Part three of four
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 things you cannot proceed without. Every one sits with a client who has not sent it yet, and none of it moves until someone asks. Right now that someone is 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.
The work that never appears on a timesheet.
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. Your accounts and your data are registered to your business and exportable at any time at no charge. The automation runs on our shared platform, which is what makes this a monthly fee rather than a build cost. Want it in-house one day? We will hand it over and quote the migration honestly.
- Registered to your businessThe phone numbers, the ad accounts and the spend that runs through them, the website, and every client and call record. All in your organisation's name, and all of it stays with you.
- The automation runs on our platformThe workflows themselves sit on a shared platform we run and maintain, which is what keeps it a monthly fee rather than a build cost. Our route into your accounts is a permission you grant and can withdraw.
- If we stop working togetherYour accounts, numbers and data stay exactly where they are, and you can export the lot at any time at no charge. If you want to take the automation in-house too, we can hand it over: that one is a migration with a setup cost, and we will quote it honestly rather than pretend it is a switch.
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 · No obligation
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.