Are you a SaaS product I'm subscribing to?

No. Easier Clinic is a service. We install our team and our automations into your existing tools (Cliniko, Halaxy, Xero, etc.) and document everything as we go. There's no app to log into and no licence to renew, when our engagement ends, the workflows and SOPs stay with you.

How are you different from a generic offshore VA agency?

Most VA agencies sell you hours. We sell you an operations layer, a trained VA, paired with workflow design, automations, and SOPs that mean the work survives turnover. You're not managing a contractor; you're plugging a function into your clinic.

Is patient data safe with offshore VAs?

Every VA we place works from a controlled environment with VPN-gated access, audit logging, and signed confidentiality agreements. We follow the Australian Privacy Principles (APP 11) and we'll provide our DPA and security overview on request. Sensitive identifiers stay inside your practice management system, we don't replicate them into ClickUp.

Do we have to use ClickUp?

No. ClickUp is our default because it gives the team visibility without an extra licence per seat. If you already live in Notion, Asana, or Monday, we'll build there instead.

What if the VA isn't a fit?

We'll replace them within the first 30 days at no cost. Beyond that, replacement is included in our standing engagement, we own retention.

Can you handle Medicare and DVA claims?

Yes. Medicare Online, DVA, and the major private health funds. Our billers are trained on the AU schedule before they touch your account. Recovered-revenue numbers depend heavily on your current acceptance rate; we'll give you a realistic projection on the diagnostic call rather than a marketing figure.

How quickly can we start?

We aim for a 14-day install from signed agreement. The first day is the diagnostic; we'll quote against your specific stack and seat count. We're currently accepting our first five founding clinics at introductory pricing, that's the fastest path in.

Your clinic loses A$16,629 a month to work nobody owns.

We install the people, the systems and the dashboards that stop the leak. Live in 14 days, inside the tools you already run.

Book the diagnostic See the maths

No lock-in contract
APP 11 aware
$0 replacement guarantee

Loss ledgerLIVE

Without Easier Clinic · monthly

Missed and unreturned calls

A$4,210

Recall lists nobody works

A$6,180

Rejected and unchased claims

A$6,239

Leaking every month

A$16,629

Fig. 01The leak, itemised. A 3 to 5 practitioner clinic, monthly.

1.Illustrative. Based on RACGP, AIHW & IBISWorld 2025 data, 3 to 5 practitioner clinic.

Plugs into the stack you already run

ClinikoHalaxyNookalPower DiaryBest PracticeHotDocHealthengineXeroMYOBTandaMedicare OnlineTwilioMaken8nZapierClickUp

02What we install

Four builds. One install.

No SaaS to log into. No platform to learn. We install the people, the systems and the automations into your existing stack, then step out, leaving documentation and a team that runs without us.

01.

Clinic-trained VAs

Receptionists, billers, recall coordinators and clinical admin trained on Cliniko, Halaxy, Nookal and the AU Medicare workflow before they touch your data.

Right person, matched in 7 days

Easier Clinic OSLIVE

Morning call queue

07:52Inbound call, new patient
07:52VA answered in 6 seconds
07:55Booked: Thu 08:40, Dr Tran
07:55Confirmation SMS sent
08:03Recall list: 11 patients queued

Fig. 02Reception VA working the morning call queue.

02.

ClickUp workspace + SOPs

Production-ready workspace stood up. SOP library seeded with the first 12 to 18 documents you actually need.

Operations, finally visible

Easier Clinic OSLIVE

Front-desk board · SOP-linked

Backlog

Recall batch, GPMP

DNA rebook: S. Chen

Doing

Claim 8824 resubmit

Done

Intake forms sent

18 SOPs seeded · every task owned

Fig. 03Your clinic's workspace. Every task owned and visible.

03.

Workflow automations

Make, n8n and Zapier built for the gaps your stack does not close. No rip-and-replace.

Toil, gone

Easier Clinic OSLIVE

Booking → intake → record

01HotDoc booking

02Make scenario

03Cliniko record

No human in the loop · logged end to end

Fig. 04Booking to intake to record, no human in the loop.

04.

Reporting dashboards

Looker or Power BI pulling from Cliniko, Xero, HotDoc, Medicare and your telephony, tuned to KPIs you actually use.

Numbers, in one place

Easier Clinic OSLIVE

Owner's view · 7 systems

Utilisation

81%

Claims accepted

96%

Recalls worked

142

DNA recovered

Fig. 05The owner's view. Seven systems, one screen.

Easier Clinic OSLIVE

Morning call queue

07:52Inbound call, new patient
07:52VA answered in 6 seconds
07:55Booked: Thu 08:40, Dr Tran
07:55Confirmation SMS sent
08:03Recall list: 11 patients queued

Fig. 02Reception VA working the morning call queue.

03Find your leak

Four taps. Your own ledger.

Rough it out in 20 seconds. The diagnostic call replaces these assumptions with your real numbers.

1. What kind of clinic?

2. How many practitioners?

3. Missed or unreturned calls?

4. Rejected claims a month?

Leak estimatorLIVE

Your clinic · monthly estimate

Answer the questions and your ledger writes itself, one row per answer.

Fig. 06Your leak, estimated from your answers.

Book the diagnostic, get the real number

2.Estimate built from your four answers and the stated assumptions. Average appointment values are assumed per specialty and will be replaced with your real billing data on the diagnostic call.

04What you'll see

Dashboards we build in week two.

Every install includes one. Growth includes three. Pick from this library, or scope a bespoke one for your stack.

Tap any report to open it.

How utilised is each practitioner?

Practitioner utilisation

Per-practitioner booked hours vs available capacity. Daily, weekly, monthly. Flags anyone running below 70% three days out.

Pulls from

ClinikoHalaxyNookal

Where is the billing leaking?

Revenue & billing pipeline

Medicare, DVA, private health and WorkCover side-by-side. Acceptance rate, days outstanding, top-rejection-codes drilldown.

Pulls from

Medicare OnlineXeroHotDoc

How many no-shows did we recover?

No-show & DNA recovery

DNA rate per-day-of-week, recovery rate, average time to rebook. Per-practitioner. Per-channel.

Pulls from

ClinikoHotDocTwilio

Which patients should we be chasing?

Recall pipeline

Patients due for recall, touchpoints fired, conversion. Cadences segmented by condition and practitioner.

Pulls from

PMSMaken8n

Are we billing the chronic-care cycle correctly?

CDM / GPMP lifecycle

721 to 723 to review status per patient. Overdue alerts. Items claimed vs items billable.

Pulls from

ClinikoMBS schedule

How well is reception performing?

Front-desk performance

Calls answered vs missed, time-to-pick-up, conversion to booking. Per-hour heat map for staffing.

Pulls from

TwilioCliniko

Are happy patients writing reviews?

Review velocity (NPS-routed)

NPS pre-survey results, routing decisions, Google review velocity, low-NPS recovery actions. Per-practitioner.

Pulls from

HotDocGooglen8n

Which practitioner pays for themselves?

Per-practitioner P&L

Revenue, contractor cost, room cost, net contribution. Monthly, with a 12-month trail.

Pulls from

ClinikoXeroMYOB

How much is stuck in third-party ageing?

WorkCover / TAC / DVA ageing

Open invoices by insurer, days outstanding, chase actions logged, recovery rate.

Pulls from

XeroWorkCover portalMake

Plus bespoke builds on request: APP 11 audit log, payroll-tax risk monitor, patient LTV by acquisition channel, NDIS plan tracking, inventory + vaccine cold-chain, roster cover + leave, or anything else you can name.

05A day at your clinic

Same clinic. Two very different days.

Clinic time

07:52

07:52First call of the day

The phone rings. Nobody's at reception yet.

Without

Goes to voicemail

New patient calls to book, hangs up after 4 rings. They try the next clinic.

- A$220 lost

With the install

Your Easier Clinic VA picks up in seconds

Trained reception VA captures Medicare details, books into Cliniko, triggers an auto-SMS confirmation.

+ A$220 booked

Reception VA + intake automation

Reception VA + intake automation07:52

07:52Inbound call, new patient
07:52VA answered in 6 seconds
07:55Booked: Thu 08:40, Dr Tran
07:55Confirmation SMS sent

09:30Billing submits claims

A Medicare claim comes back rejected.

Without

Sits in the rejection queue for 11 days

Your bookkeeper flagged it but is off-site. By the time anyone looks, the clock's nearly up.

- A$1,536 at risk

With the install

Billing pipeline re-submits in 48 hours

Auto-validates the code, corrects the field, resubmits. You see it on the dashboard the next morning.

+ A$1,536 recovered

Billing pipeline (VA + automation)

Billing pipeline (VA + automation)09:30

09:30Claim 8824 rejected, code 161
09:34Field corrected by billing VA
09:38Resubmitted to Medicare Online
11:02A$156.75 approved

11:45New patient walks in

Intake form never got filled.

Without

Practitioner loses 12 minutes

Patient fills a paper form at reception. Practitioner starts late. Every appointment after runs behind.

- 12 min / session

With the install

HotDoc intake sent at booking

The moment the appointment was booked, an intake form was SMS'd. Filled before they arrived.

+ on-time start

Booking automation (HotDoc)

Booking automation (HotDoc)11:45

07:55Intake form SMS'd at booking
08:20Form completed, 4/4 fields
11:45Routed to Dr Nair before arrival

14:15The no-show

Patient doesn't show. Nobody calls them.

Without

Slot sits empty

Reception is triple-booked. No time to chase. Patient forgets they cancelled and never rebooks.

- A$240 per slot

With the install

Recall flow fires in 90 seconds

Personalised SMS from their practitioner with a rebook link. Worked from a queue your VA owns.

+ rebooked same day

Recall automation (Make + SMS)

Recall automation (Make + SMS)14:15

14:15DNA detected: 2:00pm slot
14:16Rebook SMS sent
14:18Rebooked: Thu 2:40pm

17:00Review requests go out

Unhappy patient gets asked first.

Without

Google rating drops

Mass-email blast to every patient that visited today. The one with a complaint is the one who replies.

- Brand equity

With the install

Routed only to NPS-high patients

A pre-survey runs first. High-satisfaction patients get the Google ask. Low scores get a private feedback path.

+ reviews from the right patients

Review-routing automation

Review-routing automation17:00

17:00NPS pre-survey sent, 14 patients
17:20S. Chen (NPS 10) routed to Google
17:21M. Patel (NPS 4) routed to private form

18:30End of day

Owner opens a spreadsheet to check the numbers.

Without

The bookkeeper hasn't reconciled

Revenue, utilisation, no-show rate, all live in four different places. Real answer: wait until Thursday.

- Visibility

With the install

One dashboard, refreshed today

Rosters, rebooks, claim queues, recalls, all live in one workspace, with a multi-system dashboard on top.

+ 1 view, 1 login

ClickUp + reporting dashboard

ClickUp + reporting dashboard18:30

18:28Dashboard synced, 7 systems
18:2822 KPIs refreshed
18:30Owner checks numbers in 90 seconds

The day, totalled

One day. A$1,896 recovered. 6.2 hours back.

Multiply by 20 working days and the worked example above recovers roughly A$38,000 a month at a 4-practitioner clinic. Your numbers depend on your leak; the diagnostic call itemises it for your clinic.

Book the diagnostic

The example day, totalled

Revenue recovered in the example day

A$1,896

Staff hours handed back

6.2 hrs

05A day at your clinic

Same clinic. Two very different days.

Seven moments from a working day, with and without the install.

07:52First call of the day

The phone rings. Nobody's at reception yet.

Without

Goes to voicemail- A$220 lost

With the install

Your Easier Clinic VA picks up in seconds+ A$220 booked

Trained reception VA captures Medicare details, books into Cliniko, triggers an auto-SMS confirmation.

Reception VA + intake automation07:52

07:52Inbound call, new patient
07:52VA answered in 6 seconds
07:55Booked: Thu 08:40, Dr Tran
07:55Confirmation SMS sent

1 / 7

06Your first 14 days

What actually happens after you say yes.

Six phases on a 14-day calendar, each day with a named deliverable. This is the install, end to end.

The full phase-by-phase plan

Day 1

The diagnostic

Your leak, itemised

Twenty minutes with the founder. We map your stack, your staffing and your billing flow, and leave you a written leak ledger for your clinic.

leak_ledger.pdf · delivered

Day 2-3

VA matched

Shortlist + intro call

Candidates already trained on Cliniko, Halaxy or Nookal and the AU Medicare workflow. You meet them before they touch anything.

candidate_shortlist · 3 profiles

Day 4-6

Workspace stood up

ClickUp board + first SOPs

Your clinic's operations board goes live with the first 12 to 18 SOPs seeded. Every recurring task gets an owner and a due date.

workspace.live · 18 SOPs seeded

Day 7-9

Automations on

Booking, intake and recall flows

Make and n8n scenarios wired into your existing tools. Intake forms fire at booking. The recall queue starts filling itself.

6 scenarios · running

Day 10-12

Billing pipeline

Claims queue, worked daily

Medicare, DVA and private health rejections get a daily owner, a resubmission SLA and a paper trail you can audit.

claims_queue · SLA 48h

Day 13-14

Dashboards + handover

Owner's view, live

Your first reporting dashboard ships, the team runs a full day without us in the room, and you get the documentation pack.

dashboard.live · handover complete

07The maths

Why not just hire a VA, or a consultant?

Because clinic owners are usually drowning in vendors, not hours. We replace three engagements with one team.

Capability	Easier Clinic	Offshore VA agency	Ops consultant
Clinic-specific VAs trained on Cliniko / Halaxy / Nookal	✓	~	✗
Workflow design + SOP documentation	✓	✗	✓
Automations (Make / n8n / Zapier) built for you	✓	✗	~
Custom reporting dashboards built on request	✓	✗	~
Australian-led, Privacy Act (APP 11) aware	✓	~	✓
No lock-in contract, 30-day replacement	✓	~	n/a
Stays after the engagement (docs, SOPs, automations)	✓	✗	~

✓ included · ~ partial · ✗ not included

Easier Clinic

✓Clinic-specific VAs trained on Cliniko / Halaxy / Nookal
✓Workflow design + SOP documentation
✓Automations (Make / n8n / Zapier) built for you
✓Custom reporting dashboards built on request
✓Australian-led, Privacy Act (APP 11) aware
✓No lock-in contract, 30-day replacement
✓Stays after the engagement (docs, SOPs, automations)

Offshore VA agency

~Clinic-specific VAs trained on Cliniko / Halaxy / Nookal
✗Workflow design + SOP documentation
✗Automations (Make / n8n / Zapier) built for you
✗Custom reporting dashboards built on request
~Australian-led, Privacy Act (APP 11) aware
~No lock-in contract, 30-day replacement
✗Stays after the engagement (docs, SOPs, automations)

Ops consultant

✗Clinic-specific VAs trained on Cliniko / Halaxy / Nookal
✓Workflow design + SOP documentation
~Automations (Make / n8n / Zapier) built for you
~Custom reporting dashboards built on request
✓Australian-led, Privacy Act (APP 11) aware
n/aNo lock-in contract, 30-day replacement
~Stays after the engagement (docs, SOPs, automations)

✓ included · ~ partial · ✗ not included

Pricing is published.

Plans from A$1,200 a month. Setup priced up front. No lock-in.

See all four plans

08Why this works

Five defensible positions.

No superlatives. Verify every one of these on the diagnostic call.

Australian-led

Australian-managed delivery across onshore and offshore talent. APP 11, RACGP and MBS schedule changes are operating context, not an extra service line.

14-day install, named deliverables

Six phases on a 14-day calendar. Each day has a named deliverable. If a milestone slips, we pick up. No silent rebuilds, no Gantt-chart drift.

APP 11 + RACGP-aware

Patient identifiers stay inside your practice management system. We don't replicate sensitive data into ClickUp or third-party tools. DPA + security overview available on request.

Live in your tools

We work inside Cliniko, Halaxy, Nookal, HotDoc, Xero, whatever you run. Nothing to log into. Nothing to migrate. Nothing to learn.

$0 replacement guarantee

VA not a fit in the first 30 days? We swap them at no cost. Beyond 30 days, replacement is included in the standing engagement, we own retention.

Not ready for a call? Start with the playbook.

Ten Google Sheet templates we use inside real installs: recall triage, Medicare item cheat sheet, bulk-bill vs mixed calculator, DNA cadence and more. Free, no email required for the previews.

recall-list-triage.xlsxmedicare-item-cheat-sheet.xlsxbulk-bill-vs-mixed-calculator.xlsx+ 7 more

Open the playbook

09Questions

Things clinic owners actually ask.

10From the founder

I built Easier Clinic out of Nanolix Digital, after the same ops fixes kept repeating for clinic owners tired of vendor-juggling: a VA agency here, a consultant there, a dashboard freelancer somewhere else, and nobody owning the whole.

So we productised the pattern into one 14-day install: trained people, documented systems, automations and a dashboard, inside the tools you already run.

We're taking five founding clinics first. Small enough that I'm in the room for every install, and every email gets answered by me.

Huzaifa Usmani

Founder, Easier Clinic · Taking 5 founding clinics

Read the about page

11The ask

Stop paying for broken ops.

The leak doesn't pause while you think about it: A$16,629 a month at the example clinic. Twenty minutes with the founder. No pitch deck. You leave with your clinic's leak itemised and a fixed quote for stopping it.

Book the diagnostic Run your own numbers

No lock-in contract
APP 11 aware
$0 replacement guarantee