Clinic Operations Automation
Clinic Operations That Run Without You
I find the 3 tasks eating the most hours at your clinic front desk, then build simple automations that handle them for you. Booking reminders, patient follow-ups, consent forms, recalls. No giant software project. Something your reception team can use by next Friday.
Good fit if...
- Reception sends the same booking reminders by hand
- No-shows and late cancellations keep slipping through
- Patients drop off after one treatment, no recall
- Consent and intake forms are chased over email
- Reviews only get asked for when someone remembers
- Patient details get retyped between systems
Not a fit if...
- You want a giant software project on day one
- You want automation for the sake of it
- You need a full patient management system built
- You're not willing to share workflow access
Vikas Thakur
Perth-based. No outsourcing. Ever.
One and a half decades building automation and software for Australia's leading businesses, now focused on cosmetic and aesthetic clinics.
No Outsourcing. Ever.
I build every automation myself. You deal with me directly, start to finish.
Most Clinics Have the Same Front-Desk Problem
There are tasks at your clinic that happen every week without fail. They're not complicated. They're not clinical. They just... need doing.
So your reception team does them. Booking reminders, follow-ups, form chasing, recalls. Or they pile up until the phones go quiet.
The average Australian small business owner spends 11.4 hours per week on admin that could be partly or fully automated. At a busy clinic front desk, it is often more.
Copying details from emails into spreadsheets
You do it every morning. It takes 45 minutes. It is boring and it never ends.
Chasing missing documents from clients
Same follow-up. Different client. Week after week. Your inbox is a to-do list no one asked for.
Preparing the same kind of quote or proposal
You change the name, the price, maybe the scope. The rest is copy-paste. Every. Single. Time.
The Rare Service That Pays for Itself
Most business spending is a cost. Automation is an investment that keeps returning. The hours you save in week one are the same hours you save in week 52 - and every week after that.
Five hours a week at a modest $75/hour value is $19,500 returned per year. The sprint starts at $1,500. You do the arithmetic.
Most clients recover the cost within the first three weeks of going live.
One investment. Years of returns.
A $1,500 sprint that saves 5 hours a week returns its cost inside a month. After that, every hour saved is pure gain - compounding week after week, year after year.
I start with what you already use
No new tools unless they clearly save you money. I work with your existing email, files, forms, and systems first.
You'll actually use what I build
I test everything with real examples from your business before handover. If something is clunky, I fix it before you see it.
The Kind of Work I Can Help With
If it follows a pattern and your front desk repeats it more than twice a week, it's worth looking at.
Auto-draft a personalised response the moment a treatment enquiry lands in your inbox.
Confirmations and reminders that cut no-shows, sent without anyone touching the phone.
Send the right form before each appointment, then file the signed copy automatically.
Bring patients back on schedule for their next treatment. No manual list, no missed cycle.
Ask every happy patient for a Google review at the right moment, automatically.
When someone misses an appointment, the rebooking message goes out on its own.
The welcome sequence, pre-care instructions, and form requests, handled automatically.
Collect bookings, no-shows, and recall numbers, then format a weekly summary.
Stop retyping patient details across your booking, email, and records tools.
Who This Works For
Real examples from clinics like yours. If your setup is not listed, book an audit. Chances are there is still plenty to fix.
Injectable Clinics
Skin & Laser Clinics
Multi-Site Clinics
Cosmetic Dentistry
Solo Practitioners
Practice Managers
This Service Pays for Itself. Repeatedly.
Five hours saved per week at a conservative $75/hour value. The sprint costs from $1,500 - once.
Choose Your Starting Point
No surprise add-ons. Prices are what they are.
Automation sprints vs. monthly retainer - what's the difference?
These automation packages are focused, fixed-scope engagements: you know the cost, the outcome, and the timeframe upfront. Our Monthly Retainer is different - it covers ongoing design, development, SEO, and automation across a fixed monthly work unit allocation. If you need one-off automation built now, start here. If you want a dedicated team working on your business every month, the retainer is the better fit.
Automation Audit
Best if you know time is being wasted but are not sure where to start.
- ✓ Full workflow review
- ✓ Map of your current process
- ✓ List of automation opportunities
- ✓ Priority ranking (effort vs. impact)
- ✓ Written recommendations report
7-Day Automation Sprint
Best if you want the boring work fixed. Now.
- ✓ 1 automation audit call
- ✓ Simple map of your current process
- ✓ 3 practical automations built
- ✓ Email / document / quote templates
- ✓ Testing with real business examples
- ✓ Short handover video
- ✓ One-page process guide
- ✓ Optional support after setup
Monthly Automation Support
Best if you have ongoing admin, leads, documents, or reports that keep changing.
- ✓ Everything from the Sprint
- ✓ System kept working each month
- ✓ Improvements added over time
- ✓ New automations as your needs grow
- ✓ Direct access to me each month
How the 7-Day Sprint Works
Five steps. One week. Three working automations.
Audit Call
We talk through everything you repeat each week. Emails, documents, quotes, forms, reports, follow-ups. I ask a lot of questions. I take notes.
Pick the Best 3
I look for tasks that happen often, follow a clear pattern, and are annoying enough to matter. We agree on the 3 we fix first.
Build
I create the workflows, templates, shortcuts, file rules, prompts, and automations. You don't need to do anything during this phase.
Test with Real Examples
I run everything through actual examples from your business, not toy data. If something is clunky, I fix it before you see it.
Handover
You get a short screen-recorded video walking you through each automation, plus a one-page guide. You'll know exactly what each one does, when it runs, and what still needs a human check.
This is not for you if...
- ✗ You want a giant software project on day one
- ✗ You want automation for the sake of it
- ✗ The task requires genuine human judgement every time
- ✗ You're not willing to share access to your existing workflow
Not sure your website is compliant? Start with a free AHPRA website compliance audit before we automate anything. Get your free audit
Tools I Work With
I use whatever makes sense for your business, not whatever's trendy.
Make (Integromat)
Visual workflow automation for connecting apps and automating multi-step processes.
n8n
Self-hosted automation for businesses that want full control over their data.
Zapier
Quick integrations between the tools you already use.
Python Scripts
For browser tasks, file processing, or anything that needs custom logic.
Google Workspace
Gmail, Drive, Sheets, Docs - automated inside the tools most businesses already run on.
Microsoft 365
Outlook, OneDrive, Excel workflows - automated for businesses on the Microsoft stack.
AI Prompts & Assistants
For drafting emails, summarising calls, extracting information from messy documents.
Custom APIs
Connect to your CRM, accounting software, or any other system with an API.
Automation is one piece. Compliance is the other.
A tidy front desk means little if your website or ads breach the AHPRA rules. Fix both. Start with a free compliance audit, then automate the admin around a site that passes review.
Get your free AHPRA compliance auditQuestions Worth Asking
The stuff you're probably wondering before booking.
How quickly does this pay for itself?
Most clients recover the sprint cost within three to four weeks of going live. Five hours saved per week at $75/hour is $19,500 returned in year one alone - from a one-time investment starting at $1,500. After the payback period, every hour saved is pure return.
What kind of tasks can you automate?
Anything repetitive that follows a pattern. Common examples include email replies, document sorting, quote prep, file naming, client follow-ups, reporting, form filling, and turning call notes into structured documents. If it happens more than twice a week and has a clear process, it's worth discussing.
Do I need to buy new software?
Not usually. I start with the tools you already use. If a low-cost tool will clearly save you time and money, I'll explain why before suggesting it. No upselling.
Will automation replace my staff?
No. The point is to remove the boring admin so your people can spend time on better work. Sales, delivery, client relationships. Automation handles the repetitive; people handle the important.
Can you automate browser tasks?
Yes, sometimes. If a task involves clicking through websites, copying information, filling forms, or checking pages, I can often speed it up significantly.
Do I need to replace my booking or records system?
No. I work with the tools your clinic already runs, whether that is your booking platform, email, or records system. Automation sits on top and connects them, so you keep the software your team knows.
How long does it take?
The standard sprint takes 7 days after the audit call. That depends on access to your systems, complexity of the tasks, and how quickly we can test with real examples.
What if the automation breaks later?
Simple automations are stable - but tools update and processes change. Monthly support is available from $750/month to keep everything running and improve it over time.
Ready to Stop Doing Boring Admin?
Book an automation audit. I'll look at your workflow, find where time is being wasted, and show you exactly what can be automated. No giant project. No sales pitch. Just a clear look at what's possible.