ClinoPilot :: How we work with your clinic

We are not selling “yet another platform.” We use your existing tools and our audit methods to clean up the way work actually flows through your clinic.

Who we work with

Owner-run family health and walk-in clinics
Solo GPs and nurse-led practices
Physiotherapy, rehab, and allied health clinics
Mental health practices (psych, therapy, counselling)

Typical setup: 1–5 clinicians, 0–3 admin staff, EMR + spreadsheets + calendar tools, and no one with time to “fix the workflows.”

Patterns we keep seeing

Double entry between EMR, booking, billing, and spreadsheets
No-show leakage that quietly compounds every week
Reporting that takes hours and still misses basics
Uneasy feeling about PHI handling and exports

Step 1 :: Workflow Leak Audit (starting point)

Goal: pick one high-impact workflow and make the leaks visible.

What we do

Short call to choose a focus area (intake, recalls, imaging requests, billing hand-offs, etc.).
Review screenshots, exports, and a quick walkthrough of “how it really works.”
Run your de-identified data through the ClinoPilot audit console where it helps.
Document the current workflow and the main failure points.

What you get

One-page summary of the key leaks and risks.
Annotated workflow diagram (current vs. recommended).
Plain-language list of 5–10 concrete fixes.
Optional follow-up call to agree on what to tackle first.

We use the audit console as a tool inside this process; you are not expected to “learn a platform.”

Book a Workflow Leak Audit See the audit console

Step 2 :: Implement and stabilise

Goal: actually change the way work flows, not just admire the problems.

Implementation support

Work within your existing EMR, CRM, and booking tools where possible.
Redesign the workflow to remove duplicate steps and unclear hand-offs.
Define what “good data” looks like for your context (required fields, naming, IDs).
Draft simple SOPs and quick-reference guides for staff.

What this feels like

Less improvising and fewer “side spreadsheets.”
Staff understand who does what, when, and in which system.
Your reports start matching what is happening in real life.
When new tools or AI features arrive, they slot into a cleaner structure.

Step 3 :: Ongoing “digital health check” (optional)

Goal: stop things from drifting back into chaos over 6–12 months.

Quarterly reviews

We review key workflows and exports every quarter and flag where complexity has crept back in.

Change sounding board

Before you add a new tool, AI add-on, or change a process, you can run it by us for impact and risk.

Vendor / IT bridge

We help you frame issues clearly for IT, vendors, and leadership so decisions are faster and grounded.

Think of this as keeping a “systems-minded clinic partner” on call, without hiring a full-time role.

Discuss ongoing support

What we aim to change

Fewer no-shows

Tighten reminders and contact routes so fewer booked slots vanish. Recovering even 1–2 visits/day often pays for the work quickly.

Cleaner data

Reduce duplicates, missing IDs, and broken exports so monthly stats and insurer reporting are less painful and more trustworthy.

Saner days

Less time spent hunting information, re-entering data, or fixing avoidable mistakes. More time on actual clinical work and timely follow-ups.

We also translate these outcomes into rough numbers so you can justify the work internally.

Estimated Lost Revenue / day  =  No-shows per day  ×  Avg visit value
Monthly Recovery (rough)      =  Fixable no-shows/day × Avg visit value × 20 clinic days

We plug in your actual numbers during the engagement. This is not a guarantee; it is a disciplined way to talk about impact.

Privacy & PHI stance

De-identified by default. For the MVP audit console, we design everything around de-identified exports first.
Clinic-controlled data. You keep the raw data; we do not need long-term storage to deliver value at this stage.
Services model. For deeper work (integrations, managed reporting), we operate under appropriate agreements and within your privacy framework.

The point: get real workflow and data improvements on the board without forcing you into a risky or heavy tech stack.

Where to start

If you are unsure which workflow to focus on first, send a short email describing your biggest operational headache (in one or two paragraphs).

We will respond with whether it fits a Workflow Leak Audit and what that would look like for your clinic.

Tell us your biggest workflow headache