Part three of three
The admin that runs itself, from booking to onboarding to follow-up
Appointment booking, reminders, the chasing your team does by hand, onboarding a new client, and the follow-up that stops a warm enquiry going quiet. It runs on a schedule rather than when somebody remembers, and you only step in where you want to.
The outcome
Nobody costs the chasing, because it never looks like a job
It is ten minutes here and a phone call there, spread across every person on the team and every week of the year. It never appears on a timesheet and it is never invoiced, so it stays invisible while quietly eating the week. It is real work. Ask your team what they would do with the time back and you will get a specific answer immediately, which tells you they already know.
What it takes off your desk
- Booking and rescheduling
- Appointments go into the diary at the point the person is ready, not after three attempts to reach each other. Rescheduling happens without a phone call. What is possible depends on the system you already run, which we check before quoting.
- Reminders, so fewer people forget
- By SMS and email, on your timings and in your words. Most no-shows are not people changing their minds, they are people forgetting, and those two problems have completely different solutions.
- The chasing, on a schedule
- Records, signatures, documents, the information you cannot proceed without. Every one of them sits with somebody who has not sent it yet, and none of it moves until somebody asks. That somebody is currently a person on your team, one client at a time, unbilled.
- Onboarding a new client
- The sequence that turns a yes into a working relationship: what you need from them, in what order, chased until it arrives. This is where a surprising number of signed clients quietly fall out, because the gap between agreeing and starting is where enthusiasm goes to die.
- Follow-up on anything that goes quiet
- The enquiry that went cold gets followed up on a schedule rather than when somebody remembers. The person who was interested but not ready is kept in touch with until they are. This is the cheapest work in the building and almost nobody does it consistently by hand.
- One dashboard, and the numbers underneath
- What came in, what happened to it, and what it was worth. Most people interact with the whole thing through one screen and nothing else.
What it’s worth
Work out what the chasing costs you
Take the hours a week your team spends asking people for things, multiply by what that person costs you an hour, and multiply by fifty-two. It is almost always a bigger number than people expect, because it has never been added up before.
Six hours a week at £35 an hour is £10,920 a year of work you already pay for and have never billed. Invented figures, put your own in. In a lot of practices this is billable to the client as a service, which turns a cost into a line on an invoice.
How it’s built
It sits behind what you already use
Nobody has to learn new software. Enquiries arrive, get answered, and land where they land now. The automation runs on infrastructure registered to your business, your database and your workflows, so if we stop working together it keeps running and nothing has to be exported, because none of it was ever somewhere else.
- Registered to your businessThe numbers, the database, the automations, the website and every call record sit in accounts in your organisation's name.
- We hold access, not ownershipOur route in is a permission you grant, and one you can withdraw without anything stopping.
- If we stop working togetherThe system keeps running and nothing has to be exported, because none of it was ever somewhere else.
What it takes
We measure your baseline before we change anything
Two weeks of your actual numbers first, so any improvement is judged against what you were doing rather than against a promise. Nothing goes live until we can show you what it replaced. If the honest answer is that your admin is already tight and the problem is somewhere else, we would rather say so early.
What owners ask first
Can we take just this part?
Yes. It is the right place to start if you are busy enough, answering the phone properly, and losing the week to admin instead. If that describes you, more advertising is the last thing you need.
Do we have to change our practice management system?
No. This sits behind what you already run rather than replacing it. What it can do depends on what your system will let it reach, so we check that before quoting rather than promising and finding out afterwards.
Can we bill this on to our clients?
In a lot of practices, yes. Identity verification in particular is a statutory requirement with a fixed deadline and is routinely billed as a service. The chasing stops being an unbilled cost on your side and starts being a line on an invoice.
What happens to the people who currently do this?
They get their week back. In every business we have done this in, there was already a list of things nobody had time for. This is not a headcount argument, it is that the most expensive people in the building were spending their day asking for documents.
How long does it take to set up?
Days, not months. We measure the two-week baseline first, then build. Nothing is switched on until you can see what it replaced.
Free · No install · Results in 48 hours
Find out what's recoverable in your business
We contact you the way a new client would, by search, phone and web form, then show you the work you could be winning. Scored on three things: are you found, is the enquiry answered, does anyone chase it.