Australian allied health practices using Jane App or Cliniko for appointments but doing nothing automated after the appointment are missing the recall, review, and referral workflows that turn one visit into a long-term patient relationship

Jane App and Cliniko both provide appointment reminder functionality natively but neither provides a fully configurable automated recall sequence triggered by treatment completion date and condition type. To build a recall sequence outside the native reminder tool, the standard approach is to export or sync appointment completion data from Jane App or Cliniko into an automation platform -- typically Zapier or Make -- and configure a time-delayed message sequence that sends an SMS or email to the patient at the recall interval appropriate for their treatment type. For a physiotherapy practice, this might be an SMS at three months post-discharge; for a dental practice, a message at six months post-clean. The message includes a direct booking link back into HotDoc or the practice's Jane App or Cliniko booking page. The sequence tracks whether the patient books, and if they do not, sends a second message 10 days later. A practice running this sequence consistently recovers 10-20% of lapsed patients without any manual effort from the front desk.

An automated Google review request for an Australian allied health practice is triggered by appointment completion status in your practice management software -- when an appointment is marked as complete in Jane App, Cliniko, or Dental4Windows, the automation sends an SMS to the patient approximately 24 hours later with a personalised message and a direct link to your Google Business Profile review form. The link is created from your Google Business Profile URL using the Google review shortlink format (maps.google.com/...?hl=en), which takes the patient directly to the review submission screen without requiring them to search for the practice. The message should be short -- under 160 characters -- personalised with the patient's first name, and should not be sent after every appointment type: suppress review requests after appointment types where the patient experience may not yet be complete (e.g., first consultation, procedure recovery). The system is built using Make or Zapier connected to your practice management software, with an SMS gateway such as Twilio, MessageBird, or an AU-based provider like Burst SMS.

A GP referral tracking workflow for an Australian specialist practice is built as a CRM layer that records each new patient referral source -- the referring GP's name, practice, and contact details -- at the time of the initial consultation booking, then tracks referral volume per referring practitioner over time. When a referred patient attends their first appointment, the system sends an automated acknowledgement to the referring GP confirming that the patient has been seen and providing a brief outcome note where clinically appropriate. The CRM dashboard shows the practice principal a monthly view of referral volume per source, referral-to-attendance conversion rate, and which referring practitioners have not sent a referral in the past quarter. This creates a structured basis for the principal to manage the referral relationship with data rather than impression. The system is typically built using Airtable, HubSpot, or a custom database with a form interface for the front desk to record referral source at intake.

Automated private health insurance guidance for Australian allied health patients is delivered via a post-appointment SMS or email sequence that fires after treatment appointments -- not administrative bookings -- and contains a short message explaining how to claim the rebate, a link to the practice's preferred health fund portal where applicable, and a note on how to check remaining annual benefit with their fund. The message is triggered from appointment completion data in your practice management software and is configured to suppress for patients whose records indicate they hold no private health insurance. A second message in the sequence, sent 10 days later, prompts the patient to confirm their next appointment and notes that their annual benefit period typically resets on 1 January. This approach reduces treatment dropout from rebate confusion by giving patients the information they need to continue treatment without having to ask the front desk.

HotDoc integrates directly with both Jane App and Cliniko via supported API connections, synchronising appointment availability, new booking creation, and appointment status updates between the HotDoc patient-facing booking interface and the practice management software. When a patient books via HotDoc, the appointment is created in Jane App or Cliniko in real time; when the practitioner marks the appointment as complete in the practice management software, HotDoc reflects that status. HotDoc handles pre-appointment reminders natively through this integration, sending SMS and email reminders to patients before their appointment. What HotDoc does not provide is the post-appointment workflow: recall sequences, review requests, insurance guidance, and referral tracking are not part of HotDoc's product. These downstream workflows require a separate automation layer built on top of the appointment completion data that flows between HotDoc and Jane App or Cliniko.