Outproduce
AI EmployeeBook a call

For clinic directors and practice managers running outpatient, dental, aesthetic or specialist services.

Why is reception always on the phone? Because referrals, bookings, recalls and results all land in different places.

Referrals, booking requests, consent paperwork and results arrive by phone, email and portal. Outproduce installs the path from the referral or enquiry into a confirmed appointment with the record prepared, plus recall scheduling, pre appointment documentation, and the claim or invoice assembled after the visit. Anything touching clinical records or patient communication waits for a named clinician or manager.

Book a callSee the workflows
  • Practice management
  • Patient record system
  • Inbox
  • Payment and invoicing
  • Patient portal

By hand today

What your team does by hand, and what we build.

You do this by hand

Referral letters are opened, read, and the patient record is created by hand.

We build this

A referral intake path that reads the letter, matches or prepares the patient record, and names anything missing.

What changes

Referrals become a prepared record instead of a task in a tray.

You do this by hand

Booking requests from several channels are worked through by reception between phone calls.

We build this

A booking request path that reads each request, checks eligibility and availability, and prepares the appointment.

What changes

Reception confirms bookings rather than reconstructing them.

You do this by hand

Consent forms and pre appointment information are sent manually and chased on the day.

We build this

A pre appointment pack path that issues the required documents and tracks each to returned.

What changes

The clinic knows before the clinic list starts what is outstanding.

You do this by hand

Recalls are managed from a list someone maintains and works through when there is time.

We build this

A recall path built from the patient record and the care interval, preparing contact for release.

What changes

Recalls run as a queue with a record of contact rather than a best effort list.

You do this by hand

After the visit, the invoice or insurer claim is assembled by looking up codes and notes.

We build this

A billing preparation path that gathers the attended activity and prepares the invoice or claim for approval.

What changes

Billing follows the visit closely and with fewer missing items.

Clinic capacity is lost in administration, not in clinical time. Every unconfirmed booking, missing consent form and late claim takes a trained person away from patients.

Patients compare private care to every other service they buy. Confirmation, preparation and follow up have to be reliable, which means they have to be a path rather than a habit at reception.

Lifecycle

Where the system runs and where a person decides.

Typical lifecycle in this sector
  1. 1Referral or enquiry arrives
  2. 2Patient matched or a record preparedAutomated
  3. 3Eligibility, funding and clinician fit checkedAutomated
  4. 4Clinical triage question raised where presentHuman approvalClinical judgement stays with a clinician.
  5. 5Appointment prepared and confirmedHuman approval
  6. 6Pre appointment documents issued and trackedAutomated
  7. 7Attendance recorded and billing preparedAutomated
  8. 8Invoice or claim approved and releasedHuman approval

Workflows

The workflows we install first.

Each one names the manual version, the installed version, and the approval point that stays with a person. Figures show sample records, never client data.

01

Referral to prepared record

The referral is read, matched to an existing patient or prepared as a new record, and anything missing is named. Clinical triage stays with a clinician.

Expected impactExpected impact: referrals are actioned sooner and with fewer gaps.
Illustrative referral intake handling · Illustrative
Referral contentWhere it landsWhen it is held
Patient identifiersPatient record matchAmbiguous match raised for reception
Reason for referralEpisode recordUnclear indication raised for clinical triage
Funding or insurer detailBilling recordMissing authorisation named before booking
Urgency statedAppointment priorityUrgent wording routed to a clinician
02

Booking request to confirmed appointment

Requests from each channel are read, checked against availability and eligibility, and prepared for reception to confirm.

Expected impactExpected impact: reception time moves from data entry to patient contact.
Illustrative trace of a booking requestIllustrative
  1. 01
    Request read

    Patient, service and preference captured from the channel it arrived on.

    Automated
  2. 02
    Checks run

    Clinician availability, service eligibility and funding state reviewed.

    Automated
  3. 03
    Conflict found

    No suitable slot or missing authorisation is raised with options.

    Escalated
  4. 04
    Reception confirms

    Named confirmation before the patient is told.

    Human approval
  5. 05
    Confirmation and preparation sent

    Appointment details and required documents issued.

    Automated
03

Pre appointment documents and recall

Required documents are issued and tracked to returned, and recalls are prepared from the care interval on the patient record.

Expected impactExpected impact: fewer cancelled or unproductive appointments.
Illustrative ladder for pre appointment readinessIllustrative
  1. Pack issuedConsent and history documents sent against the appointment.
    Automated
  2. Partly returnedOutstanding items remain named on the appointment.
    Automated
  3. Still outstanding before the listReception is given the list of appointments at risk.
    Human approval
  4. Clinically significant answerRouted to the clinician before the appointment proceeds.
    Escalated
04

Visit to approved invoice or claim

Attended activity is gathered into a draft invoice or insurer claim, with missing coding or authorisation named, and released after approval.

Expected impactExpected impact: billing is closer to the visit and rejections fall.
Illustrative comparison of post visit billing
CaseBy hand todayInside the installed path
Standard consultationKeyed from notes laterDrafted from the attended record for approval
Added procedureSometimes missedFlagged as billable activity on the episode
Missing authorisationDiscovered on rejectionHeld before release with the gap named

Go live

How it reaches production in your firm.

  1. 01

    Fit Review at reception and in clinic

    We watch referrals, bookings and billing move through the clinic as it actually runs.

    Free
  2. 02

    Operating Map

    The map names the patient and episode records, the checks, the document requirements and every clinical or manager approval point.

    Paid, yours to keep
  3. 03

    Production Install on a scoped service line

    A chosen service line goes live first, tested on real referrals with an agreed acceptance test.

    Human approves
  4. 04

    Managed operation or handover

    We run the exception queue with your team, or hand the documented system to a named owner.

    Monitored

What we measure

Baseline first, then the delta.

We record each of these before anything switches on, so the result is measured against your numbers, not a benchmark.

first builds: referral intake to prepared record · booking request to confirmed appointment · visit to approved invoice or claim

Related

Questions from private healthcare clinics.

Does it make clinical decisions?

No. Triage, clinical judgement and anything touching the clinical record wait for a clinician.

How is patient data protected?

Access follows the permissions in your existing systems, the data stays in those systems, and every action is recorded with its basis.

Can patients be contacted automatically?

Only for the message types your clinic has approved in writing. Anything else is prepared and released by a person.

Other sectors

Start here

Show us the workflow.

Tell us what starts it, who owns the result, which tools carry it, and where it stalls. We will tell you whether it is ready to map.

Book a 20-minute callOr send it in writing
Strong fit

The workflow repeats

One person owns the result

The records exist

Several tools carry the work