Clinics & Private Practice
A small private clinic loses its margin to admin — the chair sat empty because the patient forgot, the new-patient form sat in someone's inbox until the morning of the visit, the renewal request landed at 5pm Friday and chased the prescriber on the wrong day. These workflows take the routine reminders, triage, and pre-visit prep off the front desk so the clinical hours stay clinical.
Auto-send is reserved for two workflows in this category, both for the same reason — they are templated operational comms with no clinical content. The Appointment Reminder Cadence auto-sends three messages (confirmation, 48-hour reminder, morning-of nudge) because patients expect those to arrive instantly. The Telehealth Video Link Dispatch auto-sends up to four (the immediate confirmation with the Zoom join link, the 24-hour reminder with the same link, a rescheduled-notice email when the event is rescheduled or the procedure code changes, and a cancellation-notice email if the calendar event is cancelled or the event has been converted away from video — the [VIDEO] marker stripped from the title) — a stale Zoom link, a missed reschedule notice, a wrong-duration meeting on a procedure-code upgrade, or an orphaned Zoom meeting after a video-to-in-person conversion is the failure mode the immediate-send path exists to prevent.
Every other patient-comms workflow in this category — rebook after a no-show, intake follow-up, prescription updates, clinician briefings, referral letters to GPs, treatment-plan follow-up, stock-order POs — keeps a human in the loop by leaving Gmail drafts for review. Nothing auto-sends a clinical decision, nothing replaces the prescriber, clinician, or practice manager's judgement, and the briefings are admin rather than clinical records.
Slack pseudonymisation is case-specific. The No-Show Rebook Runner, the Patient Outstanding Balance Chaser's practice-manager escalations, and the Lab Results Patient Communication Drafter all post by patient_code only (no first_name, no procedure code, no test_name in the Slack body) with a secure link back to the register row, invoice row, or Results review pack — because the accumulating record (chronic no-shows, write-off-territory invoices, lab results) is itself the sensitive data. The operational summaries in the other workflows — today's new-patient arrival, the prescriber's renewal queue, the recall draft queue — include first names (and, for the prescriber's queue, the medication name) because reception and the prescriber need that to act in the moment, the full record already lives in the linked Gmail draft or Google Doc, and the channels involved are restricted to the staff who would see those records anyway.
Use Cases
| Use Case | Description |
|---|---|
| Appointment Reminder Cadence | When a patient books, send confirmation, a 48-hour reminder with a one-tap confirm link, and a morning-of nudge; route the unconfirmed list to reception so chair time is not wasted |
| No-Show Rebook Runner | When reception marks a patient as a no-show, log it, draft a polite rebook with two slots, and flag repeat no-shows pseudonymously to the practice manager for a deposit policy conversation |
| New Patient Intake to Pre-Visit Briefing | Validate the website intake form, create the patient record, and build a one-page pre-visit briefing for the clinician to read on the way in |
| Prescription Renewal Triage | When a renewal request arrives, check last issue, last review, and monitoring requirements, then route to the prescriber's review queue with the right prior notes attached |
| Recall and Recare Reminder Runner | Each week, find every patient whose recall is due in the next month and draft a warm personalised reminder with two suggested slots for reception to send |
| Patient Outstanding Balance Chaser | Walk a polite seven/fourteen/twenty-eight-day ladder on unpaid invoices with one-tap payment links; flag write-off-territory cases to the practice manager pseudonymously |
| Lab Results Patient Communication Drafter | When a lab results email lands, match the patient, build a clinician review pack, and draft a content-free 'results are back' message — every word stays as a draft until the clinician decides |
| Treatment Plan Acceptance Follow-up | Walk a polite three/fourteen/thirty-day chase on proposed treatment plans; flag high-value plans to the practice manager rather than letting them lapse silently |
| Specialist Referral Letter to GP Drafter | When a private specialist sees a referred patient, draft a structured letter back to the referring GP and route it through clinician sign-off before anything reaches the GP's inbox |
| Clinical Consumables Stock and Reorder Runner | Each Monday, scan the practice's stock sheet, draft a consolidated PO per supplier for items below threshold, guard against duplicates, and chase suppliers who miss the lead-time window |
| Telehealth Video Link Dispatch | When a video appointment is added to the diary, create a Zoom meeting with a waiting room, embed the link everywhere it needs to go, and DM the clinician the join link five minutes before |