One daily brief per clinic
“Nobody can tell me what got done yesterday.”
One morning email per clinic: what was completed, the top items, and a button to the board. Four older emails were retired.
One email, and it says what is done.
“Already done” dispute loop
“I flagged it and nothing happened.”
When staff say a task is already done, it cannot be silently closed. It is checked against the record and corrected or re-opened.
Staff are heard.
Weekly phone numbers and winbacks
“I do not know how many calls we lose.”
Calls, missed calls, answer rate, booking rate and patients won back, per clinic, pulled automatically every Monday.
First live week: 807 calls, 9 patients won back.
Every lost call counted. Every winback too.
Monday call-back lists
“Who should we call this week?”
A printable list per clinic and per practitioner of patients at risk or fallen off, with phone numbers.
Monday's calls, ready.
Reactivate tab
“Their physio left, and so did they.”
Patients whose practitioner has left, or who have been away ten months or more, with buttons for called, rebooked or no thanks.
277 patients at launch.
Old patients, new reason to call.
Incomplete profiles, re-checked
“Marked “not provided” when it was on the intake form.”
Tasks for patient profiles missing key details. A daily check re-opens any dismissed task whose details are still empty.
No shortcut sticks.
Injury-claim and new-patient trackers
“It lives in a spreadsheet one person understands.”
Rows fill themselves daily and staff confirm them. Report due dates are computed, overdue items come first, and a director is nudged only when rows sit unconfirmed.
917 rows of history loaded from the old spreadsheets.
The spreadsheet that fills itself.
Leads tab
“Web leads sit in another system.”
New web leads appear on the clinic's own board. Staff move the stage or record why it was lost.
A lead is a task.
Patient Pulse lists
“Which of my patients are slipping?”
Each practitioner sees three lists of their own patients: rebook now, at risk, and reactivate.
Your own patients, sorted.
Caseload tabs
“I lose track of my new patients.”
New patients with a retention colour, calls to make with a script, and birthdays in the next seven days.
Birthday matching is 98% accurate.
Know your caseload at a glance.
One-click patient contact
“I have to search for the patient just to message them.”
Tap to call, or open the patient's texting screen with a ready message to copy. The system sends nothing itself.
One tap to reach them.
Outcome mirrored to the front desk
“The physio called. Then the front desk called again.”
When a practitioner logs booked, declined or attempted, every matching card on the front desk's board updates and a note goes in the patient's file.
Everyone sees the same answer.
“Rebooked before leaving?”
“Do patients leave with a next visit?”
The share of patients who leave with their next appointment booked, per clinic.
Across the group: 69 to 72%.
The simplest number that predicts retention.
