For therapy, rehab & health teams
One system that runs your practice.
Your calendar, notes, email and invoicing probably already work. We connect them into one system that runs the whole practice, and automate the busywork between them. Where something is genuinely missing, we build it.
Where we help
The admin-heavy parts of casework, connected into one clearer way of working.
Intake & onboarding
Referrals and new clients captured into a structured workflow — no manual spreadsheet entry, with missing-information checks built in.
Booking, sessions & rescheduling
Appointment booking, availability, rescheduling and reminders, with progress visible as sessions delivered against sessions approved.
Stage-based correspondence
Client emails sent automatically at each stage of the pathway, and inbound messages monitored with replies prepared for approval.
Letters, reports & session notes
Official letters and reports generated as PDFs; sessions run over video with transcripts captured and worked up into supporting reports.
Questionnaires & consent
Questionnaires issued and their completion tracked, and clients reminded about appointments and any consent form still unsigned.
Reporting, billing & audit
Progress reports drawn from the case, billing through the same system, and a full audit trail to the standards referrers expect.
How it works
Integrate what you have, automate the gaps, build only what is missing.
We start without assuming you need a new platform. Most practices already own good tools; the problem is the copying, chasing and re-typing between them. That is the part we take away first.
In production
See it running a real practice, end to end — Cassie.
Who it fits
For small and medium teams with real operational complexity.
- Therapy and psychology practices
- Occupational health and rehabilitation teams
- Case-management and specialist health teams
- Third-party teams handling insurer, employer or referrer workflows
We build around your existing tools, your workflow and the way your team already knows the work. Cassie shows what this looks like in a live practice.
Working with us
A simple way to start, build and keep improving.
We normally begin with a structured review, agree a sensible first build, keep the technical layer stable where needed, and scope later improvements separately. Every stage is a fixed quote, so a small practice always knows the cost before committing.
Start with a diagnostic
Workflow review
We review the admin load, existing tools, referral flow, calendar steps, document work and recurring decisions before recommending what to keep, improve, connect or support with automation. It is a fixed, modest fee, agreed before we start.
Agree the initial scope
First implementation
The first build takes on whatever costs your team the most time, such as intake, scheduling, reminders, templates, responses, case tracking or reporting.
Ongoing technical care
Technical maintenance
Where appropriate, an ongoing technical arrangement can cover hosting, monitoring, backups, service configuration and infrastructure upkeep.
Evolve by agreement
Further improvements
As the team’s needs develop, new workflows, letter templates, dashboard views, integrations, AI features or process changes can be scoped separately.
Ongoing technical care supports stability and service upkeep. Additional functionality is agreed separately.
Beyond the systems
Look as professional as the work you do.
Referrals come from insurers, case managers and employers, and they notice how a practice presents itself. Monica Garcia spent years working with provider firms from the other side of the table, at the world’s largest reinsurer, so she knows what referrers look for when they choose who to work with. She helps practices position themselves for the referrals they want to win.
More at Monica Garcia Consulting- Positioning and proposition: where you sit in the market, what you offer, and why you
- A review of your marketing materials and how your brand comes across
- Professional client-facing materials, from first contact to discharge
- Communication designed for the insurers, case managers and employers who refer to you
What we design together goes straight into the system: the letters, reports and emails your practice sends automatically carry the same brand.
Client data
Health data, handled with proper care.
- UK GDPR by design, with client records held in the UK or EU
- Role-based access, so people only see the cases they work on
- A full audit trail of who viewed or changed a record
- Your data stays yours: exportable at any time, no lock-in
We are happy to walk your data-protection lead or referrers through the setup before anything goes live.
Start
Show us the workflow you would like to improve.
We will help identify what could be streamlined, what needs human review and what should remain deliberately manual.