The AI AdoptionFree AI pre-audit

10 best AI use cases for clinics.

MondayIllustration: one clinic's diary
Monday report. Each clinic’s week, ready before the first client
PhysioOsteoChiroNew clientBooked from your adFollow-upNext visit booked at the deskFollow-upRefilled from the wait listSessionNote dueFirst visitAftercare sent

Behind the desk

  1. Procedures answeredGoogle MeetZoomClaude
  2. Team accountsGoogle SheetsExcelClaude
  3. Right businessClaudeGoogle DriveSharePoint
  4. Prompt on scheduleClinikoNookalClaude
Where the ten use cases sit in a clinic's day and behind the desk. Each marker links to its use case below.

Ten jobs in a clinic that AI can take on around the diary and the desk, and the set-up that keeps client information inside the business. Each one shows the workflow step by step, the apps it connects, a prompt to try in Claude, and what stays with your practitioners and your team. Try the prompts in a business account, with past records and no client names.

By The AI Adoption · Published on

  1. New clients

    How to turn leads into clinic bookings

    Automatically send booking links and follow-ups, then stop reminders when someone books. Less manual admin for your team, fewer leads left waiting.

    • Facebook
    • Instagram
    • Attentive
    • HubSpot
    • MailerLite
    • Twilio SMS
    • Slack
    • WhatsApp

    How it runs

    Someone fills in the form on your Facebook or Instagram ad. A client you already know has their record refreshed, with no duplicate; anyone new is saved as a lead with the ad they came from. A welcome with your booking link goes out straight away. Each day, open leads are checked against your bookings: a booking stops the follow-ups, a reply goes to reception, and anyone else gets a follow-up with a new reason to book, up to the number you set.

    First test

    Use last month’s leads with your bookings and client list. Check that everyone who booked or replied is left out, then read a few follow-ups as if you had filled in the form.

    You keep

    Every reply: reception answers the questions, and a request to stop removes the lead at once. The number of follow-ups is yours to set, once, before the first lead comes in.

    Each step shows the app that runs it; the app beside it can do the same job.

    Try this prompt in Claude

    Here are this week’s leads from our ad form, with our client list, our bookings and our free slots. For each lead, say whether they are already a client and whether they have booked. Leave out anyone who has booked, replied or already had [number] follow-ups. For everyone else, draft a short follow-up with a new reason to book, like a free slot this week.

    Fill in the words in blue first.

  2. The diary

    How to fill every cancelled appointment?

    A cancellation leaves an empty hour in the diary unless someone rings around in time. Here, every freed slot is offered at once to the clients who want it, and the first to say yes is booked.

    • Cliniko
    • Mindbody
    • Claude
    • Twilio SMS
    • WhatsApp
    • Google Sheets
    • Excel

    How it runs

    A cancellation, a no-show or a moved booking frees a slot in Cliniko or Mindbody. When it is too close to fill by message, it is left open for online booking. Otherwise Claude finds who wants it on your wait list and among the clients due back, with the same practitioner and a time that suits, and sends them one offer: the first to reply yes gets it. Questions and requests for another time go to reception, and the others are told the slot has gone.

    First test

    Use a cancellation from last week with your wait list as it was that day. Compare who it picks with who you would have called, then give it a reply asking for another time: it should be marked as a question.

    You keep

    Every reply that is not a clear yes in the time you set. Reception answers the questions and requests for new times, or opens the slot online.

    Each step shows the app that runs it; the app beside it can do the same job.

    Try this prompt in Claude

    A slot has just opened: [day, time, practitioner]. From our wait list and the clients due back, list those who see that practitioner, can come at that time and agreed to texts. Draft one short offer with the time and the practitioner, saying the first to reply yes gets it. Then read these replies and mark each one yes, no or a question.

    Fill in the words in blue first.

  3. The diary

    How to get every client to book their next visit?

    Clients often leave without booking their next visit, and many never come back. Here, each one gets a reason to rebook before the desk, and anyone who doesn’t book gets an offer matched to why.

    • Claude
    • Twilio SMS
    • WhatsApp
    • Mindbody
    • Cliniko
    • MailerLite
    • Google Sheets
    • Excel

    How it runs

    At the end of the session, the practitioner notes when to come back and why. Claude turns those notes into a short message the client reads on the way out, and reception offers the advised date while they pay. For anyone who leaves without booking, a matching offer from your approved list goes out that evening with your booking link, to clients who accept texts. Those who still have not booked join a spaced-out list of offers until they book or opt out.

    First test

    Use a few recent sessions and their noted reasons, without names. Read each message as the client would, and check every offer against your approved list.

    You keep

    The advice itself, picked by the practitioner, and the list of approved offers the AI chooses from. Reception offers the date at the desk and notes each reason.

    Each step shows the app that runs it; the app beside it can do the same job.

    Try this prompt in Claude

    Here is what the practitioner picked: when to come back, and why. Write a short, plain message telling the client why and when to come back, using only those picks. Then, for each client who left without booking, pick the matching offer from our approved list for the reason noted, or the standard one if there is none.

  4. Around the visit

    How to follow up with patients after their first appointment

    Send a personal follow-up based on the practitioner’s approved advice, checked by your team before sending. Patient replies go to the practitioner, with booking reminders for those who’ve agreed to receive them.

    • Cliniko
    • Nookal
    • Google Drive
    • SharePoint
    • Claude
    • Slack
    • WhatsApp
    • Gmail

    How it runs

    A first visit is marked complete in Cliniko or Nookal, with the aftercare the practitioner chose. Claude prepares the follow-up from the library your practitioners reviewed, without adding or changing any treatment advice, and a person approves or edits it before it goes by email or text. Questions go to the practitioner and a stop request ends everything. A client who agreed to reminders and has not rebooked is handed to your booking follow-up.

    First test

    Use a past first visit, without the patient’s name. Check each line against the library, then try a choice the library does not cover: it should say so and stop.

    You keep

    Every message, approved or edited by a person before it goes, and every question, answered by the practitioner.

    Each step shows the app that runs it; the app beside it can do the same job.

    Try this prompt in Claude

    Here is the aftercare the practitioner chose after a first visit, and our reviewed aftercare library. Write a short, personal follow-up for the patient, using only the library content for that choice. Do not add or change any treatment advice. If the library has nothing for that choice, say so and stop.

  5. Around the visit

    How to keep patient session notes up to date

    Automatically check for missing notes and send private reminders to the practitioner. After two reminders, the manager is notified. Note content stays unread, and practitioners write their own notes.

    • Cliniko
    • Nookal
    • Google Sheets
    • Excel
    • Slack
    • WhatsApp
    • Heidi

    How it runs

    When a visit is marked complete, its note is due and the visit gets a row on a list, with no clinical detail. Each day, only the note’s status and required fields are checked, never what it says. A practitioner with a note still due gets a private reminder with a link to the visit, and after two reminders the practice manager is told once. A signed-off note leaves the list.

    First test

    Use last week’s list, with a note already signed off and a practitioner reminded twice. Check where each one goes, and that no reminder holds patient details.

    You keep

    The notes themselves: each practitioner writes or dictates their own and checks it. The workflow never reads what a note says.

    Each step shows the app that runs it; the app beside it can do the same job.

    Try this prompt in Claude

    Here is today’s list of completed visits: visit, practitioner and note status, with no clinical detail. For each practitioner with a note not yet signed off, draft a short private reminder with the visit links from the list and no patient details. Mark anyone already reminded twice for the practice manager instead.

  6. Money and reporting

    How to automate your clinic’s weekly report

    Pull each clinic’s figures from Mindbody and highlight what changed since last week. Each clinic gets its own report, and you get the group overview.

    • Mindbody
    • Cliniko
    • Slack
    • Claude
    • WhatsApp
    • Google Drive
    • SharePoint
    • Gmail

    How it runs

    Every Monday, last week’s treatments, no-shows, missed appointments and sick hours are pulled from Mindbody or Cliniko for each clinic. A missing figure goes back to that clinic’s manager, and a number outside what is normal goes to the practice manager, who checks the lines behind it. Claude compares each clinic with the week before, says what moved and why in plain words, and recommends the few actions for the week. Each clinic gets its own page, and you get the group view.

    First test

    Use a week you have already reported on. Check a few figures against Mindbody or Cliniko, then leave out one clinic’s no-shows: it should say they are missing.

    You keep

    Every number out of range: the practice manager checks the lines behind it before the report goes.

    Each step shows the app that runs it; the app beside it can do the same job.

    Try this prompt in Claude

    Here are last week’s treatments, no-shows, missed appointments and sick hours for each clinic, with the week before. Say what moved and why, in plain words. Flag any number outside [normal range] for that clinic, and name any missing figure without estimating it. Recommend the few actions each clinic should focus on this week.

    Fill in the words in blue first.

  7. Your team and your AI

    How to automate turning know-how into procedures?

    What your managers know often lives only in conversations. With this, a recorded walkthrough becomes a draft procedure, and questions are answered from the approved version. Each procedure’s owner approves and dates it first.

    • Google Meet
    • Zoom
    • Claude
    • Copilot
    • Google Docs
    • Word
    • Google Drive
    • SharePoint

    How it runs

    A manager explains a process from start to finish on a recorded call. Claude drafts the procedure from the transcript: steps, exceptions and sign-offs. Its owner approves and dates it, and only that version goes into the library. When someone asks a question, the answer names the procedure, its owner and its version; with no approved source, or two versions that disagree, the question goes to the owner.

    First test

    Record a process you already have written down, and compare the draft with your version. Then ask a question the procedure does not cover: it should go to the owner instead of being answered.

    You keep

    Every procedure, approved and dated by its owner before anyone relies on it, and every question it does not cover.

    Each step shows the app that runs it; the app beside it can do the same job.

    Try this prompt in Claude

    Here is the transcript of [manager] explaining how we [process]. Write it as a procedure: the steps in order, the exceptions, and who signs off what. Use only what the transcript says, and list every point that is unclear or missing as a question for [manager].

    Fill in the words in blue first.

  8. Your team and your AI

    How to automate your team’s AI access?

    When staff use personal AI accounts, your documents can leave with them. Here, every account belongs to the business, set up by role and removed when someone leaves. The owner tests each new access before any sensitive data goes in.

    • Google Sheets
    • Excel
    • Claude
    • Google Drive
    • SharePoint

    How it runs

    When someone joins, changes role or leaves, the access matrix is updated: each role lists what it may use. A new starter gets a seat under the business account, with the shared instructions and approved examples, and only their role’s folders. The owner tests the access before any sensitive data goes in: an allowed file opens and a refused one stays closed. When someone leaves, their seat is removed and every document stays with the business.

    First test

    Set up one test seat for a role and try a file it should open and one it should not. Then remove the seat and check that the documents it created are still in the business account.

    You keep

    Who gets access to what, decided by the owner, and the test of each new access before any sensitive data goes in.

    Each step shows the app that runs it; the app beside it can do the same job.

    Try this prompt in Claude

    Here is our list of roles and the folders, tools and data each one needs. Draft an access matrix: one line per role, what it may read, what it may change, and what stays with the directors. Flag any role that would see client health information it does not need.

  9. Your team and your AI

    How to automate AI answers for each business?

    When you run several businesses, an AI assistant can mix up their details. Now each business has its own folder, and every answer lists the files it used. You check the sources before relying on the answer.

    • Claude
    • Google Drive
    • SharePoint

    How it runs

    Each of your businesses has its own folder for the assistant: its rules, approved sources and examples, shared only with its people. A question that does not say which business it is for gets one back: which one? The answer then lists the files it used, so you can check that they all belong to that business before you rely on it.

    First test

    Ask the same question in two businesses’ projects, about something that differs between them, like prices or opening hours. Check that each answer cites only its own files.

    You keep

    The check of the sources before you rely on an answer. Who can see each business’s folder is set business by business.

    Each step shows the app that runs it; the app beside it can do the same job.

    Try this prompt in Claude

    You work for [business] only. Use only the files in this project. Before answering, check the question is about [business]; if it could be about another of our businesses, ask which one. At the end of every answer, list the files you used.

    Fill in the words in blue first.

  10. Your team and your AI

    How to automate your recurring prompts?

    A prompt you retype every week only runs when someone remembers it. Here, it runs on a schedule under a business account, after the data is verified. A person checks the result before anything is sent.

    • Cliniko
    • Nookal
    • Claude
    • Slack
    • Teams

    How it runs

    A prompt you used to run by hand each week becomes a scheduled job under a business account, with nobody logged in. It loads only the records for this run from Cliniko or Nookal and checks them first: source reached, required fields there, this week not already done. Claude prepares the result you defined up front, and a person approves it in the queue before anything is sent. When a check fails, the run stops and tells the owner why.

    First test

    Run the rewritten prompt on last week’s data and compare it with the result you produced by hand. Remove one required field: it should stop and say what is missing.

    You keep

    The approval of each result before anything is sent, and the choice of what the job may read.

    Each step shows the app that runs it; the app beside it can do the same job.

    Try this prompt in Claude

    Here is a prompt I run by hand every week and an example of the result I want. Rewrite it as instructions for a scheduled job: the data it needs and where it comes from, the checks before it starts, the exact result, and what should stop it. Point out anything in my prompt that only works because I am there.

Where to start.

Pick the one that costs your desk the most time this month and run its first test on past records, without names. Keep the step that stays with your practitioners where the workflow puts it. Running it every day, connected to your practice software with the right access and checks, is the part we set up with you.

To find which of these fits your business first, book a free AI pre-audit: forty-five minutes on your own work, with a clear next step, with or without us.

Bring your questions.

Free AI pre-audit