Manual reminder callsAutomated SMS & email reminders with formsLapsed patients forgottenRecall & rebooking workflowsNumbers rebuilt by handA weekly report generated from live sheets
- Nookal bookings
- SMS & email reminders
- Jotform → Google Sheets
- Apps Script
- Weekly report
Background
EPSA Health & Rehabilitation Centre is an allied-health practice in Adelaide, South Australia, running exercise physiology, physiotherapy, dietetics and hydrotherapy alongside a busy admin and reporting load.
The challenge
A practice like this runs on whether the right patient gets the right reminder at the right time — and on whether anyone can say, at the end of the week, what actually happened. Reminders, recalls and the weekly numbers were manual work spread across Nookal, spreadsheets and inboxes.
What I built
Automation & workflows
A clinic runs on whether the right patient gets the right reminder at the right time. I built and maintain that layer inside Nookal and the tools around it.
- Automated appointment reminders by SMS and email, with appointment forms and direct booking links
- Cancelled-appointment recall workflows that follow up patients with no future booking
- Rebooking reminders triggered after a patient’s last appointment
- Automated form distribution for initial appointments and selected appointment types
- Jotform connected to Google Sheets for internal staff reporting
- Apps Script that generates each new week’s reporting rows automatically
- Recurring Clinician and Admin Self-Reflection form workflows
Reporting & data analysis
I prepare and maintain the weekly Financial Mastery Formula report — and wrote down the method, so it comes out the same way every week.
- Weekly analysis of leads, bookings, lead conversion, calls, impact hours, product sales and practitioner performance
- Lead Tracker, Discipline Stats and Calls Dashboard built and maintained
- Impact hours calculated against practitioner schedules and internal meetings
- Documented rules for absences, internal meetings, appointment coverage and other exceptions
- Support for Medicare, DVA, NDIS, RTWSA and other healthcare reporting workflows
NDIS & clinical administration
- NDIS FY2027 cases and service codes updated
- Exercise Physiology, Physiotherapy, Dietetics and Hydrotherapy NDIS service codes maintained
- Service agreement calculations, cost breakdowns and conditional formatting corrected
- Appointments assigned to the right NDIS cases and service codes
- GP information, referrals, patient files and discharged/active case reviews kept in order
Finance & payment administration
- Bank deposits reconciled against remittance information
- Payments from DVA, TIO, insurers and other organisations investigated
- AMEX payments and historical deposits tracked; missing remittances followed up
- Invoices uploaded to Hubdoc; Nookal-related invoices reviewed; Tyro Health admin supported
Workspace, website & communication
- Google Workspace administration, Gmail delegation, shared inboxes and branding
- Website layout, content and resource updates, forms, and the 2026 Code of Conduct
- Professional bulk SMS and email templates
- Team performance updates turned into encouraging, clinically appropriate internal messages
- Healthcare social graphics, short-form video and branded communication assets
Results
Weekly, on time — A reporting cycle the practice runs on, plus documented rules for absences, coverage and exceptions.