Referrals arrive with a checklist
Make missing administrative fields visible before staff start preparing a booking.
For practice owners and administrative teams in Australia
AI automation for healthcare and allied healthA clearer handover before the appointment.
Bring patient details, current referrals and appointment preparation together. Flag missing records for your staff before the next handover.
Built around your working day
The referral should reach the right staff with the right context.
Referral administration spreads across inboxes, practice software, contact preferences and staff notes. We connect the required administrative checks so your team can see what is ready and what needs a person before preparing the next appointment.
Your current tools matter. Cliniko, Nookal and Halaxy are useful starting points for scoping. We check the actual records, access and supported actions in your account before promising a connection.
What changes for you
Similar records stay separate
Show the comparison fields and send uncertain identity matches to the practice team.
The next person gets context
Prepare the referral version, contact preferences and appointment proposal in one restricted handover.
Example system · Simulated business data
A clear handover before the appointment.
Bring patient details, current referrals and appointment preparation together. Flag missing records for your staff before the next handover.
Eight practice-defined checks are present and staff select one of two proposed slots.
HC-R14 / v1 · example reviewThe complete architecture
Selected stage Conditional path Held or changed
Blue connections show the scenario path. Stage selection changes explanation only. Dashed paths need a new decision.
01 / Restricted intake
Receive only what the handover needs
Keep the referral source and purpose, then minimise the fields used in the administrative workflow. Clinical information is not gathered simply because an extraction tool can read it. An example staff review selects SL-A as a proposal. It does not establish valid consent or send a booking.
Prepared with an example human decision
Restricted referral register / simulated
8 / 8administrative checks present
HC-R14-v1 · staff handover
| Source or item | Recorded value | Decision |
|---|---|---|
| Identity / referral | 2 checks present | PT-EX-01 and R14-v1 |
| Contact / preference | 2 checks present | CP-01 recorded |
| Service / source | 2 checks present | AD-04 references |
| Billing / handover | 2 checks present | Staff review |
| SL-A / SL-B | 8 Sep 10am / 9 Sep 2pm | Snapshot 6 Sep 9am |
An example staff review selects SL-A as a proposal. It does not establish valid consent or send a booking.
- Prepare the administrative checklist with source versions.
- Attach the example SL-A selection for staff to action.
- Keep clinical questions with the clinician outside this packet.
Inspecting receive · scenario output stays tied to its recorded decision
Inspect shared state, version history and event trace
Restricted referral
R14-v1 contains the minimal fictional administrative fields.
Identity comparison
PT-EX-01 is the example staff-selected record.
Practice checklist
Eight fields cover identity, referral, contact permission, channel, service, source, billing detail and handover owner.
Appointment snapshot
Two example slots recorded 6 Sep at 9am. Neither is booked by this website.
No diagnosis, triage, clinical priority or consent-validity decision is made. Staff resolve identity and contact permissions; clinicians make clinical decisions. No appointment or message is sent.
Read the complete system walkthrough
01 / Restricted intake
Receive only what the handover needs
Keep the referral source and purpose, then minimise the fields used in the administrative workflow. Clinical information is not gathered simply because an extraction tool can read it.
What you receive Restricted referral register.
02 / Staff boundary
Compare identity candidates
Use practice-approved comparison fields to prepare candidate records. Similar coded names do not establish that records belong to the same person and must not trigger a merge.
What you receive Identity comparison.
03 / Independent rules
Check versions and contact records
Run referral version, administrative completeness and contact-record checks independently. A present field does not establish clinical completeness or legally valid consent.
What you receive Eight-field administrative checklist.
04 / Practice rules
Prepare appointment options
Read the source timestamp on proposed slots and the practice’s administrative constraints. Keep unavailable or stale options separate and route clinical suitability to clinicians.
What you receive Appointment option sheet.
05 / Human review
Hand over to practice staff
Staff review the identity, contact record and proposed option. Prepare the handover and billing-completeness note without contacting the person or booking anything in this example.
What you receive Staff handover packet.
No diagnosis, triage, clinical priority or consent-validity decision is made. Staff resolve identity and contact permissions; clinicians make clinical decisions. No appointment or message is sent.
The decision stays with your team
Useful evidence. Clear responsibility.
No diagnosis, triage, clinical priority or consent-validity decision is made. Staff resolve identity and contact permissions; clinicians make clinical decisions. No appointment or message is sent.
Health privacy guidance addresses collection, consent, use, disclosure and correction. These topics inform the administrative boundary; the example does not establish compliance. OAIC guide to health privacy ↗
Primary source checked . This original example illustrates a design, not a delivered client result.
What it costs
Scope the whole handover.
Referral formats, practice-defined fields, access roles, contact preferences and appointment operations determine scope. Start with a minimum-data administrative handover before considering any extension.
We map the current process, agree the review points and put the scope, fixed fee and payback estimate in writing. Software and usage costs are considered separately. Your own baseline determines the business case.
Automation builds
From $3,500 AUDOne process, rebuilt to run without you. Monitoring and documentation included.
Typical projects
$3,500 to $12,000 AUDSeveral connected processes across two or more systems, where the data needs cleaning first.
Complex AI agent systems
$12,000 to $25,000 AUDAgents that read unstructured information, decide and write back, with human review and a full audit trail.
Ongoing care plans
$750 to $2,500 AUD per monthPriced on how much you run and what your business loses the day one of them stops.
When something breaks
Know what stopped and what is still safe to continue.
A referral that never reaches the queue is different from an extraction that returns no fields. Monitoring needs expected arrival checks, restricted error detail and a staff recovery path that does not expose health information in alerts.
We design checks for a run that fails, a run that returns nothing and a run that never starts. The care scope names the person who receives an alert, the information they need and how a held record returns to review.
You own the workflows and accounts. Handover includes the record identifiers, review rules and recovery instructions. No lock-in is required to keep your work.
See ongoing supportBefore you decide
Your questions, answered
Can the system triage patients?
This example is administrative. It does not assess urgency, diagnose, choose a clinical priority or determine treatment. Clinical questions go to the responsible clinician using the practice’s established process.
Can it automatically merge duplicate records?
No. A probable duplicate is a candidate comparison for staff. Similar names, incomplete identifiers or missing fields cannot establish identity safely.
Does a completed checklist prove consent?
No. A recorded field is evidence for review, not a conclusion that consent is valid for a particular use or disclosure. We scope contact and consent handling with the practice.
Can it connect Cliniko, Nookal or Halaxy?
We check the exact patient, referral, appointment and permission operations available in your account. The named platforms are relevant scoping context, not a claim that every workflow has an approved connector.
Can appointment messages be sent automatically?
That requires a separately scoped executable design with verified contact permissions, recipients, templates and platform support. This website only shows a proposed staff handover and sends no messages.
How is sensitive information handled?
We minimise collected fields and scope access, retention, logs and recovery. Hosting, connected software and model endpoints all need review. The demonstration contains coded fictional records and no clinical information.
For work with several evidence lanes, version changes and explicit review gates, our n8n operating model explains the orchestration decisions. The platform choice still depends on your access, maintenance capacity and data path.
A useful first conversation
Bring one process that keeps getting stuck
Show us where the records arrive, who makes the decision and what the next person needs. We will map a useful first scope with you.
Book a call