Demo 01
Referral intake automation
Referral submitted → file uploaded → record created → document saved → team notified → status visible
REF-1024 - Sample ClientNew
Northside Allied HealthPending info
AdminZero helps allied health practices automate referral intake, document handling, follow-ups and admin tracking — using the Microsoft 365 tools your team already has.
Get a Free Practice Audit →No sales call required. Written audit summary delivered by email.
lost per manual referral processed by your team
revenue lost on every no-show with no waitlist system
when most practices see measurable time recovered
The Problem
Referrals arrive through emails, PDFs, forms and attachments. Details get copied into spreadsheets, files are saved manually, missing information is chased by email, and no one has a clear view of what is waiting, complete or overdue.
Problem 01
Referrals arrive by fax, email, and PDF. Someone reads each one, creates a patient record, books the appointment, and sends a confirmation — manually, every single time.
15–20 min per referralProblem 02
Manual reminder calls still leave gaps in the schedule. Every no-show is revenue gone, with no automated system to pull the next patient off the waitlist and fill the slot.
$80–$200 per missed appointmentProblem 03
NDIS, WorkCover, private health — each scheme has different forms, different follow-up requirements, different timelines. Practices with high NDIS volume are buried before lunch every day.
Hours per week, per clinicianStarting Point
AdminZero turns referral intake into a cleaner workflow: capture the referral, organise documents, notify the right people, flag missing information and track status from one place.
Read more about referral intake automationBefore / After
Referral email arrives → admin downloads attachment → reads PDF → copies details → creates folder → updates spreadsheet → emails team → chases missing info
Referral submitted → details captured → document saved → missing info flagged → status updated → team notified → referral visible in tracker
What We Build
Cleaner capture, tracking and handover for incoming referrals.
Structured details prepared from referral documents for admin review.
Attachments saved and routed without repeated manual handling.
Practical workflows built around tools already in the practice.
Clear views of what is new, waiting, overdue or complete.
Flags and reminders when required details are not provided.
Updates sent to the right people when referral status changes.
Consistent folders and filenames for referral documents.
Simple reporting on referral volume, delays and bottlenecks.
Built for allied health practices using Microsoft 365 tools your team may already use, including Outlook, SharePoint, Forms, Power Automate, Lists and Teams.
Example Workflows
These examples use fictional clinic and client details. They show the type of admin flow AdminZero can build, not real client results.
Demo 01
Referral submitted → file uploaded → record created → document saved → team notified → status visible
Demo 02
Referral email arrives → attachment saved → tracker updated → reminder created
Demo 03
Referral missing phone/email/claim number → automatic flag → email reminder prepared
Demo 04
New → Pending information → In progress → Completed → Overdue
Demo 05
Uploaded referral document → key details extracted → admin reviews → form prefilled
Process
No IT department. No ripping out existing systems. We work inside the tools you already pay for.
Tell us where admin is slowing your team down. We review your current referral or admin workflow and send a written summary by email.
We build workflows specific to your practice using Power Automate and AI. Not templates — solutions built around how your practice actually runs.
Most builds go live in days. Your team gets a full walkthrough and we stay on hand to refine anything before handover.
We monitor, maintain, and improve your automations as your practice grows. One flat monthly retainer — no surprises.
Ways To Start
AdminZero starts with one clear workflow before adding complexity. The first step is usually a written audit, then a fixed-price quick win if there is a practical place to begin.
Free
A free written review that identifies 3–5 practical ways your practice can reduce manual admin.
From $950
One repetitive admin process automated in 7–10 days.
From $3,500
A complete referral intake workflow that captures referrals, organises documents, tracks status, flags missing information and notifies the right people.
From $300/month
Ongoing monitoring, minor fixes, small changes, support requests and monthly improvement suggestions.
Start small with one workflow. Expand only when it saves real time.
Scope
Clear scope protects both sides. AdminZero is focused on practical Microsoft 365 workflow automation, not replacing clinical systems or taking on undefined technical work.
Questions
Usually no. AdminZero starts with the Microsoft 365 tools many practices already use, such as Outlook, SharePoint, Forms, Lists, Teams and Power Automate.
No. You can start with the free written audit. If a call is useful later, it can be arranged, but it is not required to begin.
Yes. You can describe the example in the audit form or paste a secure share link with sensitive details removed.
No. AdminZero is designed to reduce repetitive admin so your team can focus on higher-value work that needs human judgement.
In some cases, yes. AI can assist with extracting details from referral documents, but the output should be reviewed before being used. AdminZero treats AI as an admin assistant, not a decision-maker.
The Free Practice Admin Audit is free. Quick Win Automation starts from $950, Referral Intake Systems start from $3,500, and Care Plans start from $300/month.
Start with Microsoft Forms, Outlook, SharePoint, Power Automate, Microsoft Lists and Teams. Dataverse, Power BI and AI extraction are used only where they fit the job.
Yes. Start with one workflow. Expand only when it saves real time.
Yes. The starting point is a practical admin workflow, not a large software project.
Please remove or hide any sensitive client information before sharing examples. Do not include actual patient or client data in the form unless specifically agreed.
AI-assisted extraction can help prefill information from documents, but it may not always be complete or correct. Extracted information should be reviewed before use.
Free — No Obligation
Tell us where admin is slowing your team down. You will receive a written summary with practical automation opportunities by email.
No sales call. No pressure. No obligation.
Free Practice Admin Audit