Fewer missed appointments. Faster patient replies. Less admin time per booking.
Running a clinic means juggling diaries, calls, referrals and billing while keeping care front and centre. We remove friction in the admin lane so:
Clinicians spend more time on patients, not chasing slots.
Administrators handle fewer repetitive steps and clear the inbox.
Patients get clear messages, easier rescheduling and fewer missed visits.
Owners see steadier revenue and faster cash without new hires.
Tighten reminders and self-rescheduling, fix late-cancellation rules, recover no-shows.
One queue for calls, email, SMS/WhatsApp with clear owners and simple SLAs.
Trim duplicate touches, clarify who does what, remove manual chasing where possible.
We do this through a ‘Core-4’ admin playbook — but you don’t need to learn the jargon. We handle the setup and training.
We work on top of your existing PMS, using SMS/WhatsApp, a shared inbox, simple forms and pay-links. No EHR access, no IT project.
We design the playbook, set up the workflows, write the templates and run weekly reviews with clear owners and SLAs. Your team doesn’t have to “figure it out”.
Every week you see movement on: first response time, no-shows, touches per booking and fill-rate. If you use insurers, we also track charge-lag and DSO.
We start small, test in one area, and keep every change reversible. If something doesn’t work for your team, we roll it back in days, not months.
4 steps to measurable improvement
Confirm scope, owners and SLAs; capture four weeks of baseline KPIs.
Enable reminders with self reschedule, waitlist backfill, shared inbox and payment links.
Go live in 10-14 days; run service messages and pay-links with consent.
Weekly review (WBR), A/B copy and rules to hit the KPI targets.
Patients confirm or move appointments in a couple of clicks; cancelled or high-value slots go straight to a waitlist instead of staying empty.
One queue for email and (where used) SMS/WhatsApp, with clear tags, macros and a basic first-response target — so nothing gets lost.
Gentle follow-up sequences for missed or late-cancelled appointments, with a clear reschedule option instead of manual chasing.
Payment links and simple deposit rules for prime-time and high-risk slots, to reduce last-minute drop-offs without creating extra admin work.
When these four pieces run together on top of your existing PMS, you get fewer no-shows, faster responses and less admin time per booking — without changing your clinical systems.
If insurer context: we can layer in a light RCM track inside the pilot — same-day charge-out, a simple eligibility/pre-auth inbox, daily submit and a basic denials worklist. No EHR. No PHI.
– Voicemail → transcription → suggested reply drafts for missed calls.
– Simple chatbot or website assistant for very basic admin questions.
Want the numbers? See simple ROI under Pricing.
We take 3–4 weeks of your recent data: visits, no-shows (DNA), channels used, basic admin workload.
1–2 short calls with your clinic lead and front-desk lead to understand how things work today.
We agree the 2–3 KPIs to move in 30–45 days (for example: DNA, first response time, touches per booking).
1. Fewer missed appointments
Tighten reminders and confirmations, add simple self-reschedule options, and introduce a clear late-cancellation / no-show recovery flow.
2. Faster, cleaner inbox
Bring calls, email and (where used) SMS/WhatsApp into one queue with clear owners and a simple SLA for first response.
3. Less admin time per booking
Remove duplicate chasing, standardise 1–2 best admin flows, and make it clear who does what at each step.
All of this runs on top of your existing PMS. No EHR access, no new clinical system to learn.
We show a simple before/after on your numbers for the KPIs we agreed at the start.
Together we decide whether the effect clearly pays back and what to do next:
– stop (and keep what’s working),
– extend for another period, or
– move into a light ongoing support model.
There is no long-term commitment unless the impact is clearly above the monthly cost.
Shadow mode for first waves; one-click rollback for each change; least-privilege access & MFA; audit log. No EHR. No PHI.
Day-to-day workload usually drops.
No EHR integration or migration. No clinical content or clinical workflows. No PHI. Operational admin only.
Technology note: We use rules, no-code/RPA and light AI assistance where it helps. No PHI.
Time to first response
In a 30–45 day pilot, clinics like yours typically see: First response into <4 hours
No-shows (DNA%)
In a 30–45 day pilot, clinics like yours typically see: DNA down by ~3–7 percentage pointsTouches per booking
In a 30–45 day pilot, clinics like yours typically see: 20–30% fewer manual touches per booking
Fill-rate
In a 30–45 day pilot, clinics like yours typically see: 2–5 percentage points higher fill-ratemoving DNA and fill-rate by a few points often adds around £4–5k/month in attended visits, plus admin time saved.
better slot use and fewer no-shows often adds around £8–10k/month in kept scans, before counting faster cash.
per clinic
Design and configuration of the core admin engine (reminders, self-reschedule, waitlist, shared inbox, no-show recovery, pay-links)
per clinic
Pricing typically starts from around £1.2k/month per clinic, depending on volume and scope. We agree this together only after you’ve seen your pilot results.
For clinics that want help keeping the gains and making further improvements, we offer light ongoing support:
If the pilot doesn’t move at least two of the three agreed KPIs in 30–45 days versus your baseline, we apply a credit against any future support fees. We only recommend ongoing work if the effect comfortably exceeds the monthly cost.
A defined 30-day pilot with Core-4, SLAs, owners and weekly cadence.
Ready SOPs, message templates, timing rules, baseline dashboard.
PECR-aligned service messages, explicit consent, GDPR/DPA/DPIA, No PHI.
We run on top of your stack and move KPIs without EHR access.
We run SLA discipline, A/B cadence and ownership so PMS features translate into measurable KPIs; insurer clinics get RCM-lite where relevant.
Fewer manual touches, clearer ownership, steadier days. Patients get timely messages and easier rescheduling. Teams finish on time more often.
Private GP & multi-specialty clinics
Dermatology & aesthetics
Diagnostics (MRI/CT/US)
Psychotherapy / telemental health
Orthopaedics & MSK
Women’s health & fertility
The admin engine is the same: reminders and self-rescheduling, waitlist and deposits, shared inbox with SLAs, no-show recovery and pay-links. We only adjust the tone, timing and rules to your specialty.
We only work with contacts, appointment IDs, time/slot and payment links at the admin layer.
We act as your processor with a DPIA for the pilot, data minimisation and least-privilege access.
Service messages only (appointments, reminders, payments) with explicit consent and clear opt-out.
Inbox, SMS/WhatsApp, forms and payments are covered by data processing agreements and audit logs.
EpicRose is led by Dmytro Biletskyi, a healthcare and operations consultant specialising in administrative workflows, KPIs, and automation for private clinics. His background combines finance and business operations with hands-on work in digital health and AI.
View Dmytro’s LinkedIn profile →
Your pilot is run by a small team of specialists with deep experience in clinic admin workflows and lightweight automation — not by a generic agency. You get people who focus on this type of work every day.
Your PMS has the right features; the problem is usually the process around them. We establish clear ownership, SLAs, templates, a waitlist, and no-show rules, along with a simple weekly review, so that these features actually translate into fewer no-shows, faster replies, and less administrative work. In other words, we turn “tools available” into “measurable outcomes”.
Yes, as long as service messages are sent with a lawful basis, explicit consent where required, and a clear opt-out. We work exclusively with operational messages (appointments, reminders, payments), not marketing, and keep all content and flows inside PECR and GDPR/DPA guidelines. A DPIA for the pilot and DPAs with processors are part of our standard approach.
No. The pilot is deliberately “No EHR, No PHI”. We operate within the admin layer, working exclusively with contacts, appointment IDs, timeslots, and payment links, rather than clinical notes or test results. That keeps the workstream lighter, faster to approve and easier to roll back.
We typically require a clinic lead and a front-desk lead for a few short sessions in Week 0, as well as a 45–60 minute training session and a 30–45 minute weekly review during the pilot. Day-to-day, the idea is to make their work simpler, not add extra tasks: fewer manual chases, fewer duplicate touches, clearer “who does what”. If it starts to feel heavier, we adjust or roll back.
We keep changes small, test them in one area and design them with your front-desk lead, not in a vacuum. Staff see clearer rules, fewer “fire drills” and less chaos in the inbox, rather than a new system to learn. If something clearly doesn’t fit your team, we change it or switch it off.
We agree 2–3 target KPIs at the start and track them weekly against your own baseline. If after 30–45 days we don’t see clear movement on at least two of them, we don’t recommend ongoing work and a KPI-credit applies against any future support. The decision to continue is always based on your numbers, not our slides.
Yes — in fact, we recommend it. We prove the impact on one site, with a defined pilot and reversible changes, before deciding whether to extend or roll out further. Multi-site work only occurs once the results from the first location are clear and worth repeating.
See your rough ROI in 3 minutes, then decide if a 30–45 day pilot on top of your existing system makes sense. No EHR access, reversible steps.