Patient intake, appointment reminders, insurance reconciliation. In physiotherapy practices, dental studios, and medical clinics across Switzerland, these workflows run manually by default. The Clarity Scan maps exactly how much time they consume, and what that costs at your clinical rate.
The specific numbers vary by practice size and software stack. The pattern does not. These are the three places clinic time disappears every week.
New patients fill out a paper anamnesis form on arrival. The receptionist transcribes the completed form into the practice management system: name, date of birth, insurance number, referring physician, complaint description, contraindications. 18 minutes per patient. With 15 new patients a month, that is 4.5 hours of manual data entry before a single clinical task gets done. The paper form is then filed. When the therapist needs it mid-treatment, someone retrieves it.
Without an automated reminder system, the receptionist calls or messages each patient the day before their appointment. 40 to 55 minutes every morning, depending on the next day's schedule. At an 11% no-show rate, each missed slot costs a 30-minute billable session that cannot be filled on short notice — and is not billable.
At the end of each month, billing records are cross-referenced against Krankenkassen payments to identify unpaid invoices. Tarmed/Tardoc rate codes, physician referral documentation, supplemental insurance variations by canton. 3.5 to 4.5 hours every month, on top of a full clinical week. Rejected claims are followed up by email, with no tracking system to confirm resolution.
"I had assumed the admin was just part of running a clinic. I didn't know someone had added up what it was actually costing. The number was bigger than a year of holiday cover."
Lead physiotherapist · Canton Zurich · Musculoskeletal and sports rehabilitation
Two workflows were addressed in a single Sprint: digital patient intake and automated appointment reminders. Billing reconciliation was deferred to a second phase. The diagnostic report identified all three — with estimated savings and a recommended implementation sequence.
Read the full case study →If your practice uses a tool not listed here, the Clarity Scan will tell you whether integration is possible and what it would take.
We interview your team and map your patient intake, scheduling, reminder, and billing workflows. We time each step and calculate the annual cost using your clinical session rate. The output is a written report: three to five prioritised findings, each with an estimated recoverable-hours figure and a recommended implementation approach. The report is yours, regardless of what you decide next.
We build what the diagnostic recommends. Digital intake forms that route directly into your practice management system — no transcription, no second entry. Automated reminder sequences. Insurance billing workflow improvements. One working system at the end of each sprint. Tested, documented, and handed over.
Software updates. Insurance requirements change by canton. The practice management system gets a new version. The Continuity plan keeps what we built reliable, adapted, and documented — so a new receptionist can operate it without needing to call us.
The Clarity Scan tells you exactly where clinic time goes. Which workflows are costing you hours each week. Which ones can be automated, which should be left alone, and what to address first.
The report is written, fixed-price, and delivered in five business days. It belongs to you regardless of what you decide next. There is no obligation to proceed with implementation.
Yes. Swiss physiotherapy billing under Tarmed/Tardoc, with cantonal variation in Krankenkassen documentation requirements, is a context we know well. The intake form templates we build are designed for this specific billing environment from the start — not adapted from a generic European form. We account for Grundversicherung and Zusatzversicherung documentation separately, and structure data fields to match the format your billing software expects.
No. We work with what you already use. The Clarity Scan maps your current tools before any recommendation is made. If a new tool would improve the workflow, we say so explicitly, with a reason. If integration with your existing practice management software is the right approach, we build that. Most implementations we deliver connect to existing systems rather than replacing them.
Two to three hours in total, spread over five days. An initial call (45 minutes), one or two short workflow interviews with the relevant team members (30 minutes each), and read access to your scheduling and billing records for the analysis period. No disruption to clinical operations. Patients never notice anything has changed.
Yes. Any patient-related data accessed during the diagnostic is anonymised for analysis purposes. We work under a strict confidentiality framework. NDAs are available on request and signed before any access is granted. All implementations comply with the nFADP (Swiss Federal Act on Data Protection) and, where applicable, GDPR. We do not store or transfer patient records outside of the agreed analysis scope.
Most reminder automation failures come from one of two places: a tool that wasn't configured for your specific patient flow, or an automation that was never properly tested against your no-show patterns. The Clarity Scan looks at your actual appointment data and existing tool stack before recommending anything. If the right answer is a specific configuration of a tool you already have, that is what we recommend. If a different tool would serve your practice better, we say so — and why.
Kai can answer questions about how the diagnostic works, what it covers, and what results look like for practices like yours.