Healthcare automation solutions

We automate the administrative layer of private clinics and healthcare groups — referral intake, insurer pre-authorisation, clinic letters, recalls and Healthcode billing — while clinical judgement stays where it belongs, with clinicians. Everything is built around your existing PMS rather than replacing it, with the audit trail your CQC registration expects.

Use cases

• Reads inbound referral letters, extracts patient, GP and payor details, and creates the episode in your PMS
• Checks insurer pre-authorisation and membership numbers are on file before clinic, flagging gaps to your bookings team
• Fills DNA'd slots from the cancellation list by SMS, so the diary recovers without reception ringing round
• Drafts clinic letters from dictation or consultation notes for clinician sign-off, then files them against the record
• Tracks every outstanding pathology and imaging report, chasing unreturned results so nothing sits unactioned
• Raises insurer invoices through Healthcode with the correct CCSD codes, then chases patient shortfalls and aged debt
• Sends registration and medical history forms before first appointments, writing structured answers back into the record
• Runs recall and review lists, rebooking patients by SMS and email without secretaries working the phones

Common workflow problems

• Referral letters land as PDFs in a shared inbox and get re-keyed into the PMS late — or missed entirely.
• Insurer invoices bounce over a missing pre-authorisation or membership number, then age in the debtors list while shortfalls go unchased.
• Dictations sit in the typing queue while the GP surgery rings asking where the clinic letter has got to.
• DNAs leave paid clinic slots empty because nobody has time to work the cancellation list by phone.
• Test result tracking lives in a spreadsheet and one secretary's memory, and everyone quietly knows it.

How we help

• We connect to your PMS — Semble, Cliniko, Pabau, Meddbase, WriteUpp — through its API, so the patient record stays the single source of truth.
• Drafting is grounded in the actual record and your own letter templates; clinical content goes to a named clinician for sign-off, every time.
• The clinical–administrative boundary is hard-coded: automations book, chase, file and bill — they never triage symptoms or give clinical advice.
• Ambiguity escalates by design: a distressed patient, a safeguarding cue or an unclear referral lands with your team carrying full context.
• EU hosting, UK GDPR-aligned processing and per-action audit logs give you evidence for your DSPT submission and CQC conversations.

Systems we work with in this sector

We work around the systems private practice already runs — Semble, Cliniko, Pabau, Meddbase, WriteUpp, DGL Practice Manager, Healthcode for insurer billing, TDL pathology feeds, Dragon Medical One and Xero.

Frequently asked questions

How do you handle patient data? We're CQC-registered and everything we hold is confidential.

Patient records are special category data under UK GDPR and we treat them that way: EU hosting, data processing agreements, strict minimisation and no training of models on your data. Every automated action is logged, which supports your DSPT submission and the governance evidence CQC expects. The common law duty of confidentiality shapes what each automation is allowed to see in the first place.

Can you integrate with Semble, Cliniko or Meddbase without a migration?

Yes — we build around your existing PMS through its API, so the patient record stays where it is and remains canonical. Where an older system such as a legacy DGL install has no usable API, we work from structured exports instead. Nothing about your clinical workflow has to change to accommodate us.

What won't you automate in a clinic?

Anything requiring clinical judgement: no automated diagnosis, no symptom triage, no interpretation of results, no medication advice. AI can draft a clinic letter or flag an unreturned test, but a named clinician signs off clinical content every time. If a patient message reads as clinical or urgent, it routes straight to a human — that escalation is the design, not a fallback.

Where do most clinics start?

Usually referral intake or insurer billing admin — both are bounded, measurable and a safe distance from clinical risk. We map one pathway end to end, automate it, and prove it before touching anything else. Most practices already know which inbox or spreadsheet hurts most; that is the starting point.

Relevant ways we support this sector

• Process Audits — Find where time, accuracy, and money are being lost before building anything.
• Business Automation Solutions — Practical automation built around the way your business already works.
• Automation Consultancy — Clear advice before you commit budget, time, or internal change effort.

Discuss this industry: [email protected]