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What can we build?

All services

Clinic run on spreadsheets?

Clinic Systems

One system for treatments, bookings, patient accounts, and results. Built around your clinic, owned by you.

Learn more

Selling beyond the clinic?

Clinic Ecommerce

Sell test kits, skincare, vouchers, and treatment packages online, with checkout, stock, and fulfilment built around your clinic.

Learn more

Still doing it by hand?

Patient & Staff Apps

Patient apps and staff tools for the jobs your clinic still does by hand, each one built to do a single job properly.

Learn moreNew

Admin eating the day?

AI Integration · Intelligence

We find where your clinic's time actually goes, fix the workflow, then put AI to work on the jobs it does well.

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Diary not full enough?

Clinic Websites

Fast, custom clinic websites that turn local searches into booked appointments. Built around a goal and live in four weeks.

Learn more

Site slow or going down?

Hosting

Managed hosting and care for your clinic site, with edits, monitoring, backups, and security handled. Your site stays quick and online while you see patients.

Learn more
Clinic AI reportVol. 01

AI workflow automation for clinics that gives the hours back.

We map where your team's time really goes, fix the workflow around it, then set up AI for the jobs it does well, with patient data handled carefully and a person checking what matters, so you can give reception hours back, answer enquiries faster, cut the retyping, free up clinicians, fill more of the diary

Book a time audit See what's possible
Opportunity map · example clinic

  • Answering the same enquiries

    Reception · Low effort

    Quick win

  • Retyping results and forms

    Admin · Low effort

    Quick win

  • Referral and report summaries

    Clinicians · Medium effort

    Big bet

  • Clinic policy assistant

    Practice manager · Medium effort

    Big bet
Pick your clinic type and this map changes. Your audit measures the real one.

Fits around

  • Your booking system
  • Patient records
  • Lab portals
  • Google Workspace
  • Microsoft 365
  • Outlook
  • WhatsApp Business
  • Website enquiries
  • Stripe
  • Xero
  • Shared drives
  • Your own systems

Chapter 01Below the surface

Most clinics have only scratched the surface.

Ask a clinic team what they use ChatGPT or Claude for and you will usually hear the same three things. That is the tip. Underneath are the jobs that eat the week: enquiries, referral letters, results, forms and follow ups.

Most clinics never get there, because nobody has measured the work or set AI up safely around patient data. That is exactly what we do.

Measure

where the hours go

Fix

the workflow first

Give back

the hours that matter

What most clinic teams use AI for

  • Drafting an email
  • Rewording a letter
  • Quick questions

What is possible in a clinic, set up safely

  • Enquiry triage
  • Referral summaries
  • Lab PDFs into results
  • Recall reminders
  • Clinic policy assistant
  • Consent pack prep
  • New starter onboarding
  • Results letters
  • Insurer reports
  • Aftercare in your voice
  • Review replies
  • Rota planning
  • Stock and supplier checks
  • CQC evidence packs
  • Patient friendly reports
  • Treatment plan letters
  • Audit trails
  • Marketing within ASA rules

Where the hours go

Copy. Paste. Retype. Repeat.

AI can save your business hours every week when the workflow changes. Call notes turned into proposals. Data moved from one system to another. The same report rebuilt every week. Using AI for the odd email leaves the workflow untouched.

9+ hours

A week spent on manual data entry by US professionals, on average.

$28,500

The estimated annual cost per employee.

  1. 01

    Find the time drains

    Map the workflow and measure where your team's hours go.

  2. 02

    Automate the repeat work

    Claude handles repetitive steps in your format, connected to your tools.

  3. 03

    Keep people in control

    Your team checks the result, keeps the judgement, and makes the final call.

* Parseur and QuestionPro survey of 500 US professionals, July 2025.

Watch on YouTube

Chapter 02What's possible

AI can lighten every part of your clinic.

Pick a role to see a few of the jobs we look for. Your time audit measures which ones are worth doing in your clinic, and in what order.

  • Reception · 01Time

    Enquiry replies drafted

    Common questions about treatments, prices and availability answered in your voice, ready to send.

  • Reception · 02Time

    Inbox sorted and routed

    Emails and web forms tagged and sent to the right person first time.

  • Reception · 03Revenue

    Out of hours answers

    Routine questions handled any time, with anything clinical handed to a person.

  • Reception · 04Revenue

    Rebooking nudges

    Patients due a follow up or the next session in a course get a timely, personal reminder.

  • Reception · 05Time

    Call notes written up

    A quick summary and next step logged after every call.

  • Reception · 06Quality

    Review replies

    Thoughtful replies to every Google review, good or bad, for you to approve.

Tell us your clinic type and the cover map updates

These are starting points. Your time audit finds the ones worth doing.

Measure the hours in my clinic
Watch on YouTube(opens in a new tab)

The same six steps

A coffee and a software deal run the same six steps.

The businesses look nothing alike. The workflow is the same, and so are the places AI fits.

  1. 01

    Attract

    • One clip becomes a week of content
    • A website chatbot that books demos

  2. 02

    Convert

    • Ordering on WhatsApp
    • A reply to every lead within a minute

  3. 03

    Onboard

    • Remembering every regular
    • A new customer's data imported automatically

  4. 04

    Deliver

    • Demand forecast before it hits
    • A support agent for the common questions

  5. 05

    Collect

    • Books that reconcile themselves
    • Billing that rescues failed payments

  6. 06

    Renew

    • Win-back offers that send themselves
    • Early warnings on accounts at risk

Most teams start with AI in one step. The bigger opportunity is the handoffs between them.

Try it

Try a job your clinic does every day.

This is what Claude looks like once it is set up for a clinic: it reads your templates and policies, follows your house style and pulls in what it needs from your tools, then a member of your team checks and approves the result.

Pick a task

Claude

Set up for your clinic

Demo

Pick a clinic task to see it at work.

Illustrative demo with made up clinic examples · not connected to Claude

Chapter 03The tool we use

We use Claude. And we set it up around patient data.

Claude is Anthropic's AI. It is very good at what clinic admin runs on: reading long referral letters and lab reports, writing clear letters and following your house style. But a login is not a rollout. The value comes from what it knows about your clinic, what it can and cannot see, and how carefully your team uses it.

  • 01

    Reads the long stuff

    Referral letters, lab reports and policies, read and summarised in seconds.

  • 02

    Learns your clinic

    Projects hold your treatments and house style. Skills teach it how your clinic writes letters and replies.

  • 03

    Fits your tools

    Connectors link Claude to email, shared drives and calendars. Custom connectors reach the rest.

  • 04

    Careful with data

    Business plans keep patient data out of model training by default, and admins decide who sees what.

  • 05

    Grows with you

    From everyday drafting to custom tools built on the Claude API, like the lab report parser we built.

AdminAccessPolicy

Your data and rules

Access · patient data policy

EmailDriveBookingCalendar

Connectors

Email · drives · calendar · booking

ReceptionCliniciansAdmin

Projects and Skills

Your clinic · your letters

Claude

Set up for your clinic

Your clinic team on top · Claude set up safely underneath

Chapter 04Your clinic plan

We build your clinic's AI plan. Then we help you put it to work.

Bringing AI into a clinic is a patient care and data decision, not a software install. We start with your team and your patients, not the technology, and work out where AI gives back the most hours without adding risk.

  1. 01

    Understand the clinic

    Your treatments, your team, your systems and how a patient moves from first enquiry to follow up.

  2. 02

    Measure the week

    Where the hours really go, role by role, from the front desk to the clinic room.

  3. 03

    Prioritise with you

    Each job scored for hours saved, effort and patient data risk, so the order is obvious and agreed.

  4. 04

    Plan, then deliver

    A costed plan with the quick wins first, and the team to fix, set up and build it when you are ready.

Clinic opportunity landscape · example Prioritised
  • Quick wins
  • Big bets
  • Easy extras
  • Not yet
  • Roadmap

A note from us

AI will not fix a broken process. So we fix the process first, and give your team the hours back.
Hizmedia Intelligence

Chapter 05How we work

Measure first. Then give the hours back.

Every clinic engagement starts by measuring where the time goes. Then we fix the workflow, set AI up safely, train your team and build what is missing.

Where every engagement starts

Time audit

Know exactly where your clinic's hours go.

We sit with reception, clinicians and your practice manager, map a normal week and measure where the time goes. Every drain is scored for hours saved, effort and patient data risk, then turned into a costed plan with the quick wins first.

  • A week mapped, role by role
  • Hours measured per task
  • Patient data risk check
  • Costed plan, quick wins first

Good fit if · Your team is stretched and you want to know what AI could take off them before you spend anything.

How the audit works
02

Fix

Fix the workflow before adding AI.

Often the biggest win needs no AI at all. We remove the steps that should not exist, simplify forms and clean up the handovers between reception, clinicians and billing.

  • Steps removed
  • Simpler forms and handovers
  • Hours measured before and after

Good fit if · Admin feels heavier than it should and nobody is quite sure why.

More on this step
03

Set up

AI set up safely for your clinic.

We set Claude up for your team with the right plan, access and data settings, connect it to the tools you already use and write a clear policy on what patient information can and cannot go in.

  • Plan, access and data settings
  • Connected to your tools
  • A written AI use policy

Good fit if · You want your team using AI, but only in a way your data protection lead would sign off.

More on this step
04

Train

Every role confident, and careful.

Short, practical sessions for reception, clinicians and managers, built around your real tasks. People leave knowing what AI is good for, how to check its work and when not to use it.

  • Sessions for each role
  • Playbooks for reception and clinicians
  • Safe use with patient data

Good fit if · A few people already use AI on their own and you want everyone doing it the same, safe way.

More on this step
05

Build

Custom tools for the jobs no app fits.

When the standard apps are not enough, we build on the Claude API: lab PDFs read into structured results, enquiries sorted and drafted, reports prepared, with your team approving anything that matters.

  • Results and document parsing
  • Enquiry triage
  • Human approval built in

Good fit if · You have a clinic process that is specific to you and nothing off the shelf quite fits.

More on this step

Chapter 06What we set up

Everything set up, safely, for your clinic.

A proper rollout is more than logins. These are the pieces we put in place, tuned to your roles, your systems and your patient data rules.

  • Reception playbookProject
    • PDFTreatments and prices1.2 MB
    • DOCLetter templates86 KB
    • XLSPrice list 202644 KB

    Instructions: our tone, UK spelling, cite sources

    01Projects

    A shared space for each role, loaded with your treatment information, templates and house style, so Claude starts every task knowing your clinic.

    Weset up Projects for reception, clinicians and admin, and keep them current.

  • Referral letterSkill
    • Read the referral letter
    • Apply the letter format
    • Use the clinic house style
    • Flag for clinician sign off
    proposal.docx

    02Skills

    Your clinic's standard ways of working, packaged so Claude follows them every time: referral letters, enquiry replies, aftercare and results letters.

    Wewrite and test Skills for your clinic's letters and replies.

  • MailFilesBookingCalendarClaude

    03Connectors

    Links to the tools you already use, so Claude can read and draft where the work happens, within each person's access and never beyond it.

    Weconnect your tools and build custom connectors where there is no way in.

  • ~/lab-report-parserCustom tool

    $claude "read results from lab PDFs"

    + it("extracts markers and ranges")

    + it("flags out of range results")

    - const UNITS = "mmol/L"

    + const UNITS = report.units

    12 tests passed · ready for review

    04Custom tools

    For the jobs no app covers: tools built on the Claude API, like reading lab PDFs into structured, patient friendly results.

    Webuild, host and support them, with a person approving the output.

  • Workspace accessAdmin
    • ARAdmin
    • JMMember
    • SKMember
    Data not used for trainingPatient data policy on

    05Admin and security

    The right plan, permissions and data settings, plus a written policy on what patient information can and cannot go in.

    Weset up access and data settings, with a policy your data protection lead signs off.

  • Team adoptionWeeks 1 to 8
    Illustrative

    06Adoption

    The part most rollouts miss: reception and clinicians using it well every day, not just the keen few.

    Werun short sessions for each role and measure the hours saved.

Chapter 07In practice

What AI looks like inside a clinic.

Examples of the kind of thing we put in place. Yours are designed around your own systems, roles and patient data rules.

  • Claude + connectors · patient enquiries
    1. 1Patient enquiry arrivesWebsite
    2. 2Sorted, clinical ones flaggedClaude
    3. 3Reply drafted in your house styleClaude
    4. 4Reception checks and approvesPerson
    5. 5Sent and logged against the patientAutomation
    01Set up

    Enquiries handled in minutes

    Patient enquiries sorted and drafted, clinical ones flagged, and reception approving what goes out.

  • Claude Skills · clinic library
    Search clinic Skills
    • Reply to a consultation enquiryReception
    • Summarise a referral letterClinicians
    • Draft a results letter for sign offClinicians
    • Write aftercare for today's treatmentEveryone
    • Check a post against ASA rulesMarketing

    Shared with the whole clinic

    02Set up

    One way of writing, clinic wide

    The letters and replies that work, saved as Skills, so results stop depending on who writes them.

  • Claude training · reception team

    Using Claude well on reception

    Five short modules built around a day on the front desk.

    • Patient data basics01
    • Replying to enquiries02
    • Using the clinic Skills03
    • Checking AI output04
    • When to hand to a clinician05
    03Train

    Sessions built for each role

    Short, practical modules around what reception and clinicians actually do.

  • Custom tool · lab report parser

    Patient

    Ref. 20417

    Test

    Full blood count

    Source

    Lab PDF

    Draft report

    • Markers and ranges extracted
    • Out of range results flagged
    • Plain English notes added
    • Laid out in your report template
    Send for clinician review
    04Build

    Lab reports without the retyping

    Results read from lab PDFs into your template, with a clinician reviewing before anything goes out.

  • Claude Project · clinic policies

    How long do we keep consent forms?

    For as long as the patient record they belong to, which our retention schedule sets out in section 3. The current consent templates are in the Forms folder.
    Records retentionConsent forms

    Answers only from documents it is allowed to see

    05Build

    An assistant that knows your clinic

    Answers from your policies and procedures, with the source shown every time.

Illustrative examples

Proof

We built this for a UK clinic. We can build yours.

All our work
AiwasLabs logo

Case study · Healthcare · 2025

A report parser that turns lab PDFs into signed-off patient reports in minutes.

Read the case study
to parse and send a report
Minutesto parse and send a report
more booking conversions
35%more booking conversions
admin runs it all
1admin runs it all
Lighthouse performance
90+Lighthouse performance

“It feels like our own system, not software we rent.”

AiwasLabs

Chapter 08Making it fit

Why AI needs to learn your clinic.

Out of the box, AI is like a locum on their first morning. It knows a lot of medicine and nothing about your clinic: your treatments, your prices, your letters or your rules. Four layers change that, and setting them up carefully is most of what we do.

  1. Layer 01

    Projects: your knowledge

    Treatment information, prices, preparation sheets and FAQs, loaded into a Project so Claude can draw on them.

  2. Layer 02

    Skills: your process

    How your reception team actually replies, written as a Skill that Claude follows every time.

  3. Layer 03

    Connectors: your tools

    Links to email, shared drives and your booking system, so Claude works where the work is.

  4. Layer 04

    Admin: your rules

    What Claude can see, what needs a person to sign off and what patient information never goes in.

Reply to Priya. She's asking how to prepare for her blood test.

Context loaded

  • Blood test prep sheet
  • Reply guide
  • Booking system
  • Draft only

Thank you for your message. Preparation for blood tests can vary depending on the test being carried out. Please follow any instructions you have been given and do not hesitate to contact us if you have any further questions.

Generic · could be anyoneExample

Chapter 09Your team

Less admin. More time with patients.

AI takes the repetitive part of the day. Your team keeps the clinical judgement, the patient relationships and the final say. Pick a role to see how that plays out.

Claude handles

Before the day starts

06:00 to 08:45
  1. 06:10

    Overnight enquiries sorted

    Web forms, emails and messages tagged, with routine replies drafted to check.

  2. 06:45

    Today's list checked

    Missing forms, unpaid deposits and prep reminders flagged before patients arrive.

  3. 07:30

    Reminders drafted

    Appointment, fasting and aftercare messages ready to go out.

  4. 08:40

    Cancellations matched

    Gaps in the diary matched to patients on the waiting list.

Everything drafted for the receptionist to checkReady 08:45
R

Your receptionist

The rest of the day

09:00 to 17:30
  1. 09:00

    Checks and sends

    A few minutes reviewing drafts. Nothing reaches a patient unseen.

  2. 10:30

    Welcomes patients

    More time at the desk for the people in front of them.

  3. 13:00

    Handles the tricky calls

    Worried patients, complaints and anything clinical go to a person.

  4. 15:30

    Keeps the diary full

    Time to call back the enquiries that matter.

Clinical judgement, patient care and the final say stay with your team.

Chapter 10The timeline

From first audit to hours saved.

A typical clinic engagement. Yours is shaped by the time audit, phases overlap so the work keeps moving, and you can stop after any of them.

  1. Time audit

    A week measured, plan agreed

    Wk 1–2

  2. Workflow fixes

    Steps cut, forms and handovers simplified

    Wk 3–6

  3. Safe setup

    Access, data settings and AI use policy

    Wk 5–8

  4. Team sessions

    Reception, clinicians and managers

    Wk 7–12

  5. Custom tools

    Parsers, triage and drafting on the Claude API

    Wk 11–20

  6. Measure and support

    Hours compared, new starters, updates

    Wk 17+
Start Delivery, overlapping Ongoing, optionalIllustrative timings
01

Fixed fee to start

The time audit is agreed up front, so the first step has no surprises.

02

Quoted phase by phase

Every next step is priced against your plan before anything starts.

03

Yours to run

Take the plan and carry it on with your own team at any point.

Chapter 11Where to start

Start with a clinic time audit.

Before anyone buys a tool, we measure where your clinic's time actually goes and which of those hours AI could safely give back. You get a plan you can act on, with us or without us.

  1. 1

    A conversation

    Your clinic, your team, your systems and what is wearing people down. Plain questions, honest answers.

  2. 2

    A week, measured

    We follow a normal week from the front desk to the clinic room and record where every hour goes.

  3. 3

    Your plan

    What to fix, what to automate and what to leave alone, costed and in order, with the hours each should save.

What you walk away with

  • Where your team's hours go, task by task
  • Workflow fixes that need no AI at all
  • The jobs AI can take on, with hours saved as the target
  • What should never go near AI in your clinic
  • Patient data and UK GDPR considerations
  • A costed plan and a walkthrough with your team
Book a time audit

For UK private clinics.

Chapter 12Patient data

Patient data stays safe by design, not by luck.

The real risk in most clinics is staff pasting patient details into free tools nobody approved. Set up properly under UK GDPR, AI is more controlled than the workarounds many teams use today.

  • Business plans that do not train on your patients' data by default
  • Only the minimum patient information ever sent, and only where needed
  • Connectors only reach what that staff member can already see
  • Nothing clinical or patient facing goes out without a person approving it
  • A written policy on what must never go into AI, agreed with your data protection lead
One person's boundary Example setup
Staff member
Claude

Same permissions · nothing added

Inbox
Records
Booking
Accounts
Human sign-offA person approves

Nothing reaches a patient before this point

Patient data in free toolsOut of bounds

Chapter 13Why us

AI for clinics, from people who build clinic systems.

01

We build clinic systems

Hizmedia builds booking, patient accounts and lab systems for UK private clinics. The people who plan your AI can also build what it needs.

02

Patient data first

The minimum data sent, providers vetted, settings that keep your data out of model training, and your data protection lead involved from the start.

03

A person checks

Anything clinical or patient facing is reviewed by your team before it goes out. AI drafts, people decide.

04

Hours, not hype

We measure the time a job takes before we change anything and again afterwards. Time saved is the number we report.

Chapter 14Questions

Clinic questions.

Something else on your mind? Ask us directly.

Does our clinic need AI at all?

Not always, and we will tell you. The time audit often shows that a cleaner workflow saves more hours than any AI tool. We only add AI where it clearly earns its place.

What can AI actually help with in a clinic?

Drafting replies to common enquiries, summarising referral letters, pulling results out of lab PDFs, sorting and routing the inbox, and preparing letters and notes for a clinician to check. Clinical decisions stay with your clinicians.

Is it safe to use AI with patient data?

It can be, with care. We send the minimum data needed, choose providers and settings where your data is not used to train their models, and work through the details with your data protection lead. Some jobs are best done without patient data leaving your systems at all, and we will say so.

Will AI replace our reception team?

That is not the aim. The aim is to take the repetitive work off your team so they have more time for patients. AI drafts, people decide.

Does it work with our booking system and patient records?

Usually, yes. We work with the systems you already have. Where a system has no way in, we look at exports, shared inboxes or a small custom connector, and tell you plainly what is and is not possible.

Why Claude?

It is very strong at the work clinic admin runs on: reading long documents, writing clear letters and following your house style. Its business plans do not train on your data by default. If another tool suits a job better, we will say so.

How do you measure the result?

We record how long the work takes before we change anything, then measure again afterwards. You see the hours saved in plain numbers, against the targets agreed in your plan.

How much does it cost?

The time audit is a fixed fee agreed up front. Anything after that is quoted against the plan, so you know the cost before any work starts.

Further reading

Guides for clinics getting AI right.

All resources

    AI for UK private clinics

    Give your clinic the hours back.

    Start with a time audit. You will know where your team's hours go, what to fix first and what AI should give back. Your plan looks something like this.

    Book a time audit director@hizmedia.com