real life case studies from our allied health clients

Every client is different, and we aim to tailor our services for every one we work with. Below are four case studies from real clients of Pro-Assist to help give you an idea of how Pro-Assist can positively impact your business.

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Casestudy 1: you need a practice management system to "get it all out of your head" and off spreadsheets

Amanda is a Occupational Therapist in Adelaide. Amanda has successfully scaled her business to include 2 employees, but still continued to manage clinical caseloads using Excel spreadsheets and Google Calendars. Much of her time was consumed in updating records manually, manual invoicing, sending out appointment emails and referral documentation and scouring through her email box to recall important client information.

We worked with Amanda to identify her needs and matched her business with the most suitable Practice Management System. Armed with her fee structure, basic business information, caseload and favourite templates, we completely configured a new Cliniko practice management system for her - ready for her and the team to step in and immediately start using it.

Since we implemented her Cliniko system, Amanda has saved 5 hours a week through basic automation and improved organisation.

Amanda needed:

  • Cliniko set up and configuration

  • Zoom Training call with her and the team to introduce them to the system

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Vee is an experienced Speech Pathologist from Victoria and enjoys working with her paediatric caseload. Vee has run her own private practice for many years, but in the last few years has felt the strain of managing a clinical caseload with the ever-demanding admin requirements of running a business. Vee found herself struggling as she always put her client needs first, and felt uncomfortable creating structure in her business.

For Vee, we:

  • Manage the entire New Client referral process, ensuring New Client forms and referrals are in place prior to her seeing her clients.

  • Administer all of the NDIA Portal work: Raising Service Agreements, processing Payment Requests and reconciling (matching up) payments in her Practice Management System.

  • Oversee her business operations and create structure in her business by implementing systems and procedures as appropriate.

  • File clinically relevant communications and documents in her Practice Management System.

Total cost per week: $320


Alana runs a multidisciplinary clinic in Brisbane. Each day she receives at least two new referrals and it is her policy that they are contacted within 24 hours. However, as she has her own caseload and demanding family requirements, she was finding that her client intake was slipping. On top of that, her team are at capacity, so new clients need to be added to the waitlist based on the urgency of the referral.

For Alana, we:

  • Create a profile for the new referral in her Practice Management System

  • Call the referral and conduct a thorough intake call, including completing a Triage process to define the urgency of the referral.

  • Complete the Intake Form and upload it to the Practice Management System.

  • Upload any referral documentation (I.e. NDIS Plan, EPC, MHCP)

  • Select the therapist best suited to the referral and send them the referral details to book the initial appointment.

  • For referrals on the waitlist, we make contact with each referral every month to check in on them and advise of their status on our Waitlist. If they have found another service, we remove the from the waitlist.

Total cost per week: $110