This is a complete sample AI Automation Audit for a fictional local clinic, right through to the fixed price proposal and the return it delivers. Read it as if it were your business: where does your time go, and what could you hand over first?
Where AI fits in your business, what to automate first, and how to bring your team with you.
Prepared for
Kestrel Physio & Pilates, Burleigh Heads, QLD
Prepared by
XSIV AI, Gold Coast
Date
October 2026
01
At a glance
Kestrel Physio & Pilates is a well run clinic with a team that wants to use AI but hasn’t been shown how. Around 37 hours a week go into admin that a person pushes forward by hand. Just over half of that can be handed to simple, safe automation, freeing the front desk and clinicians to spend more time with patients.
2.7/5Overall AI readiness Developing
37hManual admin hours each week today
23hHours a week the roadmap can return
11.5hFrom five quick wins in the first 60 days
What we found
Strong leadership intent and good core systems, but information is re keyed between them.
The biggest time sinks are clinical notes, new enquiries and follow ups.
Three of nine staff already use free AI tools at work without guidance. There is no AI use policy yet.
The team is curious and wants training. The main worry is mistakes with patient information.
What we recommend
Put safe foundations in place first. An AI use policy and a business AI workspace in week one.
Start with five quick wins around enquiries, intake, follow ups, reviews and recall. Low risk, visible results. Our proposal (page 08) prices this as the Growth package.
Train the team role by role so the tools feel like theirs, then pilot note drafting with one physio.
No roles are removed in this plan. The time returned goes back into patient care, faster replies and the work the team says it wants more time for.
02
How we assessed the business
7interviews with owners and staff
10workflows mapped step by step
9software tools reviewed
9 of 9team readiness surveys returned
Over two weeks we spoke with the owner, clinicians and front desk, mapped each workflow from first contact to final invoice, reviewed the practice system, accounting, email and booking tools, and ran a short anonymous survey on skills, confidence and concerns.
Readiness by area (score out of 5)
Leadership intent4.2Clear appetite from the owner. Wants time back for patient care.
Data and systems3.1Good core systems, but information is re keyed between them.
Team confidence2.8Curious, but worried about mistakes with patient information.
Team skills2.4Most use AI personally. Nobody has been shown how to use it for work.
Documented processes2.3Key routines live in two people’s heads.
Governance and safe use1.6No AI use policy. Some staff already using free tools at work.
1 Not started2 Exploring3 Developing4 Established5 Leading
Tools we reviewed
Practice management system
Online booking
SMS reminders
Accounting (Xero)
Email and calendar
Website enquiry form
Shared drive
Social media
Google Business Profile
The systems are sound. The gaps are in how work moves between them, and in how the team has been supported to use AI safely. Both are very fixable.
03
Where the time goes today
Hours per week spent on each workflow by hand, and how much of it the roadmap can return. The rule we use is simple: if a person is manually pushing each step forward, it’s a candidate.
Can be returnedStays with a person
Clinical notes5 of 7.5h
New enquiries4 of 6.5h
Invoices and health fund follow up0.5 of 4.5h
Post visit follow ups2.5 of 4h
New patient intake2.5 of 3h
Referrer letters2 of 3h
Lapsed patient recall1.5 of 2.5h
Reviews and social posts2.5 of 2.5h
Weekly reporting1.5 of 2h
Answering internal “how do we” questions1 of 1.5h
Total23 of 37 hours a week
The patient journey, today
EnquiryReplied by hand, often hours later
BookingOnline booking works well
Intake formsEmailed and chased by hand
AppointmentSMS reminder already automated
Notes and lettersTyped after hours
Follow upSent when someone remembers
RecallRarely happens
Manual step, automation candidateAlready working well
Three workflows, clinical notes, new enquiries and invoicing follow up, take 18.5 hours a week: half of all manual admin time. That’s where the biggest gains sit.
04
Opportunities, ranked by effort and impact
#
Opportunity
Priority
Hrs/wk
Risk
Human checkpoint
Q1
Enquiry replies drafted by AI, booking link includedn8n, Claude
Quick win
4
Low
Front desk approves every reply
Q2
New patient intake pack and form remindersn8n, practice system
Quick win
2.5
Low
Front desk checks incomplete forms
Q3
Post visit check in with home exercise remindern8n, practice system
Quick win
2.5
Medium
Physio approves templates; concerns flagged to a person
Q4
Google review request after the third visitn8n
Quick win
1
Low
None needed; opt out respected
Q5
Lapsed patient recall sequencen8n, practice system
Quick win
1.5
Low
Practice manager approves the list monthly
P1
Clinical note drafting from the physio’s dictationVetted health scribe tool
Plan next
5
High
Clinician reviews and signs every note; patient consent
P2
Referrer and GP letter drafts from notesClaude (business plan)
Plan next
2
Medium
Clinician edits and sends
P3
Weekly practice dashboard built automaticallyMake, Xero, practice system
Plan next
1.5
Low
Owner reviews weekly
N1
Social post drafts in the clinic’s voiceClaude (business plan)
Nice to have
1.5
Low
Practice manager approves posts
N2
Team knowledge assistant for policies and proceduresClaude project
Nice to have
1
Low
Practice manager owns the source documents
L1
AI phone receptionistNot recommended yet
Not yet
–
High
Revisit in six months
L2
Automated health fund claim reconciliationNot recommended yet
Not yet
0.5
Medium
Revisit when integrations mature
05
Quick wins in detail
Each quick win is low effort, low risk and visible to the team within weeks. Three of the five are shown here.
Q1
Enquiry replies drafted by AI
Quick win
Today
Enquiries arrive by web form, email and Instagram. Front desk replies between patients, often hours later. Around 40 a week, about 10 minutes each.
With AI
Each enquiry is logged automatically and an AI assistant drafts a warm, accurate reply using the clinic’s own service information and a booking link. Front desk reads, tweaks if needed, and sends with one click.
Safeguards
No clinical advice in replies. Drafts never send without approval. Only the enquiry text is shared with the AI tool, on a business plan.
About 1 week to build and test 4 hours a week, faster replies
Q2
New patient intake pack and reminders
Quick win
Today
Front desk emails intake forms by hand and chases missing ones by phone the day before.
With AI
When a new patient books, the intake pack goes out automatically, with reminders at 48 and 24 hours. Incomplete forms are flagged to front desk the evening before.
Safeguards
Forms stay inside the practice system. The automation only sees booking status, never clinical detail.
3 to 4 days 2.5 hours a week, fewer late starts
Q5
Lapsed patient recall
Quick win
Today
Patients who stop mid plan are rarely followed up. The owner estimates dozens each quarter.
With AI
Each month, patients with an unfinished plan and no booking in 45 days receive a friendly, personal check in inviting them back. Replies go straight to front desk.
Safeguards
Practice manager approves the list before it sends. Easy opt out. No health details in the message.
3 days 1.5 hours a week, plus recovered appointments
Also in the quick wins
Q3Post visit check in with home exercise reminder2.5 h/wk
Q4Google review request after the third visit1 h/wk
06
Your team, and keeping it safe
Team readiness survey (9 responses)
Use AI tools in their personal life7/9
Want practical training for work8/9
Worried AI could make mistakes with patient information6/9
Already using free AI tools for work, without guidance3/9
Concerned their role will change4/9
“I’d love to get my Friday afternoons back from notes.”
“I just want to know what I’m allowed to use it for.”
“If it answers the easy emails, I can actually look after people at the desk.”
Anonymous survey comments.
Risks and how we manage them
Health information is sensitive information under the Privacy Act.
No identifiable patient details go into general AI tools. Clinical tools must be vetted, with patient consent and Australian data handling confirmed.
Staff already use free AI tools without guidance.
A plain English AI use policy in week one, plus a business workspace so people have a safe option.
AI drafts can be confidently wrong.
A person approves anything a patient or referrer will read. Templates reviewed by a physio.
Key routines live in two people’s heads.
Every workflow we build is documented, with a named owner and a simple way to switch it off.
Training recommendation: two short sessions for the whole team, then role based sessions for front desk and clinicians, with two AI champions supported inside the clinic.
07
Your 90 day roadmap
Days 1 to 30
AI use policy agreed and explained to the team
Business AI workspace set up with clinic context
Quick wins Q1 and Q4 live
Training session one: AI in plain English and safe use
Days 31 to 60
Quick wins Q2, Q3 and Q5 live
Role based training for front desk and clinicians
Baseline measures compared with week one
Days 61 to 90
All five quick wins running and tuned
Scope the P1 note drafting pilot and P3 dashboard
Day 90 review of results against the baseline
After day 90
Plan next items P1 to P3, quoted and agreed separately
Revisit the phone receptionist and claim reconciliation in six months
Refresher and new starter training
How we’ll measure success
Hours on admin
Tracked in week one, then at 30, 60 and 90 days.
Enquiry reply time
Median time from enquiry to first reply.
Intake forms complete
Share of new patients arriving with forms done.
Patients returning
Recall replies and rebookings each month.
Google reviews
New reviews per month.
Team confidence
The readiness survey, repeated at day 90.
At day 90 we review the results together against the week one baseline. Anything beyond the quick wins is only quoted and agreed after that review.
08
Our proposal
We recommend the Growth package. It delivers every quick win in the roadmap, with the foundations and training to make them stick.
Item
Ref
Type
Price
Foundations
Foundations
AI use policy, business workspace, team session
$1,950
Enquiry replies drafted by AI
Q1
Standard workflow
$2,450
Post visit check in
Q3
Standard workflow
$2,450
New patient intake pack
Q2
Quick win workflow
$950
Google review requests
Q4
Quick win workflow
$950
Lapsed patient recall
Q5
Quick win workflow
$950
Role based training: front desk and clinicians
Training
2 half day sessions
$1,700
Individual prices
$11,400
Growth package saving
−$1,450
Growth package
$9,950
Audit fee credited (booked within 30 days of the debrief)
−$1,500
Upfront investment
$8,450
Timing
All five workflows live within 60 days, in the order set out in the roadmap.
Payment
50% on acceptance, 50% when the workflows go live.
Not included
Plan next items (P1 to P3), which we quote separately after day 90.
Keeping it running
Recommended
Care $550/month
Hosting and running your automations on a dedicated n8n server we manage
Monitoring of every workflow
Fixes when connected apps change
Platform and security updates
Up to 2 hours of changes a month
Quarterly check in
Option
Partner $1,050/month
Everything in Care, including hosting
Monthly advisory session
A new small workflow each quarter
New starter training
AI policy kept current as Australian standards arrive
AI seats, paid directly at cost
about $240/month
6 AI assistant seats at about $40 each
In your name: you own the accounts and your data
Automation hosting is included in Care, so there is no separate automation bill
Prices in AUD, excluding GST. Care plans run month to month after a 3 month minimum. A lighter start is available: the Launch package ($4,950) covers Foundations, the quick win workflows Q2, Q4 and Q5, and one training session.
09
Investment and return
$19,430Total cost in year one including care and AI seats
$37,485Estimated value each year
~4 monthsEstimated payback, audit included
4.0×Return from year two, when only care and AI seats remain
Cumulative valueCumulative cost
Year one
Amount
Audit fee (already paid)
$1,500
Upfront balance (Growth, less audit credit)
$8,450
Care plan with automation hosting, 12 months
$6,600
AI seats, 12 months (paid directly)
$2,880
Total cost
$19,430
Admin time returned
$23,805
Recovered appointments from recall
$13,680
Net benefit in year one
$18,055
Assumptions
11.5 hours a week returned by the five quick wins, valued at $45 an hour over 46 working weeks.
Recall brings back 4 patients a month for 3 visits at $95.
Without any recall revenue, payback is still about 8 months.
Plan next items would add a further 8.5 hours a week, and are not counted here.
Estimates are based on time reported by the team. Actual results are measured against the week one baseline. Prices in AUD, excluding GST.
10
Your turn: find the low hanging fruit in your business
You don’t need to be technical to spot automation opportunities. Take ten minutes with these questions. Each “yes” is a candidate worth writing down.
Where does someone copy information from one system into another?
What message do you send more than five times a week that is basically the same each time?
What gets forgotten or delayed when the business is busy?
Which follow ups depend on someone remembering to do them?
What questions does your team answer over and over?
Where do forms, documents or payments need chasing?
Which report does someone assemble by hand every week or month?
Where do enquiries wait hours for a first reply?
Quick worksheet
Task done by hand
Times a week
Minutes each
Hours a week
Example: replying to new enquiries
40
10
6.7
Tasks that are frequent, repetitive and low risk are usually your quick wins.
Want this report for your business?
The audit is a fixed $1,500 for new clients (normally $3,000), and it’s credited in full if you go ahead within 30 days.
xsiv.aucraig@xsiv.au0411 175 256
Kestrel Physio & Pilates is a fictional business created for this sample. All figures are illustrative. Your report is built entirely from your own workflows, tools and team.
List a few tasks your team does by hand every week. If a person is manually pushing each step forward, it’s a candidate. You’ll see how much time is really involved.
Task done by handTimes a weekMinutes eachHours a week
Ideas:
Start with a conversation
Want this report for your business?
The AI Automation Audit is a fixed $1,500 for new clients (normally $3,000), credited in full if you go ahead within 30 days. You’ll know exactly where to start, what it costs and what it returns.
