays on Australian-hosted tools: Microsoft 365 and Power Automate on an Australian tenancy, or our Sydney stack (AWS Sydney and Supabase Sydney). Zapier, Make and similar tools are used only for tasks with no patient information.
Each item names who could build it: your own team, another supplier, or BusyBeeDoc. The fixed quote covers only the items you would like us to do.
Some steps suit AI, such as preparing a letter for a practitioner to check. We recommend it only where the data stays within the rules above or holds no patient information, and a person reviews the result before anything is sent.
Pick the path that matches what you actually need. No pressure, no upselling, just the option that fits.
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Not sure which fits? Just send us a message and we’ll point you in the right direction.