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

Pricing

Transparent, fixed pricing. No hourly billing surprises. Every engagement starts with a conversation to make sure the fit is right.

Workflow Leak Audit

$997 CAD / one-time

Pick one high-impact workflow and make the leaks visible. The best starting point for any clinic.

Focused discovery call to choose your audit area
Review of screenshots, exports, and real workflow walkthrough
De-identified data run through ClinoPilot audit engine
One-page summary of key leaks and risks
Annotated workflow diagram (current vs. recommended)
5-10 concrete, prioritised fixes
Optional follow-up call to plan next steps

Book a free intro call first

Implementation Package

$2,500+ CAD / project

Fix the problems found in the audit. We redesign workflows, draft SOPs, and stabilise your systems.

Work within your existing EMR, CRM, and booking tools
Redesign workflows to remove duplicate steps
Define what "good data" looks like for your context
Draft SOPs and quick-reference guides for staff
Staff onboarding support for new processes
Scope varies by clinic size ($2,500 - $5,000)

Discuss your scope

Ongoing Digital Health Check

$750 CAD / month

Stop things from drifting back into chaos. Keep a systems-minded clinic partner on call.

Quarterly workflow reviews and drift monitoring
Change sounding board before adding new tools or AI
Vendor and IT bridge for faster, grounded decisions
Priority email and call support
Cancel any time

Discuss ongoing support

Tool Stack Consultation

$497 CAD / one-time

Get a curated shortlist of tools that fit your clinic type, current stack, and team size. No affiliate bias.

30-minute discovery call about your current tools
Written shortlist with pros, cons, and pricing
Integration feasibility notes for your EMR
Workflow-first recommendation (no tools for tools' sake)

Ask us a question first

ROI reality check: A typical clinic losing 2 no-shows/day at $80/visit is leaking ~$3,200/month. The $997 audit often identifies recoverable revenue that pays for itself within the first month.

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  x  Avg visit value
Monthly Recovery (rough)      =  Fixable no-shows/day x Avg visit value x 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.

Recommended tools (optional)

We're tool-agnostic. When a clinic needs a specific capability (secure virtual visits, clean intake flow, better reminders), we recommend options that fit small teams and don't create new workflow debt.

HIPAA LINK

Use case: small clinics running virtual visits who need a consistent, staff-run process for booking - waiting room - visit - follow-up.

Virtual visit flow that doesn't break: fewer "where's the link?" calls and late starts.
Better patient experience: clear steps, less confusion, smoother check-in.
Works well for allied health + mental health: education-heavy visits benefit from a structured session flow.

Best fit for: Solo & 1-5 clinician clinics Therapy / counselling Rehab / physio Walk-in / family practice

Disclosure: affiliate link - if you sign up, ClinoPilot may earn a commission at no extra cost to you.

View HIPAA LINK Need help setting it up?

If you want this implemented properly, we map the full flow: intake - booking - reminders - visit - documentation handoff - recalls.

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How we recommend tools (so you don't get burned)

Workflow first: we confirm who does what, in which system, before adding anything new.
Minimum viable stack: if a tool adds steps, we don't recommend it.
Privacy stance: we default to de-identified exports and clinic-controlled data handling.
Staff reality: the tool must be learnable by admin staff in 30-60 minutes.

Want a curated stack for your clinic type? Book a call and tell us your clinic type + current tools (EMR, booking, comms), and we'll respond with a short shortlist.

Request a shortlist