$27M revenue · 12 clinics · 180 people · 12% EBITDA · Cliniko, Xero, Microsoft 365
The short version
$1.33M
More EBITDA a year
net of software and running costs
12% → 16.9%
EBITDA margin
+4.9 points
46,800
Hours back a year
46 → 20 FTE on repeatable work
16 weeks
To fully running
first value in week 8
01 · Where the time goes
46 people on repeatable work. 20 after.
Full-time equivalents spent on work that is the same every week, by function. Clinician admin time included.
TodayHeadless
Calls and bookings
22 → 9
Notes and letters
10 → 5
Claims and billing
8 → 3
Recalls and follow-up
6 → 3
Total26 FTE of time back. 46,800 hours a year.46 → 20
02 · The stack
Your stack. Built by us. Owned by you.
PADISO is not in your stack. We choose the agents, wire them into the systems you already run, and set the rules inside your own tools. Every account, contract and log is in your name.
You
CEO and clinic leads
7am daily summaryApprovals in TeamsWeekly clinic review
Agents
Bought, not built
Aeva AI ReceptionistHeidiPhysitrackCustom Claude agents on n8n
The rules
Set in your own tools
Approval thresholds in SlackSpend caps in each vendorAudit logs you keepWeekly accuracy checks
Systems of record
Stay as they are
ClinikoHICAPSXeroMicrosoft 365TeamsBank feeds
Models: Claude, GPT, Gemini or Grok, chosen per task on accuracy and cost. Swappable without a rebuild.Custom agents: only where no product exists. Here, two: third-party claim checks and patient recalls.
03 · The playbook
Function by function, step by step.
The tools, the order of work, the guardrail and what it is worth. Detailed enough to implement.
Calls and bookings
Weeks 5 to 8
Bookings
Office hours → 24/7
Hours back a year
23,400
Net EBITDA a year
$663K
Tools
Aeva AI ReceptionistClinikoTeams
Steps
1Pull 3 months of call logs. Tag the top intents: new booking, reschedule, cancellation, fees, directions.
2Connect Aeva to Cliniko. Load each clinic’s practitioners, appointment types, fees and policies.
3Shadow for 2 weeks on after-hours and overflow calls. Front desk reviews every call summary.
4Go live in all 12 clinics. Clinical questions and upset patients transfer to a person.
People keep
Patients at the desk, complex bookings, care
Guardrail
Clinical questions, red flags and complaints always go to a person.
Notes and letters
Weeks 8 to 11
Notes, per consult
12 min → 3 min
Hours back a year
9,000
Net EBITDA a year
$255K
Tools
HeidiCliniko
Steps
1Agree consent wording and a note template for each appointment type.
2With patient consent, Heidi drafts the treatment note in the clinic template.
3The physio reviews, edits and signs every note into Cliniko.
4Referrer and GP letters are drafted from the signed note. The physio approves before sending.
People keep
Assessment, treatment, every signed note
Guardrail
No note or letter is filed without the treating physio signing it.
Claims and billing
Weeks 11 to 14
Claims rejected
9% → 2%
Hours back a year
9,000
Net EBITDA a year
$255K
Tools
ClinikoHICAPSXeroClaude agent on n8n
Steps
1Map every payer: health funds, insurers, workers comp, government schemes. One rule sheet per payer.
2Claim on the spot through Cliniko and HICAPS at checkout. Gaps paid before the patient leaves.
3A Claude agent on n8n checks third-party invoices for approvals, codes and session limits before they go.
4Rejections and overdue third-party accounts are worked daily. Finance sees exceptions only.
People keep
Insurer relationships, disputes, payment plans
Guardrail
Write-offs and fee waivers need a practice manager yes.
Recalls and follow-up
Weeks 13 to 16
Plans completed
48% → 66%
Hours back a year
5,400
Net EBITDA a year
$153K
Tools
ClinikoPhysitrackClaude agent on n8n
Steps
1Tag every patient with a treatment plan and next due visit in Cliniko.
2Physitrack sends home exercise programs. Adherence is visible before the next visit.
3A Claude agent on n8n texts patients who fall off plan, with a one-tap booking link.
4A monthly report per clinic: plan completion, rebookings, gaps in each diary.
People keep
Clinical decisions, patient relationships
Guardrail
No clinical advice by message. Opt-outs honoured at once.
Tools named are what we would shortlist for this business today. No paid placements and no vendor affiliation. Best of breed moves fast, so the stack is reviewed every quarter.
04 · How it runs
Faster on every measure that matters.
Shorter bar is better. Same business, same team leads, same systems.
Missed calls a weekOpen 24/7
Today
640
Headless
0
Wait to book by phone12× faster
Today
6 minutes
Headless
30 seconds
Notes, per consult75% faster
Today
12 minutes
Headless
3 minutes
Claims rejected78% fewer
Today
9%
Headless
2%
Empty diary slots57% fewer
Today
14%
Headless
6%
Approvals reaching the CEO88% fewer
Today
25 a week
Headless
3 a week
05 · The money
$3.24M EBITDA becomes $4.57M.
Each function adds to the bottom line. Figures are net of software, models and running the agents.
$3.24M
Today
+$663K
Calls and bookings
+$255K
Notes and letters
+$255K
Claims and billing
+$153K
Recalls
$4.57M
Headless
EBITDA margin
12%→16.9%
How the $1.33M is built
26 FTE × $68K$1.77MSoftware, models, running, 25%−$0.44MNet a year$1.33M
06 · The 16 weeks
One function at a time. Value from week 8.
Each function runs in shadow mode for two weeks: agents draft, people send. Nothing goes live until accuracy holds above 90%.
12345678910111213141516
Diagnostic
Diagnostic
Calls and bookings
Live wk 8
Notes and letters
Live wk 11
Claims and billing
Live wk 14
Recalls
Live wk 16
DiagnosticShadow modeLive
Annual EBITDA run rate, by week
$1.33M by week 16
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Milestones
Week 4Board signs off the case, the stack and the guardrails
Week 8Aeva answering in all 12 clinics, 24/7. $0.66M run rate
Week 11Heidi live for every physio who opts in. $0.92M
New physio starting · open 140 slots at 2 clinicsReview
Diaries 91% full across 12 clinics · 4 third-party claims to chase
Always waits for a human yes
Fee waivers and write-offsevery one
Refundsover $100
Clinical questionsalways a person
Patient complaintsalways a person
Supplier paymentsevery batch
Illustrative model: 26 FTE of repeatable work at $68K fully loaded, less 25% for software, models and running the agents. 1,800 hours per FTE a year. Not a client result. A Diagnostic replaces these with your numbers. Product names are trademarks of their owners.
What would your business look like headless?
30 minutes with our founder. We sketch your before and after, and your stack, on the call.