By industry: Healthcare
Practice automation for healthcare teams.
Intake that fills the record before the patient arrives, reminders that cut no-shows, referrals that do not get lost, and front desk staff who can look up from the phone.
- First workflow live
- Booking confirmation and reminders, usually inside the first sprint
- Usually owned by
- Practice owners and medical directors
- Built on
- Google Workspace, Microsoft 365, Twilio
- Judged on
- No-show rate and Intake re-typing
In short
Healthcare practice automation means patient intake forms that write to the record, bookings with reminders and waitlist backfill that reduce no-shows, referrals and documents captured and filed by patient, and invoices or claims raised from the completed appointment. SBD builds the administrative layer around your practice management or EHR system, in your accounts, and never makes clinical decisions.
Who this is for
Who brings us in, in healthcare.
- Practice owners and medical directors
- Practice managers and operations leads
- Front desk and reception leads
- Billing and revenue cycle staff
Is this you?
If three of these sound like your week, this page is about your business.
- Reception spends most of the day on the phone
- No-shows are not measured
- New patient forms are typed into the system
- Referral letters wait in an inbox to be filed
- Billing happens when someone remembers
What it costs today
Where healthcare loses the hours.
The front desk lives on the phone
Bookings, reschedules, directions and the same five questions, all by phone, while patients wait at the desk.
No-shows leave empty chairs
Reminders are manual or missing, cancellations are not backfilled, and every empty slot is lost revenue and a longer wait for someone else.
Intake is typed twice
Patients fill a paper or PDF form, then staff type it into the system, and errors creep into the record.
Referrals and documents go missing
Referral letters, results and consent forms arrive by fax, email and post, and filing them against the right patient is a daily backlog.
Billing waits for someone to notice
Invoices and insurance claims depend on staff remembering after the appointment, so revenue arrives late and denials are found weeks on.
Recalls and follow-ups slip
Patients due for review, repeat prescriptions or annual checks are tracked on a list someone forgets to check.
For healthcare practices
Fewer empty chairs. Less time on the phone.
Bring last month's no-shows and your intake form. We will show you what reminders, backfill and digital intake would have changed.
Show us your front desk
By company size
Healthcare at 10 people, and at 1,000.
- 1 to 10
One receptionist, one phone, and the owner doing the billing after hours.
- 11 to 50
A front desk team, a practice system that holds the record, and paper or PDF everywhere around it.
- 51 to 200
Several clinicians or sites, a billing team, and no-shows nobody measures.
- 201 to 1,000
A group of practices with different processes at each site and a central team reconciling them.
What we build
What we build for healthcare teams.
- 01
Digital intake that fills the record
A secure form sent with the booking, completed on the patient's phone, validated and written to the practice system before they arrive.
- 02
Bookings, reminders and backfill
Confirmations and reminders by SMS, WhatsApp or email at the intervals you set, two-way replies to confirm or cancel, and the waitlist offered the freed slot automatically.
- 03
Referral and document intake
Letters, results and forms captured from email or a scanning inbox, matched to the patient, filed by type, with anything uncertain queued for staff.
- 04
Billing from the appointment
A completed appointment raises the invoice or claim with the right codes, payment links sent, and denials and overdue balances followed up on schedule.
- 05
Recall and follow-up lists
Patients due for review flagged from the record and invited to book, with responses tracked.
- 06
Front desk assistant
Common questions answered from your own policies by message or web chat, with anything clinical or personal handed to staff.
The workflows
The healthcare workflows, and what sets each one off.
- 01 Booking confirmation and reminders
When an appointment is booked
ThenConfirmation sent, reminders at your intervals, replies update the booking
- 02 Waitlist backfill
When an appointment is cancelled
ThenThe slot offered to the waitlist in order, first to accept is booked
- 03 Digital intake
When a new patient books
ThenIntake form sent, completed, validated and written to the record
- 04 Document intake
When a letter or result arrives
ThenMatched to the patient, filed by type, staff alerted if action is needed
- 05 Billing and follow-up
When an appointment is completed
ThenInvoice or claim raised, payment link sent, overdue balances chased on schedule
The numbers we move
How a healthcare build is judged.
Every build has a number written into the blueprint. These are the ones healthcare builds are measured by, and how we measure them.
| Metric | Before | After | How it is measured |
|---|---|---|---|
| No-show rate | Unmeasured or high | Down, with freed slots backfilled | Missed appointments as a share of bookings, per week |
| Intake re-typing | Every new patient | None | Fields entered by staff from forms, per week |
| Days to bill | Days after the appointment | Same day | Time from appointment completed to invoice or claim sent |
| Unfiled documents | A daily backlog | Filed on arrival, exceptions queued | Documents waiting to be matched to a patient |
Documents and records
The paperwork that generates itself.
Names and tax rules differ by country. We build for the ones you file under, whether that is VAT, sales tax or GST.
Systems we connect in healthcare
What is usually already there, and what we add.
Anything with an API or a database we can read works the same way. Each tool links to its page in the integrations directory.
- Your practice management or EHR system
-
Google Workspace -
Microsoft 365 -
Twilio -
WhatsApp Business API -
Stripe - QuickBooks
-
Xero -
Supabase -
Retool -
n8n
Proof
Proof from builds like this.
- Customer story
Lead enrichment and sales automation
Enquiries qualified and answered in minutes with a person in the loop, the same pattern as patient enquiries and booking requests.
Read the story - Customer story
Retailer catalogue and order portal
An approved-access portal with live status, the pattern behind patient and referrer portals.
Read the story
The offer
The front desk starter
Thirty days to reminders that cut no-shows, intake that fills the record, and documents that file themselves.
- Week 1 to 2audit of booking, intake, documents and billing with hours and no-show rate measured
- Week 3blueprint, first build chosen by payback, usually reminders and backfill
- Week 4 onreminders and waitlist, digital intake, document filing, billing follow-up
- Accounts in your name, agreements in place, training for the front desk, sixty days of hypercare
What this does not do
So the scope is clear before the call.
- Clinical decision support or anything that diagnoses, prescribes or triages. Administration only.
- Replacing your practice management system or EHR. We build around it.
Terms, defined
Healthcare terms, in plain English.
- No-show rate
- The share of booked appointments where the patient did not attend or cancel in time.
- Waitlist backfill
- Offering a cancelled slot to waiting patients automatically, in order.
- Business associate agreement
- A contract under HIPAA in the United States that sets how a vendor handles protected health information. GDPR has an equivalent, the data processing agreement.
Questions
What people ask about healthcare automation.
Do you work with our practice management system or EHR?
We connect to systems with an API or a supported integration route, and build around them. The PMS or EHR stays the record. Where a system has no API, we work from its exports and the forms that feed it.
How do you handle patient data?
Everything runs in accounts you own, with access by role and an audit log. Where you are subject to HIPAA, GDPR or similar rules, we use vendors that sign a business associate or data processing agreement, and we sign one with you. Your compliance lead sets the requirement; we build to it.
Will AI give medical advice?
No. Any assistant answers administrative questions from your own policies, such as opening hours, preparation instructions and billing, and hands anything clinical to staff.
Does this work for dental, physio, mental health and specialist clinics?
Yes. The administrative pattern is the same: intake, booking, reminders, documents, billing and recalls. The forms, intervals and wording are yours.
How long until the first part is live?
Reminders and digital intake are usually live inside the first two-week sprint, because they sit beside the practice system rather than changing it.
Reading
- Systems
How much should an AI agent be allowed to do?
An agent with an unscoped token dropped a production database and its backups in nine seconds. The permission model we use for every agent: read widely, write narrowly, spend with a cap, and escalate when unsure.
- Operations
Who noticed when the workflow stopped?
Most automation failures are silent. The run shows green, the trigger is armed, and nothing happens for six weeks. How silent failure works in Zapier and n8n, what it costs, and the four checks we put on every build.
Related
- Function
Customer support
Answer the same question once, put the order on the ticket, and let people handle the conversations that need a person.
- Function
Back office
The admin layer that quietly consumes your team’s week, handled by systems instead.
- Function
Compliance and risk
Make the audit trail a by-product of doing the work, not a project you run afterwards.
By industry: Manufacturing, Distribution and logistics, Consulting and agencies, Service and e-commerce, Real estate, SaaS, Professional services
Healthcare
Talk to us about the front desk starter.
Bring the one healthcare workflow your team still runs by hand. You leave the call with a yes or no on fit and the first thing we would build.
Book the call