The clinic's admin, off the front desk.
In one paragraph
For physiotherapy, occupational therapy, speech pathology, psychology and other allied health clinics. A client portal, automatic emails and text reminders, alongside Cliniko or Halaxy, which keep the diary, notes and invoices. Online intake and report drafts are next. We have not built for a clinic yet; the portal and reminders run live elsewhere. Built in Melbourne, working Australia-wide.
01Where the admin hides
The front desk is full, and so is the clinician's evening.
The admin we see in allied health clinics. Plain statements, not quotes.
Intake forms filled on paper, then retyped.
Every new client, twice.
Clients who stop booking are never followed up.
They drift off after the third visit.
NDIS progress reports written late at night.
After the last client leaves.
Referrals arrive by email and fax.
Some never reach the right clinician.
02What we build
From the referral to the report, with the notes left where they are.
Referrals, intake, the portal, reminders and report drafts read the same client. The diary, clinical notes, invoices and claims stay in your practice software.
- 01ReferralBy email, your website or a call
- 02IntakeForms and consent before the first visit
- 03PortalThe client logs in by email link
- 04VisitBooked and noted in your practice software
- 05Follow upA text to rebook after a gap
- 06ReportDrafted from the notes, approved by the clinician
- A client portal opened from an email linkLive
- Automatic emails and text reminders, from intake to follow-upLive
- AI that reads incoming documents and files each one for a person to checkBuilt
- Referrals from email, your website or a call, routed to the right clinicianNext
- Intake and consent forms filled online, then passed to your practice softwareNext
- Texts that ask a client to rebook after a gap in visitsNext
- Progress report drafts from the notes in your practice software, approved before they goNext
Live: running for a client today · Built: coded and tested · Next: not shipped yet · Can build: no delivered example yet
Levels describe the module, in whichever industry it runs today.
Services for allied health: Business Operating System · Websites for services businesses · AI agents and automation.
Software we connect to
| Software | Level |
|---|---|
| SMSIntake and rebooking reminders by text | Live |
| EmailAutomatic emails from intake to follow-up | Live |
| Document readingReferral letters read and filed for a person to check | Built |
| Cliniko, Halaxy, Nookal or SploseYour practice software stays and keeps the diary, clinical notes, invoices and Medicare and HICAPS claims; we build around it | Can build |
The rules your paperwork answers to
Ahpra registration, the National Law
Registered practitioners must confirm each year that they meet the standards for registration.
ahpra.gov.au, 6 Oct 2026
Health Records Act 2001, Victoria
Health information handled in Victoria follows the Health Privacy Principles, including a client's right to see it.
health.vic.gov.au, 6 Oct 2026
This is the Business Operating System, set up for allied health.See the full system
Also set up for: NDIS and home care · Gyms, studios and salons · Education and training. All industries
03Built on the same system
No clinic yet. The portal, emails and reminders that would run yours are live for a security company and a chauffeur business.
Automatic emails and SMS reminders run live for a chauffeur business. The client portal by email link runs live for a security company, and the AI that reads documents is built in Crux Practice.
Automatic emails, SMS reminders
LiveThe chauffeur business we scaled
Close to $300K in revenue in under 10 months. We built the system, ran the ads and advised along the way.
Close to $300K
revenue in under 10 months, with the system, the ads and our advice
Client portal by email link
LiveA complete in-house system for a security company
Quotes, rosters and client questions run from one record. The company takes on new clients without rebuilding the paperwork each time.
Read the case : A complete in-house system for a security company
Live in 10 weeks
from first build to daily use, current version
AI document reading
In-house project, pausedCrux Practice: practice management for accounting firms
An in-house project, built and tested. Not live for a client today.
Read the case : Crux Practice: practice management for accounting firms
04Questions from allied health clinics
The things people ask before they call.
Do you replace Cliniko or Halaxy?
No. Your practice software keeps the diary, the clinical notes, the invoices and the claims. We build the client portal, intake, reminders and report drafts around it, and connect where the product allows.
Does it do Medicare or HICAPS claiming?
No. Claims stay in your practice software, made from the invoices it already raises. We build the portal, intake and reminders that sit beside it.
Can it write our NDIS progress reports?
Not yet. Drafting the report from the notes in your practice software, for the clinician to approve, is the next module. The AI that reads documents and files them is built and tested in Crux Practice.
Can clients book online?
Yes, through your practice software's own booking page, which we link from your website and the client portal. We do not run a second diary beside it.
Is health information kept in Australia?
What we build does. The client portal, intake forms and reminders sit in Australian data centres, in a database the clinic owns. Your practice software's hosting is set by its vendor.
What happens next
- 1Tell us the crux in a short form.
- 2We reply within one business day, with a straight answer on fit.
- 3Pick a time that suits you for a 30-minute call.