# The clinic's admin, off the front desk. Source: https://cruxlabs.com.au/industries/allied-health 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. ## 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. ## 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. 1. **Referral**: By email, your website or a call. 2. **Intake**: Forms and consent before the first visit. 3. **Portal**: The client logs in by email link. 4. **Visit**: Booked and noted in your practice software. 5. **Follow up**: A text to rebook after a gap. 6. **Report**: Drafted from the notes, approved by the clinician. - A client portal opened from an email link (Live) - Automatic emails and text reminders, from intake to follow-up (Live) - AI that reads incoming documents and files each one for a person to check (Built) - Referrals from email, your website or a call, routed to the right clinician (Next) - Intake and consent forms filled online, then passed to your practice software (Next) - Texts that ask a client to rebook after a gap in visits (Next) - Progress report drafts from the notes in your practice software, approved before they go (Next) 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](https://cruxlabs.com.au/services/business-operating-system) · [Websites for services businesses](https://cruxlabs.com.au/services/websites) · [AI agents and automation](https://cruxlabs.com.au/services/ai-automation). ### Software we connect to - **SMS**: Intake and rebooking reminders by text (Live) - **Email**: Automatic emails from intake to follow-up (Live) - **Document reading**: Referral letters read and filed for a person to check (Built) - **Cliniko, Halaxy, Nookal or Splose**: Your 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. Source: https://www.ahpra.gov.au/Registration.aspx (checked 2026-10-06) - **Health Records Act 2001, Victoria**: Health information handled in Victoria follows the Health Privacy Principles, including a client's right to see it. Source: https://www.health.vic.gov.au/legislation/health-records-act (checked 2026-10-06) This is the Business Operating System, set up for allied health. [See the full system](https://cruxlabs.com.au/services/business-operating-system) Also set up for: [NDIS and home care](https://cruxlabs.com.au/industries/ndis-home-care) · [Gyms, studios and salons](https://cruxlabs.com.au/industries#gyms-studios-salons) · [Education and training](https://cruxlabs.com.au/industries/education-training). ## 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. - [The chauffeur business we scaled](https://cruxlabs.com.au/case-studies/chauffeur-business-system) (Automatic emails, SMS reminders, Live): Close to $300K in revenue in under 10 months. We built the system, ran the ads and advised along the way. - [A complete in-house system for a security company](https://cruxlabs.com.au/case-studies/security-operations-system) (Client portal by email link, Live): Quotes, rosters and client questions run from one record. The company takes on new clients without rebuilding the paperwork each time. - [Crux Practice: practice management for accounting firms](https://cruxlabs.com.au/case-studies/crux-practice) (AI document reading, In-house project, paused): An in-house project, built and tested. Not live for a client today. ## 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. ## Show us one client, from the referral to the report. [See the full system](https://cruxlabs.com.au/services/business-operating-system) · [All our work](https://cruxlabs.com.au/case-studies) · [All industries](https://cruxlabs.com.au/industries#health-education-and-community) · [Take the Scorecard](https://cruxlabs.com.au/tools/ai-opportunity-scorecard) · [Book a call](https://cruxlabs.com.au/contact)