How Evolve Physio's Cliniko treatment notes now send patients their exercise videos, and how the clinic keeps track of GP referrals, confirmations, DNAs and unpaid invoices without the busywork.
Semih TaflanDirector and Senior Physiotherapist, Evolve Physio
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01 · The clinic
Evolve Physiotherapy Centre is a physiotherapy clinic in Jacana, in Melbourne's north, across the road from Broadmeadows Hospital. Semih Taflan is the clinic's director and senior physiotherapist, leading a team of five physios and four receptionists.
The clinic specialises in chronic pain and sports rehabilitation, and sees Medicare, TAC and WorkCover patients alongside private clients.
02 · Before Luha
Evolve runs Cliniko in a very particular way, from how physios write their treatment notes to how missed appointments are recorded against each patient. Semih didn't want plug-in software that would make the team change those habits.
So every automation Luha built for Evolve was made to fit exactly how the clinic already works.
“It's saving up to 50% of our workday, and being on top of our billables for the week is over 95%.”
Semih TaflanEvolve Physio · VIC
03 · The results
Semih puts the time saved at up to half of the workday, and the clinic now stays on top of more than 95% of its billables each week.
The monthly referral report also changed how Evolve markets itself: the clinic can see which GP practices refer the most and focus its effort there.
Five automations, each built around the way Evolve already uses Cliniko. Pick one to see it in action.
SPain 3/10, improving with home program
OFlexion 160°, external rotation 70°
ARotator cuff tendinopathy, progressing
PExercise prescription
Hi Sam, here's today's exercise from Semih: shoulder external rotation, 3 sets of 10.
Shoulder external rotationExercise video · 1:42Perfect, thanks!
Illustration · sample data
Luha added exercise triggers to Evolve's Cliniko treatment note templates. During the consult, the physio ticks the exercise they're prescribing, for example shoulder rotation rehab, 3 sets of 10, as part of their SOAP notes.
When the note is finalised, the patient gets a text with a link to the video for that exact exercise. No handouts, and nothing extra for the physio to do.
Illustration · sample data
Sent monthly: where referrals come from, which GP and practice sent each one, and how many each GP referred. Evolve uses it to market directly to its highest-referring GP practices.
Still unconfirmed for tomorrow:
Noah K. · 0413 xxx xxx · 10:00
Ava T. · 0400 xxx xxx · 2:30
Hi Ella, reminder: Thu 9:15am at Evolve Physio. Reply Y to confirm.
24 hours later
Just checking you can make Thu 9:15am? Reply Y to confirm.
Y
Illustration · sample data
Reminders go out 48 hours before each appointment asking patients to reply Y. A Y marks the appointment as confirmed in Cliniko. No reply? A second message goes out 24 hours later, and at 3pm reception gets an email listing every patient still unconfirmed, ready to call.
DNA note: missed 2 appointments (12 Aug, 3 Sep)
Treatment note · 20 Aug
Treatment note · 6 Aug
Initial consult · 30 Jul
Illustration · sample data
Evolve tracks missed appointments in each patient's notes. When a patient with a DNA history books again, Luha adds a DNA note to their Cliniko record so the team sees it straight away.
2 invoices unpaid for over 90 days
Liam P. · $186 · 97 days
Grace H. · $226 · 121 days
Illustration · sample data
Any invoice left unpaid for more than 90 days is emailed to the clinic director, so nothing slips through.
Every automation was custom-built around how Evolve Physio runs, not switched on from a plug-in.
Video story
“Moving to Luha was one of those things I wish I had done earlier. It has been a real no-brainer for me.”
Kate HeslopBe Podiatry · VIC
Video story
“You guys really do go to that next level of creating them as custom automations. It's been a real game changer.”
Dana RobbinsMonty Osteo · VIC
Start with a free 30-minute strategy session to find where admin time goes in your clinic and what to automate first.