Workflow automation for allied health clinics

Less admin. More care.

We automate the repetitive work around referrals, bookings, cancellations and follow-up — built on the practice management system you already run.

Book a 20-minute call See what we fix
THE PLAN

A good week is a full one. Forty-five appointments, five days, every column green.

TUESDAY · 8:04 AM

A cancellation for 2:00 PM. In most clinics, that slot simply dies — and the waitlist never hears about it.

2:00 PM · FILLED

This one refilled itself from the waitlist — approved by your front desk, confirmed in minutes. That's the work we build.

The gap

The work between the systems

Your booking software holds appointments. Your phone holds enquiries. Your inbox holds referrals. Your waitlist sits in a spreadsheet, or in someone's head.

Between them sits the work no software does: deciding who to ring when a Thursday afternoon opens up, chasing the referral that arrived on Friday, remembering that a plan expires next month.

That work falls to whoever is at the desk. It is invisible, it is constant, and it does not appear in any report.

Where clinics lose time

The work your software starts, and someone has to finish

  1. A cancellation

    2:00 PM cancels at 8am → front desk checks the waitlist → starts ringing → gets interrupted → the slot is never filled

  2. A referral

    Email arrives with an attachment → details retyped into the system → allocated to a clinician → chased for what's missing → fifteen minutes, every time

  3. A clinician on leave

    One clinician calls in sick → six appointments to move → who else is free? → is a room free? → ring six families → update the calendar → and again tomorrow

  4. A plan expiry

    The date passes unnoticed → clinician chased for a report → history assembled by hand → a scramble that was avoidable a month ago

Not sure which of these costs your clinic the most? That is the first thing we work out.

One example of what we build

A cancellation, filled — without anyone picking up the phone

This is one workflow of many we build — shown end to end so you can see the shape of it. Five steps happen on their own. The one that matters does not: your front desk still decides who is offered the slot.

  1. 01

    A cancellation comes in

  2. 02

    Suitable waitlist patients identified

  3. 03 · Your team

    Front desk reviews the shortlist

  4. 04

    Offers sent, in order

  5. 05

    First patient to accept is booked

  6. 06

    Slot filled, waitlist updated

Built around the practice management system you already run — nothing is replaced, and nothing reaches a patient without a person approving it.

The difference

One workflow. One measurable result.

We don't arrive with a pre-built package and bend your clinic around it. We understand one workflow first, fix the part that is actually costing you, and measure whether it worked.

  1. We work with you

    We sit with your team and follow how enquiries, bookings, cancellations and follow-up actually move — not how the process is meant to work on paper. In your clinic if that suits you, on a call if it doesn't.

  2. We find where it leaks

    Usually it isn't where anyone expects. Often the fix is a good deal smaller than anyone expects, too.

  3. We build for your clinic

    Around your practice management system, your phone setup, your team's habits. Built for one clinic, not configured from a template.

  4. Your staff stay in charge

    No patient is contacted and no appointment booked without your team approving it first. Software proposes. Your team decides.

  5. We measure whether it worked

    One number, agreed before we start. If it didn't move, we say so.

How we work

Four steps, one workflow at a time

01 — WE LEARN YOUR CLINIC

We learn how you actually work.

No slide deck, no discovery questionnaire. Time with the people at the front desk tells us more than a month of meetings.

02 — WE START WHERE IT HURTS

We find what is actually costing you, and start with one of them.

Usually whatever is causing the most grief — or whatever delivers the quickest measurable return. Once we have shown that one works, we move on to whatever you want fixed next.

03 — BUILD & SIT WITH IT

We build the fix and stay while your team uses it.

Until it holds up on a bad Monday rather than a quiet Wednesday.

04 — MEASURE & DECIDE

We report the number honestly.

Then you decide whether a second workflow is worth doing. If the number didn't move, you'll hear that from us first.

Who builds it

Built by people who understand systems — learning from people who understand clinics

Plexara was founded by technology professionals with decades of experience designing and connecting operational systems.

We do not pretend that this makes us experts in running your clinic. That is why we begin by learning how your team's work actually happens, rather than arriving with a solution already in mind.

Amitav Dalai Co-founder

20+ years designing and integrating operational systems across healthcare-adjacent, utilities, banking, retail and enterprise environments.

Ajit Bhaskaran Co-founder

Two decades building and automating operational systems for banking, government and enterprise clients — much of it spent replacing manual processes with something that runs on its own.

Australia · Allied health · Founded 2026

Founding clinic pilot

We're looking for five clinics to build with

Plexara is new, and we would rather say so than pretend otherwise. We are taking on five founding clinics at a reduced rate, in exchange for working closely with your team and being allowed to measure the result properly.

What you get

A workflow diagnostic, one high-value workflow chosen together, design and build, testing with your staff, an agreed success measure, and the first stretch of monitoring — at a reduced founding rate.

What we get

A clinic that will tell us the truth about what is working — and, if it goes well, permission to describe the result.

Who this isn't for

If your admin load is genuinely under control, or you want an off-the-shelf tool you can switch on this week, we are the wrong firm. We will say so on the call rather than take the work.

Founding clinics only

Your December 2026 privacy obligations, handled.

From 10 December 2026, an Australian clinic's privacy policy has to disclose how automated systems make or shape decisions about patients. We review what you already run, write the disclosure, and hand you wording you can publish — included with a founding place. Ours is already up, so you can see the standard before you commit.

Data and privacy

Where your patient data goes, in plain words

  • We work with the systems you already have. We don't ask you to move your records.
  • Your patient records stay in your practice management system. We don't build a second database of your patients — though an automation will necessarily read details like a name, mobile number or appointment time while it does its job.
  • Anything we build is scoped to the minimum data the task needs, and nothing more.
  • Australian privacy obligations aren't an afterthought. Health data has rules, and clinics carry the liability — we build to that from the start.
  • Your team approves the decisions that matter, and every automated action is recorded.

If you want the technical detail before you'd let anyone near your systems, ask on the call. It's a reasonable thing to want.

Questions

Before you call

Do you replace our practice management system?
No. We build around whatever you already run — Cliniko, Nookal, Halaxy, PracSuite, Splose or something older. Replacing a clinic's practice management system is disruptive, expensive, and almost never the actual fix.
Is this an AI receptionist?
Not by default. Everything we build is designed around your clinic rather than sold as a fixed product, so an AI receptionist can be part of it if that is what you want. On its own, though, answering the phone is one channel — most of what we do is what happens to enquiries, bookings and follow-up afterwards.
How long does it take?
The first session is usually half a day, arranged to suit your clinic. A first workflow is measured in weeks rather than months — we confirm the timeline once we have seen how the work actually runs.
What does it cost?
It depends on what the visit finds, and we won't quote before then. Founding clinic places are at a reduced rate — and we've published the going rates in Australia and what moves them.
What if it doesn't work?
We agree the measure before anything is built, and we report it honestly — including when it didn't move. A result that failed is worth knowing in a fortnight rather than a year, and you will hear it from us first rather than work it out yourself. What happens next is written into the engagement rather than left to goodwill: the measure, the period it is judged over, and what we do if it misses.

Get in touch

What's the worst hour of your clinic's week?

Twenty minutes on a call is enough to work out whether there's anything here worth doing — and to tell you if there isn't.

  • No pitch deck, no obligation
  • We'll say if your admin load doesn't justify the work
  • Five founding clinic places

Prefer email? hello@plexara.com.au

Or see it working first — open the guided demonstration. Fictional clinic, nothing to sign up for.