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Cassie · Our product

The system a specialist practice actually runs on.

Cassie brings intake, booking, correspondence, documents, reporting and billing onto one system, on top of the tools the team already uses — and the team operates it by talking to it. It is running a vocational rehabilitation practice in production today.

What it replaced

The practice manages specialist rehabilitation cases for professional referrers. Onboarding a client meant typing details into a spreadsheet by hand, which produced errors and the occasional lost record. Client updates were sent manually, picked from thirteen email templates. Assessments, sessions and rescheduling were tracked separately. Every record also had to be clear enough for external review, reporting and handover.

mgctech brought all of it onto one system. The spreadsheet is gone, the templates fire at the right stage on their own, and any case’s history can be searched in one place.

What it runs

Intake that starts structured

Referrals arrive as PDF or Word documents and are read into a structured case automatically, with missing information flagged rather than silently lost. A referral can also be taken by dictation.

Booking, sessions and rescheduling

Self-service booking against live availability, rescheduling, reminders and attendance — with progress shown as sessions delivered against sessions approved.

Correspondence by stage

The right message at the right point in the pathway, sent with its calendar events and workflow notes. Incoming client email is tracked against the case.

Documents and reports

Letters and reports generated as PDFs ready to send, sessions captured and turned into supporting reports, and every document held against the case.

Questionnaires and consent

Validated scoring issued and tracked, with trends over time, a transferable-skills profile, and clients chased for unsigned consent.

Reporting, billing and audit trail

Progress reports drawn from the case, invoicing that follows the delivered work through the accounting system, and a record of every change to the standard referrers expect.

The agent inside it

Most of the day’s work happens in a conversation.

Cassie has an AI agent built in, sitting beside the case being worked on. It has around seventy distinct actions available — roughly two-thirds of them read-only — and it is how the operator does much of the work, rather than clicking through screens.

Ask it anything about the case load

Case summaries and status, sessions left, what is overdue, who needs following up, questionnaire trends, outcome and return-to-work rates by referrer, cohort averages, referral trends by month — answered from the live record, in plain language.

It finds what nobody can remember

Names matched even when misspelled — and when it is not certain it asks rather than guessing. It searches meaning across notes, documents and correspondence at once, finds comparable past cases and puts two cases side by side.

It reads the documents

Referral forms, assessment and progress reports, letters and spreadsheets — including scanned and password-protected files — and answers questions about what is in them, pulling values out of the original referral instead of reporting a field as missing.

It drafts from the record

Case formulations, preparation notes for the next session, progress and discharge report skeletons, and full narrative reports for referrers — each built from the actual case, for a person to review.

It does the work, not just the talking

Taking a referral, correcting a record, booking, moving or cancelling appointments, recording attendance, sending stage correspondence or a one-off email, filing and sharing documents, raising and amending invoices and sending them out.

Nothing happens without you

Every change arrives as a preview first — the actual email, the actual invoice, before-and-after for a record change — editable on the card, then confirmed or discarded. Capable, but never acting on its own.

What you actually say to it

Plain instructions, not a command language.

Real examples from the working day. It asks when something is ambiguous, and anything that changes a record comes back as a preview to confirm.

Catch up on a case

  • Who is JD?
  • Summarise her case
  • How many sessions are left?
  • What happened with this one?

The week ahead

  • What’s on this week?
  • Find me three slots for an assessment
  • Did she attend session 3?
  • Move Tuesday’s session to Thursday at 2pm

Register and correct

  • Register a new client for LV — Jane Smith, claim ref 44821, VR
  • Correct the spelling of her surname
  • Copy the case manager from the earlier referral
  • Her mobile is wrong — update it

Across the whole practice

  • Who needs following up?
  • Who is awaiting a report?
  • Return-to-work rate for this insurer?
  • How many referrals last quarter?

Documents and drafting

  • What does her assessment report say about her role?
  • Draft a progress report
  • Prep me for tomorrow’s session
  • Write the report for LV

Billing

  • What am I sitting on?
  • Invoice this case for September’s sessions plus £120 for report amendments
  • Send that invoice
  • Invoice every client for September
  • Who is late paying?

Why it is safe to let it work

A capable agent is only useful if you can trust what it does. Nothing is written the moment the agent decides to do it — every change is proposed, shown in full and confirmed by a person. Around that sit the guarantees that stop a confident mistake from becoming a real one:

  • Every confirmed action is recorded in an audit trail
  • A preview is pinned to what it was based on, so a stale action refuses rather than acting on information that has since changed
  • Confirming twice never sends an email twice or creates a duplicate
  • It can only write to the addresses that belong to that case, not any address it decides on
  • Email is prepared as a draft by default — a real send takes an explicit instruction
  • Irreversible deletion is restricted to an administrator
  • Instructions hidden in pasted text or in documents are stripped out, so it cannot be talked out of its own rules

In the product

Every case tracked stage by stage, with sessions delivered shown against sessions approved.
Outcome measures from assessment to review — PHQ-9, GAD-7 and Work Ability Index over published severity bands, with the change in band called out.
Referrals arrive as PDF or Word documents and are processed into structured cases.
Stage-based correspondence: the right template at the right point, with calendar events created on send.
Billing follows the work: delivered sessions ready to invoice through the accounting system.

One of these for your firm

We build bespoke systems like Cassie for small and medium firms — the kind of team that runs real case work on spreadsheets, inboxes and folders because no off-the-shelf product fits the way they actually work. We integrate what you already own first, automate the gaps, and build only what is genuinely missing.

Cassie is the proof that it works end to end, agent included. Yours would not be a copy of it — it would be shaped around your pathway, your referrers and the standards you have to meet. The usual first step is a Decision-Support Audit: we map the current process, find the gaps and recommend a proportionate next move.

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