Beyond the Scribe Safe AI Workflows for Australian Healthcare
What's working, what's coming, and how to use it safely in your clinic.
Alan Wan
Clinic Partner, Anytime Physio · Founder, Quicka Health · Associate Lecturer, UQ Medical School
What we'll cover.
01A quick overview of AI
02Patient data and the rules
03AI in healthcare today
04What agentic AI looks like
05What your clinic actually needs
06Pilot path & Q&A
About the speaker
Four hats. One practical view of how AI actually lands in a clinic.
Clinician & Owner
Founder · Clinic partner
Founded Anytime Physio. Scaled the business from solo practice to a multidisciplinary team of 10 clinicians before selling majority ownership in 2021.
Tech founder
Quicka Health
Building software and AI tools for healthcare clinicians to solve the day-to-day problems we keep seeing in practice.
Clinical supervisor
Associate Lecturer, UQ Medical School
Take medical students through clinical placement in a private practice setting, see what real clinics actually need.
What a time to be a business owner.
The next one's my favourite.
Healthcare business owners are already innovating
A quick show of hands
01Who has used AI for anything?
02Who has used AI at work?
03Who has used AI in clinical practice?
04Which tool are you using?
AI is already mainstream outside healthcare.
Outside healthcare, people already use AI to draft emails, summarise threads, and clean up notes. It saves a few minutes on jobs they repeat all day.
Writing
Drafting, rewriting, summarising
•Rough notes into a sendable first draft
•Long threads summarised in seconds
•Checklists and meeting notes auto-built
Search
Find the right thing faster
•Pull a policy, clause, or file in seconds
•Surface the previous message you half-remember
•Ask in plain language, no exact keywords
Workflow
Route work into the next place
•Inbox request becomes a task or calendar item
•Draft reply waiting before you open it
•No more three copy-pastes between apps
But what is Artificial Intelligence anyway?
A quick mental model: how it actually works.
Step 1 · Training
The model learns from huge amounts of text.
•Books, web, code, transcripts, fed in to find patterns.
•Once trained, patterns are baked in.
•Some vendors keep training on new inputs, including yours, if you let them.
Step 2 · Inference
Your prompt becomes a request.
•You type, text leaves your device, travels to a server, the model runs.
•The answer comes back the same way.
•"Where does inference happen" is the data-residency question.
Step 3 · Generation
The answer is predicted, not looked up.
•Each word is the model's best guess at what should come next.
•Sounds confident even when wrong, this is hallucination.
•Useful because it composes new text. Risky because it has no built-in fact-check.
Each step has its own safety question.
Training: does it learn from you?
Inference: where does your data go?
Generation: can you trust the answer without checking?
AI is more than a chatbot.
Chat
The chatbot you know
•ChatGPT, Gemini, Claude.ai
•You open an app, you ask, it answers
•What most people mean when they say "AI"
Embedded
The same engine, inside other software
•The same model can be called by any app, with no chatbot visible
•It just runs in the background
•How your scribe, patient portal, and inbox get AI features
Agents
The engine doing tasks for you
•Same model, now allowed to use tools across multiple apps
•Can read, decide, draft, route, or update a record
•"I delegate, it acts" instead of "I ask, it answers"
Same technology underneath. What changes is whether you see it, and what it's allowed to do.
Healthcare is different because of patient health data.
As healthcare clinicians, we handle privileged, sensitive data on a daily, if not hourly basis. Once patient data is involved, we have to consider:
01What is stored?
02Where is it transmitted?
03Where is it processed?
04What is logged?
05Who can see it?
06What cannot be undone?
Australia already has rules for this.
Three principles already cover any tool that touches a patient record.
Privacy
Consent, retention, access
•Privacy Act 1988 + APPs
•Enforced by the OAIC
Accountability
The clinician signs the note
•AHPRA Code of Conduct
•Indemnity stays with you, not the model
Reversibility
You cannot take it back
•Notifiable Data Breaches scheme
•No recall once data has left
Three principles, in practice.
Privacy
What the tool does with the data
•Data residency (APP 8): which country stores and processes it
•Zero Data Retention: vendor throws away the prompt and the answer
•Training opt-out: your data isn't used to train the next model
Accountability
Who's in control
•Audit log of every action
•Human approval before anything leaves
•Your name on the output
Reversibility
When something leaks
•NDB scheme: serious harm = notifiable
•30 days to assess and notify
•OAIC + every patient affected
"The AI did it" is not a defence. No recall once it's out.
Same task. Three very different tools.
Drafting a reply to a patient email. All three can do it. Only one is safe to point at the inbox.
Not for patient data
Free consumer chat
•Free ChatGPT, Gemini, personal accounts
•US-hosted, retained, training opt-in
•No tenant boundary, no audit, no recourse
Risky without care
Enterprise general AI
•M365 Copilot, ChatGPT Enterprise, Claude Cowork
•Tenant boundary + no training by default
•General-purpose, residency often US
•Only as safe as how staff use it
Good
Purpose-built clinical tool
•AU data residency, ZDR on, training opt-out
•Scoped to your clinic
•Audit log of every action
•Built knowing it would touch patient records
The chat box looks the same in all three. The data path behind it does not.
"But what if I just change the name?"
The most common workaround. It fails for four reasons. Only one needs to be true.
It fails for four reasons. Only one needs to be true.
01 · IDENTIFIERS
The name is the easy part.
•"47F, three kids, Coles Albany, knee pain Tuesday" pins the patient down
•Sex + DOB + postcode alone = 87% identified (Sweeney)
02 · RE-IDENTIFICATION
Still personal information.
•OAIC: if it can plausibly be re-identified, Privacy Act still applies
•APP 8 and APP 11 still bite
03 · CONFIDENTIALITY
AHPRA duty doesn't move.
•Professional confidentiality applies to whatever the tool drafted
•Patient consent for care doesn't extend to ChatGPT
04 · IRREVERSIBLE
One mistake is enough.
•Once on a foreign server, no recall
•Mandatory disclosure (NDB scheme) is the only move left
Safe workflow can't depend on a busy clinician being perfect every time. Pick tools where the data path is already safe by default.
So what does safe AI in healthcare look like today?
We don't have to guess. One workflow is already running in thousands of clinics, and it shows both what works and where it falls short.
Scribing works because it stays inside the boundary.
Clinicians lose around 2 hours a day to paperwork (RACGP). Scribing was built for exactly that, and built safely.
Consult audio
→
Speech model
Transcribes
→
LLM + prompt
Drafts the note
→
Clinician
Reviews & approves
•Two narrow jobs, transcribe what was said, then structure it. No autonomous action: nothing is sent, booked, or changed on its own.
•Its one real risk is accuracy, the model can still invent a detail or misattribute who said what.
•So the clinician reviews and approves before anything enters the record. It is only ever a draft.
Where existing scribes fall short.
Won · the clinician's day
•Widely adopted, clinicians recommend it
•Better presence, eye contact not typing
•More complete, more consistent notes
•Up to ~95 min/day saved (heavy users)
•Safe by design
Didn't move · the clinic's books
•Out-of-hours work barely changed (−3 min/day)
•Productivity up just +5.8%
•Revenue ~US$167/clinician/month
•Half an extra consult a week
Sources: RACGP · JAMA 2026 (5-health-system AI scribe study) · Healthia × Lyrebird allied-health study
Saving time is not the same as moving the business.
And healthcare isn't alone. Across global enterprise, AI is everywhere, yet most still can't show bottom-line impact. So the real question becomes: can AI safely move the business, not just the clock?
AI is mainstream in global enterprise. Impact still isn't.
88%
of organisations use AI in at least one business function
39%
see real EBIT impact at the enterprise level
52%
cite security, privacy, and compliance as the top blocker
Adoption is broad. Production trust is the bottleneck.
Sources: McKinsey State of AI 2025 · Dynatrace Pulse of Agentic AI 2026
McKinsey State of AI 2025
The value is not in dabbling. It's in redesigning the workflow.
The headline is not just "use AI." High performers aim beyond efficiency, redesign workflows, and find revenue impact in growth-facing work.
Efficiency is table stakes
80% set efficiency as an AI objective. The companies seeing the most value often add growth or innovation objectives.
Workflow redesign
High performers are nearly 3x more likely to redesign workflows.
High performers
55%
All others
20%
2.8x
Revenue impact clusters here
Marketing & sales67%
Strategy & finance65%
Product / service development62%
That maps to the clinic work beyond the scribe: growth, owner visibility, patient lifecycle, and service design.
Source: McKinsey Global Survey on the state of AI, 2025.
In Australian healthcare, adoption is slower. Trust is the gate.
25%
of Australian healthcare CEOs had adopted gen AI (PwC, 2024)
33%
still didn't trust the technology
TGA flags the same gap: limited high-quality guidance, limited evidence. Same pattern as global enterprise. Slower, more cautious.
Sources: PwC Australia · Philips Future Health Index 2025 · TGA Safe and Responsible AI in Health Care review
AI Agents are here.
It's not just drafting emails any more. Agents work inside the apps you already use, take steps on their own, and keep going until the task is done. A tireless desk worker.
62%
of respondents say their organisation is at least experimenting with AI agents.
Sees the screen
Reads the page or app the way a person does.
Acts across tools
Moves between mail, browser, spreadsheet, PMS.
Doesn't stop
Keeps going across steps until the job is finished.
Exciting. Also exactly why it needs a hard safety boundary.
These are not demos. People are wiring them in now.
•Desktop agents: OpenClaw, Claude Cowork, ChatGPT agent. Touch your files, mail, browser.
•Workplace copilots: Microsoft 365 Copilot, Google Workspace agents. Act across mail, docs, calendar in the background.
•Specialist agents: Devin (software), Harvey (legal), support agents. Real billable work in their fields.
One of these is about to show you exactly why permissions matter.
Who here has heard of OpenClaw?
Keep your hand up if you'd trust it with your inbox.
A cautionary tale · February 2026
The AI safety expert who lost control of her own agent.
•Summer Yue, Director of Alignment, Meta Superintelligence Labs.
•Tested OpenClaw on a toy inbox for weeks. Worked fine.
•Pointed it at her real inbox. One rule: confirm before acting.
•Ran to her Mac mini to kill it. 200+ emails gone.
The rule was in the prompt. The prompt didn't survive the task.
Now imagine that inbox is your clinic's.
•Long task = lots of text. Agent compacts older history to fit its memory.
•"Confirm before acting" got summarised away. The guardrail quietly disappeared.
•Agent later admitted: "Yes, I remember. I violated it."
In your clinic
An email sent to the wrong patient. A note deleted from the record. A booking changed without anyone asking.
Safe agentic use
What would have stopped OpenClaw.
•Least privilege: read-only by default. Write access scoped to the one workflow that needs it.
•Human approval: destructive actions wait for a click. Enforced by the system, not the prompt.
•Audit log: every action recorded so you can see what happened and undo it.
•Kill switch: one stop that works from any device. Not "run to your Mac mini."
In healthcare these aren't nice-to-haves. They're the boundary.
So where should clinic AI actually do the work?
Not as a loose agent roaming the clinic. As governed workflows around the problems that keep showing up.
Five clinic problems. One connected platform.
01Clinical admin
02Patient retention
03Reception overload
04Owner oversight
05Clinic growth
Problem 1 · Clinical admin
The consult ends. The admin doesn't.
Notes, letters, exercises, plans, and follow-up all start in the room, but too much of it still lands after the patient leaves.
Clinical Admin Evidence – Copy/Paste Risk
Copy-paste is not a harmless shortcut.
When the record is rebuilt from yesterday's note, old information can travel forward with the same authority as new clinical reasoning.
66-90%
of clinicians reported using copy-paste in clinical documentation
Systematic review of copy/paste studies
23%
more likely to close with a payment when an EHR documentation/user issue is involved
CRICO / RMF malpractice review
18%
more likely to close with payment when copy-paste issues appear in EHR cases
CRICO / RMF copy-paste analysis
Sources: Partnership for Health IT Patient Safety systematic review · CRICO / RMF Harvard documentation risk analysis
Clinical Admin Solution – During Session
AI that works during the
session
REC
04:32
James T.·R shoulder impingement
Today's Sessions
James T.
9:00 AM · Recording
Sarah M.
9:30 AM · Review
David R.
10:00 AM · Upcoming
Emma W.
10:30 AM · Upcoming
Overview
Notes
Transcript
Plan
Letters
Exercises
Case Snapshot
Presenting Condition
R subacromial impingement –
6 weeks, session 4/6
Reassessment Items
VAS
pain at restActive
ROM flexionRC
power
Goal
Return to tennis within 8
weeks
Live Transcript
LIVE
PT
"The pain's been better – maybe 3 out of 10 now."
04:02
TX
"Good. Let's test abduction range then run Neer's."
04:09
PT
"Is that the one where you push my arm up?"
04:13
TX
"That's it. Tell me if it catches at end range."
04:17
PT
"Yeah – right there—"
Ask about special tests, evidence, or past visits…
🔬
Evidence📋
Prior visits
↑
Q
Recording01:12
⏸
■
Focus:Pain reduction with hip strengthening
Goal:8/10 strength in hip abductors
Case context from treatment plan
Q
Recording02:03
■
⚠️inability to go to the toilet✓
→Assess
cauda equina symptoms
Red flag escalation trigger
Time to complete notes
15–20 min
Before
→
<3 min
After Quicka
The Companion stays on screen while clinicians
work in Nookal – recorder controls, patient selection, and case context without switching tabs. It surfaces
today's session focus from the treatment plan, and keeps everything one click away.
Clinical Admin Solution – After Session
Clear Your Backlog. Before Lunch.
Quicka syncs with your PMS and shows exactly which notes are incomplete. Load them into Sequential Review, capture tasks, refine with AI, and push all back to Nookal – in minutes.
Q
Quicka HealthJames T.· Thu, 26 Mar
Note 1 of 3Session 0/6● On Track
UpcomingPast
Reviewing 3 notes
● Oldest first
✕
THU 26 MAR 1
● 5:07 PM · James T.
WorkCover (30mins)
TUE 31 MAR 1
8:49 AM · Sarah M.
30 Minute Physiotherapy
TUE 7 APR 1
9:32 AM · David R.
30 Minute Physiotherapy
0 of 3 reviewed
Bulk Actions (3)
Exit Review
Overview
Notes
Transcript
Plan
Letters
Exercises
S/E:
Pt reports fingers feeling very good. Wrist improved slightly but still a little "iffy". Fine for most part and doesn't hurt while climbing. Occasional pain when pushing up on hand (e.g. getting out of bed).
O/E:
Right Wrist: Palpation: Tenderness in middle of wrist. AROM: Pain with active wrist pronation (palm down, twisting). MMT: Pain with resisted finger abduction.
Treatment:
Soft tissue therapy to wrist extensors and interossei. Dry needling: wrist extensor compartment. HEP: wrist extension and supination/pronation loading.
Tasks2
✕
Wrist extension & supination/pronation loading program
🏃Create program
Letter to GP – referral for wrist ultrasound
✉️Draft letter
+New task...
1 of 3RefineMentor
⏭ Skip✓ Approve & Next →
Incomplete notes from Nookal → load into review → capture tasks → refine with AI → push all back in one click
Clinical Admin Solution – Form Filling
The painful forms. Filled from the work already done.
For NSW allied health, a SIRA-style treatment request should not mean rebuilding the whole clinical story by hand. Quicka drafts the form section by section, then the clinician reviews and approves it.
Q
Sample Patient
Forms
NSW SIRA Allied Health...
Draft in progress
Source context
Assessment themes
Pain drivers, capacity, goals
Evidence
Prior notes and outcome scores
Treatment plan
Goals and requested sessions
Allied health treatment request
Drafting
Pre-injury occupation
Construction worker
Claim number
99270221919033
Hours/week
40
Section 2: Your clinical assessment
Compensable injury / illness
Whole spinal pain, right shoulder pain, pelvic floor dysfunction
Current clinical signs and symptoms
Persistent cervical stiffness, restricted shoulder AROM, right-sided pain affecting sleep, reduced lifting tolerance, and guarded gait pattern after prolonged standing.
Risk screening
Screening tools
NDI, MOLBPDQ, APFQ
Score / comment
High work-impact profile
Capacity
Pre-injury capacity
Full duties including heavy lifting, working at heights, manual labour, and 40 hours per week.
Current capacity
Restricted to light duties, no overhead work, no lifting above 10kg, and reduced standing tolerance.
Form orchestrator
Pull patient context
Claim, sessions, history
Assessment subagent
Symptoms and measures
Capacity subagent
Work duties and restrictions
Plan subagent
Goals and requested care
Safety boundary
Draft fields are highlighted for clinician review before anything is submitted.
Clinical Admin Solution – Exercise Programs
Spoken Into Existence. Exercises, done.
Exercises mentioned during the session become a program – automatically. Customised instructions, ready to send to the patient before they leave.
🏋️
Exercise ProgramSend to Patient
Sarah M · Phase 1 · 3 exercises · Updated 10 Mar 2026
Wall Walks
3 sets × 10 reps · Slow tempo
Keep below pain threshold – stop if sharp pinch at end range
External Rotation
3 sets × 12 reps · Band resistance
Elbow tucked at side, focus on the squeeze at end range
Shoulder Press
3 sets × 8 reps · Light dumbbell
Start seated if standing aggravates – progress to standing next week
Auto-generated from the consultation. Instructions customised to what was said in the session.
Clinic Workflow Solution – PMS Integration
It's the little things. That make the big difference.
Deep PMS integration means Quicka works with your existing workflow, not around it.
📝
Your Notes Stay. Quicka Adds To Them.
·Your manually typed notes are always preserved
·Quicka adds documentation around your existing notes
·Every generated note is attributed back to the transcript
·Likely inference is highlighted for clinician review
Note
Clinician's own notes ✓
Quicka note linked to transcript
Possible inference: review
💬
Ask About Any Past Session
·Ask questions across a patient's full case history
·Searches old notes and transcripts from the PMS
Chat· Sarah M.
What imaging has she had?
R shoulder USS on 12 Jan – no full-thickness tear. Noted in session 3...
✉️
Letters That Know The Full Story
·Referral and progress letters draw on the entire episode of care
·Other scribes reference the current session only
Letter context
●Session 1 – 10 Mar
●Session 2 – 17 Mar
●Session 3 – 24 Mar
○Other scribes: current only
Clinical Quality Solution – Mentoring
A senior clinician in every
room
A clinical AI panel inside the workspace. Ask it anything during or after a session – answers grounded in the patient's context and the latest evidence.
Clinical MentorContext✕
What specific tests help differentiate TFCC from LT tear?
2:39 PM
Searching latest clinical evidence... Thought for 7s
Evidence-Grounded Response
Diagnostic Tests for TFCC Tears
Clinical: The Wind Off Test (WOT) shows high sensitivity (92%) for TFCC tears – use as a screening tool. Ulnar-sided pain with prono-supination and volar DRUJ laxity are key features. J Wrist Surgery
Imaging: MR arthrography preferred (sens 0.78, spec 0.85). CT arthrography highest accuracy for central tears. Hand (NY)+3
Feature
TFCC Tears
LT Tear
Clinical
WOT+, volar DRUJ laxity, prono-supination pain
Shear test, ballottement, midcarpal instability
Imaging
MRA/CT arthrography – DRUJ focus
MRA detects LT with TFCC/SLIL
Ask a follow up
↳What are recommended treatment options for TFCC tears?
↳What is the typical prognosis for TFCC tears?
Wrist pain differentialsWrist roll progression+2 more
Ask a follow-up...
🎙
Get evidence-grounded answers any time
Available during or after every session
Like a teaching colleague on demand
Works for juniors building reasoning and seniors staying current
Problem 2 · Patient retention
70% don't finish treatment. 14% gone after one visit.
Patient Retention Solution – Structured Plans
Structured plans that keep patients coming back
Quicka turns the consult into a plan patients can understand, follow, and book around.
📋
Treatment PlanEvidence-Based
EditPDFShare
Right Subacromial Impingement
Syndrome
Moderate Severity · 10
appointments over 13 weeks
MSK
– Shoulder
Phase
1Pain Management &
Protection
2×/week · 4 weeks
🎯 Goals
• Reduce pain to ≤3/10 at rest •
Restore 80% passive ROM
⚡ Interventions
• Manual therapy • Ice/heat
modalities • Gentle ROM exercises
📅 Appts
1Mon 20 Jan
2Thu 23 Jan
3Mon 27 Jan
4Thu 30 Jan
Phase
2Progressive Loading
1×/week · 4 weeks
🎯 Goals
• Full active ROM without pain •
90%+ strength vs contralateral
📖 3 references·Generated from session · Senior-clinician templates ·
PubMed-enriched
How plans are generated
1. From the session
Clinician mentions treatment recommendations during the consult. AI writes them up as planned appointments.
→
2. Senior templates
If not discussed, checks for a senior-clinician-approved plan template matching the diagnosis.
Patient Retention Solution – Self-Service App
Let patients take the next step. Without calling reception.
Patients book, reschedule, track exercises, and log pain between sessions. The plan stays alive after they leave.
9:41●●●
Good morning, Sarah 👋
Coastal Physiotherapy
Next Appointment · in 2 days
Thu 13 Mar · 9:30 AM
Reschedule or Book Next →
Today's Exercises
Wall WalksDone ✓
External Rotation
Shoulder Press
Pain Tracker
Today3/10
⌂
Home
📅
Book
🔥
Exercises
📋
Plans
📅
Self-Service Booking
Book or reschedule in the app. Clinics set their own policy (e.g. no changes within 24 hours). Syncs to Nookal.
🔥
Exercise Compliance
Patients tick off exercises daily. Clinicians see adherence in the next session.
📊
Pain Tracking
Daily pain scores build a trend the clinician can see at the next visit – no guesswork.
📱
No App Store Required
Patient scans a QR code to activate their portal. Works on any phone.
Problem 3 · Reception overload
Reception is where every loose thread lands.
The problem is not one call or one message. It is dozens of small interruptions, spread across channels, all needing context.
Reception Solution – Arrival Flow
Take arrivals off the front desk's plate.
Patients self-check-in on their phone. Booking, consent, intake, and arrived status update before reception has to touch the PMS.
9:41
Your clinic
Check-in
✓
Identity confirmedDOB · phone match
✓
Consent signedv2.4 · today
3
Knee outcome form3 questions remaining
Open
Your physio will see you shortly
Checked in
Reception Solution – Unified Inbox
One inbox. Every channel, patient-aware.
Email, SMS, and webchat land in one inbox where AI can draft the replies.
Unified inbox
All patient conversations, one operational queue
23 open
All
SMS
Email
Web
SMS
Jess Morgan
Can I move Thursday morning to after 2pm?
Likely patient match · review booking this week
Ready
WEB
New enquiry
Do you treat workers comp shoulder injuries?
Service match · shoulder rehab pathway
Review
EML
Claire Adams
Can you send my receipt for last week?
Invoice found · attachment ready
Drafted
CALL
Ben Walsh
Pain spike after yesterday's session
Clinical flag · call back required
Call
Jess Morgan
SMS · likely patient match · Dr Lauren Hill
Likely match
Patient message
Hi, I can't make Thursday morning anymore. Is there anything later this week after 2pm?
Draft reply
Hi Jess, I can see you need a later time. There may be availability Friday afternoon with Dr Lauren Hill. Would you like me to check that option for you?
Patient details
Likely match found. Upcoming review booking noted.
Possible availability
Later appointments may be available Friday. Confirm in the PMS before offering.
Reception check
Confirm patient, appointment length, and clinician before sending.
Reception Solution – Patient Journeys
Every drop-off triggers a response. Automatically.
Automated journeys respond to cancellations, no-shows, and lapsed patients – with wait-and-retry logic built in.
👋
New Patient WelcomeActive
Trigger: First booking→Welcome email + pre-visit info
⭐
Post-Visit NPSActive
Trigger: After first visit→NPS survey→Score <7: escalate to clinic partner
🔄
Cancellation RecoveryActive
Trigger: Cancelled, no rebooking→Wait 2 days→Rebooking prompt→No activity? Retry
home exercise programergonomic advicepostural retraining
22 chronic · 13 acute 3 discharged · 5 dropout
35
3.6
2 recovered 9 improved 16 unchanged 4 worsened
52%
✦Clinic Insights
✕
Why is Daniel's retention low for neck patients?
Daniel's neck cohort (35 patients, 52% positive rate) relies primarily on Advice & Education – ergonomic advice and home exercises – with no soft tissue mobilisation or dry needling.
Sophie's cohort (46 patients, 86% positive rate) combines Manual Therapy + Exercise including cervical PA mobilisations, soft tissue work, and nerve sliders.
Recommendation: Consider pairing Daniel with Sophie for 2–3 neck sessions to observe her cervical mobilisation approach. His patients may benefit from a more hands-on treatment mix alongside the education component.
✦Ask about your data...🎤
AI-generated insights based on your clinic data.
Owner / Clinic Growth Solution – Patient Segments
Know every patient. Reach them instantly.
Diagnoses are extracted from clinical notes, patients are segmented by body region and condition, and targeted campaigns can start without spreadsheets or manual tagging.
Dashboard
Inbox
Automations
Journeys
Campaigns
Patient Segments
Settings
Patient Lists
+ New List
Name
Filters
Patients
Neck pain patientsBody Region = Neck556
Shoulder – lapsed 60d+Shoulder · No visit >60d89
Knee OA – post-dischargeKnee · Discharged134
Lower back – at riskLower Back · Plan incomplete203
AIDiagnosis Extraction
Extract diagnoses from clinical notes to power segmentation.
Build targeted patient lists and launch campaigns from what clinicians actually treated.
Owner Oversight Solution – Weekly Scorecard
Actionable coaching. Every week, every clinician.
Weekly Scorecard
5-week trend + 12-month baseline
Sophie Tan ▾
✦ Generate
Sophie Tan: 6–12 Apr 2026
6 Apr – 12 Apr 2026 · 5-week trend
Metric
6-12 Apr
30 Mar
23-29 Mar
12M Avg
Clinic Avg
Total appointments
22
20
24
19.4
14.8
New patients
4
3
5
3.6
2.6
Plans created
0
0
4
2.8
0.6
Plans / new patients
0%
0%
80%
78%
23%
Avg recommended appts
—
—
6.4
7.1
6.4
Avg booked appts
—
—
4.8
4.2
3.1
Booked / recommended
—
—
75%
59%
48%
↓ PDF✉ Email
AI Analysis
Auto-generated from scorecard data
Strengths
Consistently high appointment volume – above her 12-month and clinic averages.
Historically strong treatment planning – 12M avg 78% of new patients received plans, well above clinic avg of 23%.
Concerns
No treatment plans created in the last 2 weeks – down from 12M avg of 2.8/week.
7 new patients seen across the last 2 weeks with no plans created.
No booked or recommended appointments recorded in the last 2 weeks – rebooking has stalled.
Likely Drivers
Without treatment plans, patients lack a structured follow-up pathway – likely accelerating the decline in booked/recommended.
Recommendation
Review treatment plan workflow with Sophie. Her historical rate (78%) shows she values planning – this may be a workload or process issue rather than a coaching gap.
Auto-generated weekly scorecard per clinician. AI flags strengths, concerns, and likely drivers – before the GM has to ask.
Problem 5 · Clinic growth
People aren't just Googling. They're asking ChatGPT.
Answer Engine Optimisation is the new SEO: make the clinic clear enough that AI engines can understand, trust, and cite it.
Clinic Growth Context – Discovery Loops
The discovery loop has changed.
Search engine discovery loop
Search ranking
Keyword page
Local listing
Website click
The owner asks: do we rank?
→
AI discovery loop
Answer citation
Structured clinic profile
Condition Q&A and services
Competitor citation gaps
The owner asks: are we being recommended?
Clinic Growth Solution – Public Clinic Profile
A public clinic profile. Built for patients and AI answers.
Services, clinicians, conditions, special interests, and Q&A are structured so AI bots can understand the clinic and cite it accurately.
ANY PHYSIO
Anytime Physio
Shop B6/76 Skyring Terrace Newstead QLD 4006
Book online
Our team
JK
Joy Kim
Physiotherapist
Special interests in headache, migraine, neck pain, and clinical Pilates. Supports people with persistent pain and postural overload.
Book
AW
Alan Wan
Physiotherapist
Works across sports injury, workplace rehabilitation, and complex musculoskeletal presentations.
Book
LK
Leya Koh
Physiotherapist
Supports runners, gym-based rehabilitation, and return-to-sport planning.
Book
Book your appointment
Choose a time that suits you.
Book online
Contact
Phone(07) 3733 0944
Emailinfo@anytimephysio.com.au
WebsiteVisit site
Opening hours
Mon08:00 - 18:00
Tue08:00 - 18:00
Wed08:00 - 18:00
Thu08:00 - 18:00
Fri08:00 - 18:00
Sat08:00 - 13:00
Clinic Growth Solution – AI Visibility
See whether AI answers actually mention you.
The AEO dashboard tracks your share of AI answers by engine, source presence, and the questions patients are asking.
Marketing
Get found & grow your clinic
Overview
Public Profile
Get found
AI Visibility
Google Rankings
Competitors
Recommendations
AI visibility this week
73%
▲ 56%
Mentioned in 35 of 48 answer checks across 24 questions and 4 AI engines.
Week of 25/05/2026 · all tracked engines ran this week
ChatGPT
ran ok
71%
of questions mention you · ▲ 54pp
Gemini
ran ok
63%
of questions mention you · ▲ 50pp
Claude
ran ok
75%
of questions mention you · ▲ 58pp
Perplexity
ran ok
83%
of questions mention you · ▲ 63pp
Brand visibility & source presence over time
Visibility = share of answers that mention you. Source presence = answers that cite your page.
Visibility %Source presence %
Clinic Growth Solution – Competitor Analysis
See who AI cites instead. Then start the fix.
Competitor analysis shows share of voice, why other clinics win citations, and one-click workflows to draft better clinic content for approval.
Competitor map
10 tracked
You
Share of voice in AI answers
How often each brand is mentioned across the last 3 runs.
■ You · 36%
■ Motion Ease · 23%
■ Elite Health · 15%
■ ActiveForm · 12%
■ Sports & Exercise · 6%
Brand rankings
You vs tracked competitors across the last 3 runs.
Brand
Share of voice
Avg pos
Visibility
You
36%
#1.1
35%
Motion Ease Physiotherapy
23%
#2.1
35%
Elite Health & Performance
15%
#2.1
29%
ActiveForm Physio
12%
#2.5
16%
Why competitors get cited
7 beatable
Motion Ease Physiotherapy Beat their page
Winning prompt: best cupping clinic in Newstead. They win with a crawlable page you don't have yet.
Fetches only competitor page · drafts a page · approval required
Elite Health & Performance Beat their page
Winning prompt: physio for post-surgical in Newstead. Their page is cited 16x.
Agent drafts content for the clinic profile and website
Three practical takeaways
What to do with this on Monday morning.
01 · Start with scribes
Scribes are almost non-negotiable.
They improve patient care by lifting note quality, reducing copy-paste habits, and helping clinicians stay engaged with the patient.
02 · Redesign the workflow
Don't just add AI to everything.
The businesses seeing the greatest benefit are reworking the flow itself. A broken workflow does not become great because AI was added.
03 · Choose systems the team will trust
The best AI is the one people can safely use every day.
Look for tools that fit the clinic workflow, show their working, and make it clear what still needs human judgement.
Start with one workflow. Measure before you expand.
Pilot
Pick one repeated pain point and make that single flow better, not the whole clinic at once.
Measure
Look for real time saved and more consistent output across clinicians and shifts, not just a nicer demo.
Expand
Only widen scope when the team can explain the boundary, what the system may do, and may not, in plain language.
Thank you
Questions?
Happy to run through a quick demo or help set up a free trial.
Alan Wan
Clinic Partner, Anytime Physio · Founder, Quicka Health
