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Top 7 Tools We Use to Streamline Admin Tasks in My Healthcare Businesses

Top 7 Tools We Use to Streamline Admin Tasks​
Is it important to streamline administrative tasks if you’re a small healthcare business? Are you curious about how we simplify tasks at Creative Therapy Adelaide? Do you need to be a big business or corporation to make the most of today's technology? So many questions!

Of course, there are many benefits when you streamline administrative tasks: can save time, reduce stress, improve client engagement, retention rate, and acquisition (getting more clients). It will also help you to be consistent with how you do things, how you communicate internally and externally, and it will provide you with the intel to measure, learn, and improve your business.

In this post, we explore common challenges and I also share how we use these tools in my allied health and NDIS business Creative Therapy Adelaide.

Healthcare businesses often face several administrative challenges. Managing client intakes, scheduling, billing and record-keeping can be time-consuming. Manual processes are prone to errors and can lead to client dissatisfaction. Inefficient communication and data management make things worse.

To overcome these challenges, we can leverage different strategies and useful tools.

Here are my 7 favourite tools and how we use them at Creative Therapy Adelaide:

Project Management Tools

Project management tools like monday.com can help organise tasks, set deadlines, and track progress. These platforms offer a visual overview of ongoing projects, making it easier to manage multiple administrative tasks simultaneously. 

In our healthcare business, we benefit from the notifications and communication capabilities provided by these programs, which allow us to stay informed about important dates and deadlines.

Ticketing Tools

Ticketing tools can streamline client intake and onboarding. These systems ensure that each client request is tracked and addressed promptly. By automating this process, you can reduce wait times and improve client satisfaction.

Ticketing tools are often thought to be only for large companies with complex customer service departments. However, even small businesses can now access these tools for minimal investment. In fact, project management tools like monday.com also offer these capabilities, eliminating the need for an additional subscription. 

At Creative Therapy Adelaide, for example, we use ticketing tools to keep track of new inquiries, follow-ups, and debt management. This is extremely beneficial as it helps our administrative staff stay on top of everything.

Automation Tools

One useful automation tool is Zapier, which can connect different applications to enable seamless data transfer and task automation. For instance, you can automate tasks such as sending welcome packs, setting up birthday reminders, adding data to your CRM, and integrating and transferring data between different software.

In our healthcare business, we utilize this tool for feedback and NPS purposes, automatically requesting feedback and subsequent Google reviews from clients who renew our services. 

These automation tools allow us to streamline the process and efficiently gather data for continuous improvement.

Standalone Forms Apps

Don’t trust your CRM or PMS software provider when they say they have a great form feature.

Standalone forms apps are better than those included in practice management software because of their integration and data handling capabilities.

If you really want to make the most of automation and leverage data in your healthcare business, you should look into a dedicated form platform like FormsByAir (our favourite).

These forms can be customised to collect specific information, reducing the need for manual data entry. 

Integration with tools like Google Sheets or CRMs can further streamline your operations, like supporting with compliance, setting up automatic reminders, or sending out documents automatically for example.

Imagine having a service agreement or a contract sent automatically to third parties when they get signed. Imagine a plan manager being able to quarantine NDIS funding automatically without you having to do anything! 

Check the intake form we set up at Creative Therapy Adelaide; we receive great feedback. It’s easy to use, not overwhelming, and comprehensive

streamline tasks

Front Desk Manual

Remember to keep a well-documented front desk manual. It can standardise procedures and ensure that all staff follow the same processes. This can reduce errors and improve the overall efficiency of your practice. 

By reducing the reliance on face-to-face interactions, you can easily refer to the front desk manual anytime someone asks you the same question (have you checked the front desk manual?!?).

Having documented systems and processes has many benefits such as consistency, the ability to improve a system without much hassle (just change it in the manual and communicate the change), and not relying on managers and supervisors. Also supports with training and provides staff with a great sense of independence and ownership.

If you want a template of our front desk manual, send me an email and I’ll send you a copy!

Email Scripts and Templates

Keeping pre-written email scripts and templates handy can save time and ensure consistent and on-brand communication with clients. These templates can be customised for different scenarios, such as appointment confirmations, follow-up emails, feedback requests, debt follow-ups, and more. Just like any documented process, if you need to change something in the way you communicate with clients and stakeholders, you can simply edit the document and voilà.

Get this: by using email scripts, we have reduced our average email writing time from about 4 minutes to 1 minute top. Now, consider if we send 20 emails per day, 5 days a week. How much time is saved? This time could be used for activities that bring in more clients or support your team providing better service.

Practice Management Software

Last but not least, practice management software like Cliniko or Splose (and many others) offers a comprehensive solution for scheduling and managing appointments, client records, billing, and more. 

These systems centralise all your administrative tasks in one place, making it easier to efficiently manage your practice.

I know this may not be groundbreaking information, but I believe it’s important to mention these tools, as I see many practice owners who still don’t use one. Not sure how they do it!


Using these tools will allow you to automate routine tasks, boost efficiency, reduce errors, and save time. It also improves client engagement and satisfaction by ensuring prompt and clear communication, ultimately improving retention rate and client acquisition through referrals.

If you found this post helpful, please consider sharing it on your favourite social network. Your support will encourage me to create more content like this! 

Feel free to contact me at matteo@pixelcare.com.au for any feedback or if you’d like to chat about any of the above.

Thank you for reading this!

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