Your clinic AI workbook.

A short working session for you and your team, about 30 minutes. Don't just read it, fill it in. By the end you'll have your time leaks mapped, an AI-scribe consent and review checklist, a recall and reactivation plan, a one-page clinic privacy policy, and a 90-day plan. Type straight into the boxes and save as a PDF, or print it and write on it.

The ground rule. Patient information is sensitive health information under the Privacy Act. So across every tool here: get consent and a lawful basis, keep data in your practice system and vetted healthcare tools (never a free chatbot), and keep a clinician in charge of anything clinical. Automation carries the routine load; a person owns the care.

1Time-leak audit

Track a typical week, then jot rough numbers here. Notes spilling past closing, calls going unanswered, slots lost to no-shows or lapsed patients. Don't aim for precise, aim for honest.

Where time leaks	Rough cost / week	Hurts most? (1 to 5)

Our first one or two changes to tackle (the ones that hurt most):

2AI-scribe consent and review checklist

Before you trial a scribe like Heidi or Lyrebird, agree this. Consent the patient can decline, a clinician signing every note, and data handled properly. Tick what's true and write the specifics.

Patients are told plainly a tool helps write the notes, and can say no without affecting their care. Consent is recorded in the file (and noted on the intake form / confirmed verbally). A clinician reviews, corrects and signs off every note. The draft is a start, not the record. We've checked where data is stored, whether audio is kept, and that it isn't used to train the model. The note lands in our practice system (Cliniko / Nookal / Halaxy / Zanda / other), in the patient record. Our short consent line for staff to use: Who trials it first, and for how long:

3Recall, reactivation and reminders plan

Run all of this from your practice system, to patients you have a basis to contact, with an easy opt-out. Start with reminders (the quickest win), then a recall cycle, then a regular reactivation message.

Reminders: timing and wording we'll use (e.g. confirm at booking, SMS + email 1 to 2 days before): Recall: which review type we'll set up first, and the cycle: Reactivation: how often we'll pull a lapsed list, and our warm message: Every message has an easy opt-out, and only goes to patients we have a basis to contact.

4One-page clinic privacy / AI policy

Keep it to a page. This lets the team use AI with confidence and shows patients and any auditor you've thought it through. Fill in each line.

Approved AI tools (scribe, booking, reception). Nothing else touches patient data without sign-off: What patient data may go where (and what never leaves the practice system): Human oversight: who reviews and signs clinical notes, and how clinical / urgent calls reach a person: Who owns this policy, reviews new tools, and handles a question or complaint:

5Your 90-day plan

Steady beats big-bang. See and decide, prove one thing, then widen what works. Keep consent and review tight the whole way.

Weeks 1 to 2 (audit the leaks, pick first changes, draft the policy): Weeks 3 to 6 (prove one thing, usually the scribe or reminders; measure it): Weeks 7 to 12 (widen what works; add booking, recall or AI reception):

Your clinic AI workbook.

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