It repeats often
Staff handle the same administrative handoff every day or week.
Medical practice automation · Australia-wide
One clinic handoff. Mapped, controlled and ready to build.
Custom healthcare workflow automation for intake, referrals, recalls and follow-up administration, designed around your current PMS, named human owners and explicit clinical stop points.
- ✓ Existing systems first
- ✓ Human exceptions named
- ✓ Fixed written scope
LUNA / CLINIC OPSWorkflow Blueprint
Scope document · 0101
TriggerWhat starts the work
02
Minimum dataWhat the step actually needs
03
Approved actionWhat access allows
04
Human exceptionWho takes over
05
Recorded outcomeHow the loop closes
System of recordYour existing PMS
Medical practice automation connects repetitive clinic administration through agreed triggers, limited system actions, human review points and a documented outcome. For an Australian clinic, useful automation may prepare new-patient forms, track missing intake information, run clinic-approved recall sequences, route referrals and reports, create results follow-up administration tasks, send supported payment links, notify the right staff queue and record each handover. It does not diagnose, interpret results, set clinical urgency or replace practitioner judgement. LUNA Systems maps each workflow around the software the clinic already uses. Where a PMS, CRM, calendar, form, payment or communications platform provides authorised API access, webhooks or a supported connector, LUNA can scope it into the workflow. Available actions still depend on the platform, subscription and clinic permissions. Before building, LUNA documents the minimum necessary information, access controls, exceptions and staff responsibilities. The aim is one safer, clearer administrative path with visible ownership.
Clinic Handoff Lab
Four common workflows. One controlled operating pattern.
See where automation moves the work—and where a person takes over.
Choose a handoff04 clinic scenarios
Same control model. Different clinic task.
Clinic Workflow Blueprint
Prepare the visit without hiding incomplete information
Administrative path
- 01TriggerBooking or referral received
A new appointment or referral starts the approved intake path.
- 02Minimum dataRequired details only
Appointment type, contact details and the correct form set.
- 03System actionSend, check and create
Send the form, check completion and create the agreed PMS task.
- 04Human exceptionClinic admin reviews
Missing, conflicting or sensitive details move to a named person.
- 05Recorded outcomeReadiness is visible
Completed items and remaining work are recorded before the visit.
Choose the first workflow
Automate the stable handoff, not the uncertain decision.
The best starting point is repetitive, bounded and already owned. If the normal path cannot be agreed, software will only move the confusion faster.
Good first workflowBlueprint candidate
The rule is stable
The normal path can be written down without asking a clinician to decide.
A person owns exceptions
Someone is authorised to resolve missing information, failure or ambiguity.
The result is visible
Completion can be recorded in the clinic’s existing operating system.
Integration reality
The PMS remains the system of record.
Choose the connection after access is confirmed.
01Connection tier
Authorised API
Use the platform’s documented access and the narrowest permissions the workflow needs. Available read and write actions still depend on the clinic account, vendor and plan.
Examples to assess: Cliniko, Halaxy, coreplus and PracSuite02Connection tier
Supported connector
Use an approved webhook, marketplace app or connection layer when a direct public API is not the right route.
Examples to assess: Timely, Nookal, Xero and Microsoft 36503Connection tier
Structured fallback
Create a secure form, structured task, export or parallel queue when safe write-back is not available. Useful automation does not require pretending a native integration exists.
Access checked case by case for closed or specialist systemsCliniko’s official API guidance says API keys carry the same permissions as the user and should be handled like a password. LUNA checks the real account access before promising a connection.
Read the official Cliniko API guidance ↗The operating boundary
The workflow must know what it can do, who takes over and what gets recorded.
LUNA documents the proposed data flow and controls. The clinic reviews the design and remains responsible for its privacy, clinical and operational decisions.
Clinic-approved rules
The clinic defines wording, recipients, timing, escalation and actions that always require a person.
Minimum necessary information
Each step is designed around the fields needed for that administrative purpose, not a copy of the full patient record.
Scoped access
Accounts, API keys and permissions are treated as sensitive access and limited to the agreed job.
Visible failure
Missing data, uncertain matches and delivery failures move to a named human queue with context.
Reviewable record
Important actions, exceptions and handovers leave a status the clinic can inspect.
Clinical stop point
The workflow does not diagnose, interpret results, set urgency or replace practitioner judgement.
OAIC guidance for APP 11 describes both technical and organisational measures as part of the reasonable steps used to protect personal information. The appropriate controls still depend on the clinic’s circumstances.
Read OAIC APP 11 guidance ↗100+automation workflows built and runningLUNA operational figure · July 2026
Evidence, kept in context
Broad automation experience. No invented clinic result.
“Justine was an absolute pleasure to work with, she clearly communicated the timelines, explained the process and what would be required to meet our objectives.”
Tom Rossell · verified Google Business Profile review · July 2026. This feedback relates to LUNA’s broader business and AI automation work, not a patient or clinic outcome.
The LUNA method
Start small enough to test properly.
Map. Bound. Build. Break. Approve.
Choose one handoff
Document its trigger, systems, people, failure points and required outcome.
Confirm the operating edge
Check access, minimum data, clinic approvals, exceptions and clinical stop points.
Create the smallest useful path
Implement the normal route, logs, human review and a safe structured fallback.
Test the failure states
Run missing data, duplicates, access limits, delivery failures and staff handovers.
Hand control to the clinic
Confirm responsibilities, documentation, change access and the ongoing review plan.
Decision questions
Medical practice automation FAQ
01What is medical practice automation?↓
Medical practice automation uses agreed rules to move repetitive administrative work between the clinic’s forms, communications, payment tools and practice-management system. A useful workflow starts with a clear trigger, performs a limited system action, sends exceptions to a person and records the outcome. It should support staff rather than automate diagnosis or clinical judgement.
02What clinic workflows can be automated?↓
Common starting points include new-patient forms, booking administration, approved recall sequences, referral and report distribution, results follow-up administration, payment or deposit links, internal notifications and handover queues. The right first workflow is usually the repetitive process with a clear owner, stable rules and a visible administrative outcome.
03Can LUNA integrate with our practice-management system or CRM?↓
LUNA can assess a PMS, CRM, calendar, form, payment or communications platform when it provides authorised API access, webhooks or a supported connector. Examples include Cliniko, Halaxy, coreplus, PracSuite, Calendly and connector-based paths. Nookal, Power Diary, Best Practice, MedicalDirector, Genie, Gentu and other systems are checked against the access available to the clinic account before write-back is promised.
04Will automation send test results or decide which patients are urgent?↓
No. LUNA does not automate clinical interpretation, diagnosis, triage or urgency decisions. A clinician can define and approve an administrative next step, and the workflow can create a task, route it, send approved wording where appropriate and record its status. Clinical meaning and escalation remain with qualified clinic staff.
05How is patient information protected?↓
The design starts with the minimum necessary information, role-based access, secure credentials, vendor permissions, action logs, retention decisions and a clear exception path. The clinic remains responsible for its privacy obligations and approvals. LUNA documents the proposed data flow before build work starts so the clinic can review it.
06Do we need to replace our current software?↓
Usually not. The first option is to work with the systems the clinic already uses. Where approved access is limited, a structured message, export, secure form or parallel task queue may still remove duplicate handling without pretending a native integration exists.
07How much does healthcare workflow automation cost?↓
LUNA quotes after the workflow and system access are mapped. Cost changes with the number of systems, vendor access, data sensitivity, exception handling, testing and ongoing support. You receive a fixed written scope before work begins rather than a public price range that treats a simple form handoff and a multi-system workflow as the same project.
08How long does a clinic automation take to build?↓
A focused workflow can often be scoped and built faster than a multi-system program, but the timetable depends on vendor approval, account access, clinic decisions, testing and privacy review. LUNA starts with one bounded workflow, confirms dependencies in writing and expands only after the first path is working safely.
09What is the difference between custom automation and practice-management software?↓
Practice-management software is the clinic’s core product for appointments, patients, billing or records. Custom automation connects approved steps around that system or closes a specific administrative gap. LUNA is not replacing the PMS; the work is designed around what the clinic already runs.
Bring one repeated handoff
Map the clinic workflow before buying another tool.
Tell us what starts it, which systems are involved, who makes the decisions and where the work currently stalls. We will assess the smallest sensible scope before quoting.