Your job is to help people. Not to manage a 3-month waitlist manually, chase Medicare referrals, or spend 45 minutes on intake paperwork before a client ever sits down with you. Here's how practices are getting the admin off their plate — without hiring more reception staff.
Reception managing a 140-person waitlist manually. New enquiries waited up to 3 days for a callback. Many dropped off before being seen. The practice was losing 15–20 potential clients per month — people who needed help and couldn't wait.
AI receptionist responds to new enquiries within minutes, conducts a brief intake assessment (presenting concern, Medicare or private, preferred psychologist gender, availability), adds to waitlist with priority scoring, and sends weekly "we haven't forgotten you" updates to waitlisted clients.
"People reaching out to a psychologist are already doing something hard. Making them wait 3 days for a response was losing us clients who genuinely needed care. That's fixed now."— Dr. Sarah Lim, Principal Psychologist
NDIS clients require ongoing communication — plan reviews, session notes, support coordination updates. Counsellors were spending 90 minutes per day on admin communications. Also no system to check in with clients who'd completed their sessions.
Automated NDIS communication workflows: session confirmation, post-session summary to support coordinator, plan review reminders 60 days before anniversary. Separate re-engagement sequence for clients post-discharge — check-in at 4, 8, and 12 weeks with an option to book a booster session.
"NDIS admin used to eat my afternoon. Now I'm home by 5:30 and my clients are getting better communication than they did when I was doing it manually."— Tanya Boskov, Senior Counsellor
Every practice is different. Book a free call and we'll show you exactly what would work for yours.
Book a Free Call →Website getting 2,200 monthly visits but enquiry form conversion was 1.8%. Visitors were overwhelmed by Medicare and referral information and left without enquiring. Practice spending $1,800/month on Google Ads with poor return.
AI guide on website walks visitors through the GP referral process, explains Medicare rebates, estimates out-of-pocket costs, and books an initial phone assessment. Simplified the journey from "I need help" to "I have a booking" to under 4 minutes.
"People come to our website in distress and leave confused about Medicare. The bot meets them where they are and books them in. It's genuinely helping people access care faster."— Michael Hoang, Practice Manager
Let's build you a system that handles enquiries, manages your waitlist, and re-engages past clients automatically. Most practices are live in under two weeks.