AI staff for physio, optometry and aesthetics clinics
A physiotherapy, optometry or aesthetics clinic sells its clinicians' time, and loses it to everything around the appointment: the insurer's authorisation number, the consent form not yet signed, the enquiry that arrived on Sunday night. AI staff can follow up each of them in your booking system. They never advise a patient. Clinical questions go to your clinicians.
The admin around every clinic appointment
Insurer authorisation and invoices
An insured physiotherapy patient arrives with a membership number and a pre-authorisation number, and both go on the invoice. Insurers such as AXA Health want invoices sent electronically, usually through Healthcode, where a number in the wrong format is rejected. Authorisation is no guarantee of payment, so the practice manager also chases the shortfalls.
Forms and consent
Every new patient means a medical questionnaire and a consent form, sent from Cliniko, WriteUpp or Pabau. What a patient writes is health data, which needs extra protection under UK GDPR. The receptionist finds out on the day who has not completed theirs, and a 30-minute slot loses its first ten to the form.
Recalls and courses of treatment
An optical practice recalls each patient for a sight test, which the NHS recommends every two years unless the optometrist advises sooner, and in England claims its NHS tests online through PCSE. A physiotherapy clinic has to notice when a patient stops rebooking part-way through a course. Either way, someone works a list.
Enquiries and social media
Aesthetics enquiries arrive by web form and direct message, mostly out of hours. Whoever replies must know botulinum toxin is a prescription-only medicine that cannot be advertised to the public, and that in England injecting it or a filler for a cosmetic purpose into anyone under 18, or booking it for them, is an offence.
Roles for Private clinics
Phone answering and triage
Answers calls the front desk cannot reach, on a voice line set up with you: takes the caller's reason, books the appointment or passes on a note. Symptoms and treatment questions go to a clinician.
Diary and scheduling
Books the next session while the clinician's plan has sessions left, works the sight test recall list by email and refills cancelled slots from the waiting list. Recall intervals and treatment plans are the clinician's.
Lead response and qualification
Answers web form and email enquiries with your published fees, asks if the patient is insured or self-paying, and books a consultation. Direct messages stay with the front desk. Whether to treat is the clinician's.
Invoice and payment chasing
Checks each insurer invoice carries a membership and pre-authorisation number in the right format, then follows up unpaid invoices and patient shortfalls. Disputes with an insurer and anything written off go to the practice manager.
It drafts.
You approve.
We manage.
You don’t need a complex new platform. Your AI worker operates inside your existing tools under human supervision.
Human-in-the-loop
High-impact actions (sending emails, updating compliance records) wait for explicit human approval before execution.
A full audit trail
Every action is logged with who approved it, and we go through it with you each month.
Nothing to maintain
If a workflow breaks or a system changes, we fix it. Keeping it running is our job.
UK-hosted and kept separate
Your data is stored in the UK, and is never used to train AI models.
Questions owners ask
Can an AI agent answer a patient's question about treatment?
Not a clinical one. It can say what you offer, what it costs from your published fees and when you are free. Anything about symptoms, suitability, risks or results goes to a registered clinician: your HCPC-registered physiotherapist, your GOC-registered optometrist or your prescriber. It never judges whether something is urgent.
Can it book botulinum toxin or filler appointments?
It books a consultation with your practitioner, not the treatment. In England it is an offence to inject botulinum toxin or a filler for a cosmetic purpose into anyone under 18, or to book it for them, so anyone who gives an age under 18 is passed to a person. Whether to treat is the practitioner's decision.
Will its social media drafts stay within the advertising rules?
They are written with the rules in mind. Botulinum toxin is a prescription-only medicine and the CAP Code bars advertising those to the public, so drafts promote the consultation, never the product. A person at the clinic approves every post, and responsibility for what is published stays with the clinic.
Can AI staff deal with insurer authorisations and Healthcode invoices?
An AI worker can collect membership and pre-authorisation numbers at booking, check their format and prepare the invoice for your practice manager to check and send through Healthcode. The ICO counts invoices revealing health as special category data. Insurer calls, and any decision to bill a patient for a shortfall, stay with a person.