AI for allied health · Sydney

AI for allied health clinics: less paperwork between appointments

In most allied health clinics the paperwork follows the clinician home. Letters back to referrers, NDIS and insurer invoices, reports for workers compensation, and patients who drift off the books between sessions. I help physio, psychology, OT and podiatry clinics turning over one to ten million take that load off, privately, using the systems you already run.

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Where a clinic’s week actually goes

Allied health has more payers than most businesses: private patients, health funds, Medicare care plans, NDIS plans, workers compensation and CTP insurers, each with its own forms, rates and rules. Every one of them generates paperwork, and much of it lands on the clinician between appointments or at the end of the day, alongside the letter back to the GP who referred.

Then there is the front desk: patients who finish a block of sessions and never rebook, NDIS invoices rejected for a wrong line item, and a roster that shifts every school holidays. None of it is clinical. It is reading, matching, drafting and reminding, which is exactly what AI is now good at, with a person checking before anything goes out. I work on the back office only. Assessment, treatment and clinical notes stay with your clinicians.

You keep Cliniko, Nookal, Splose or Zanda, HICAPS for claiming, Xero for the books and your shared drive. The job is to connect AI to those, so the admin is drafted for your team and they check it instead of writing it.

What I’d take off your plate first

Usually Cliniko, Nookal, Splose or Zanda (formerly Power Diary) for bookings, notes and invoicing, HICAPS for health fund claiming, Xero for the books, and Microsoft 365 or Google Workspace for everything else. I connect AI to those, rather than asking you to replace them.

Letters back to referrers

Initial assessment and progress letters to GPs and specialists drafted in your template from the details the clinician has already recorded, so the clinician reviews and signs rather than writing from scratch.

NDIS, insurer and compensable invoicing

Sessions matched to the right plan, claim number and rate, invoices drafted to each payer’s format, and rejections explained with the likely fix, before anyone has to ring the plan manager.

Rebooking and drop-off follow-up

Patients with no next appointment found each week, a friendly rebooking message drafted in your voice, and a short list for reception of who is worth a call.

Workers compensation and insurer reports

The structure and admin detail of each report filled from the patient file and correspondence, with the clinical opinion left as a clear gap for the clinician to write.

Rostering across rooms and clinicians

Clinician availability, room allocation, leave and school-holiday changes tracked in one place, with the next roster and patient rescheduling messages drafted for approval.

Supplier invoices and clinic reporting

Equipment, consumables and rent invoices coded before they reach Xero, and utilisation, revenue per clinician and outstanding NDIS and insurer debts in a one-page monthly report.

And the admin every office has

The same work turns up in every clinic: email, spreadsheets, documents, and a Microsoft or Google setup that grew without a plan.

Invoicing and accounts payable

Supplier bills read, coded and matched to the order or the job before they reach Xero or MYOB. Mismatches drafted into an email for someone to approve. Overdue invoices chased politely, on a schedule.

Email that answers itself, nearly

The inbox triaged each morning, routine replies drafted in your tone, attachments filed to the right folder, and a short list of what actually needs you today.

Spreadsheets you stop rebuilding

The weekly report that someone copies and pastes together every Monday, produced before you arrive, with a sentence on why the number moved.

Documents and slides

Proposals, letters, reports and board slides drafted from your own templates and your own past work, so the first draft is eighty per cent there rather than a blank page.

Microsoft 365 or Google Workspace, set up properly

Shared drives that make sense, permissions that match who you are now, and AI connected to mail, calendar and files the same way for everyone instead of five people doing it five ways.

Project and job tracking

Status updates written from what actually happened in email and the job system, tasks pulled out of meeting notes, and a morning brief per person of what is due.

How it works: audit, roadmap, implementation, training, support

Sold one step at a time. Each step is quoted before it starts, stands on its own, and you decide after each one whether to take the next. Most businesses your size go from the audit to a working, trained setup in three to six months.

Audit

Two weeks, fixed price. A map of every system you run, a ten-minute staff survey, a few five-minute screen recordings of the work that eats the week, and short conversations with the people who run the business. It costs your team minutes, not hours.
Roadmap

A ninety-day plan written from what the audit found: which processes first, ranked by admin removed against cost and risk, which AI plan and accounts your team should be on, and a two-page policy on what may go in. Every item has its own price.
Implementation

I build the first one or two automations inside your own Microsoft 365 or Google Workspace, connected to the systems you already run. AI drafts, a person approves anything that leaves the building, and it runs beside the manual way until you trust it.
Training

Your team learns on their own work, not on demos. One standard setup for everyone, a short session per group, and one-to-one time with the two or three people who will carry it once I step back.
Support

A light monthly retainer: one call, a one-page summary, fixes, and the next routine your team worked out promoted into something the business runs. I read the AI news so your people do not have to.

Use AI without handing over your clients’ data

Allied health clinics hold health information, the most sensitive kind of personal information under the Privacy Act, and psychology clinics hold some of the most sensitive of all. Clinical notes, NDIS plans, injury claims and referral letters should never go into a consumer chatbot, and back-office work rarely needs them to. Reporting runs on de-identified figures wherever it can.

The work happens inside your practice system and your Microsoft or Google tenant, on a business AI plan with company accounts for every person who uses it. If clinicians already use an AI scribe, I make sure it sits inside the same policy, with patient consent asked for the way your team agrees. Anything sent to a patient, a referrer, a plan manager or an insurer waits for a person to say yes. I do not give legal advice or certify compliance, but the setup is written down so your own adviser can review it.

The basics, every time

Company accounts on a business AI plan, never personal logins. Business plans do not train on your data.
AI connected to your own Microsoft or Google tenant, so files stay where they already live and access is revoked in one place.
A two-page policy your team can actually remember: which accounts, what may go in, what never does.
Everything I build lives in your accounts and is logged. I work from a staff login, not the master key.

Where most start

A typical first project: NDIS and insurer invoices that go through first time

Most allied health audits find the quick win in billing. Each session is matched to its plan, claim number and rate, invoices are drafted in each payer’s format, and anything that looks likely to bounce is flagged before it is sent. It runs beside the manual way until you trust it. Referrer letters and rebooking are usually next.

Where I work

Based in the Sutherland Shire. In person across these areas, remote everywhere else in Australia.

Sutherland Shire

Cronulla, Miranda, Caringbah, Sutherland, Gymea and around.

Southern Highlands

Bowral, Mittagong, Moss Vale, Exeter, Robertson and around.

St George

Hurstville, Kogarah, Rockdale, Sans Souci, Bexley and around.

Eastern Suburbs

Bondi Junction, Double Bay, Paddington, Woollahra, Randwick and around.

Frequently asked questions

Will AI be writing clinical notes or making treatment decisions?

No. I work on the back office: letters, invoicing, rebooking, rostering and reporting. Assessment, treatment and clinical opinion stay with your clinicians. Where AI drafts a report, the clinical sections are left for the clinician to write.

We use Cliniko (or Nookal, Splose or Zanda). Do we need to change?

No. These systems all have reasonable ways in, and I use whichever yours offers. Where something is missing, I start from the exports your team already pulls, so nothing about how you book or record changes.

We are a psychology practice. Is this appropriate for us?

It can be, with more care. I keep the scope to billing, scheduling and correspondence admin, keep session content well away from any AI that does not need it, and agree in writing what may and may not go in before anything is built.

Is this worth it for a clinic our size?

If clinicians are writing letters and invoices after hours, or NDIS and insurer debts keep growing, usually yes. The audit will tell you honestly, and if a better template in your practice system would do it, I will say so.

How much of my team’s time does this take?

Minutes, by design. Ten for the survey, ten for an optional screen recording, an hour with the key people. Whoever runs operations spends two or three hours across the first fortnight.

Do we have to commit to the whole thing?

No. Every step is quoted on its own and you decide after each one. Plenty of businesses take the audit and one project, and stop there until they see it working.

Are you tied to a particular AI vendor?

No. I lead with Claude because I think it is the strongest all-rounder for business work today, and I work just as happily with Microsoft Copilot, ChatGPT or Gemini if that is what your team already uses. Everything is built so the model is one part you can swap.

Running a clinic and doing the admin at night?

Tell me what you run, how many people, and what eats the most time. I will tell you honestly whether an audit is worth it.

Tell me about your business

Tell me what you're dealing with

Three lines is plenty. I reply personally, usually within a day, and the first call is free.