CareFlow: Practice Management, Bookings & Medicare Claims
How GetPost Labs would build the medical receptionist's workflow: calls and emails turned into bookings and paperwork by AI agents, referral and claim checks held by rules, and every clinical and billing decision left with the doctor and the practice team. The Medicare claim is prepared on the same record.
Executive Summary
The Problem: The front desk of a busy practice answers the phones and the inbox, books appointments, keeps patient records up to date, prepares hospital paperwork and quotes, then processes Medicare, private and third-party billing. The details are typed from a call or an email into the practice software, and checked again at billing time.
The Solution: CareFlow gives the reading, booking and form-filling to AI agents, keeps the referral, consent and claim-completeness checks as fixed rules in software, and leaves every clinical decision with the doctor and every claim with the practice team to confirm. The booking, the paperwork and the claim sit on one record.
The Outcome: Reception spends less time re-typing and more time with patients, the doctor sees the patient with the paperwork already in order, and each claim goes out with its own audit trail.
The Challenge
Understanding the problem space
"Processing Medicare claims and third party billing"
— A duty listed in a current Australian medical receptionist job ad (SEEK, September 2026)
Bookings and billing are the core of the front desk. Across 13 current medical receptionist and practice manager ads, the same duties come up again and again: answer the phones and the inbox, schedule appointments, keep patient records accurate, liaise with hospitals and GPs, and process the billing — Medicare, private health funds, DVA and WorkCover.
Most of that work is moving information that already exists somewhere else — a referral letter in the inbox, a patient's details from the last visit, the doctor's billing notes, a hospital's admission forms. When it lives across Genie or Best Practice, email and paper, every booking and every claim is assembled by hand, and one missing referral or wrong detail turns into a rejected claim.
Source: 13 medical receptionist and practice manager job ads in Australia on SEEK, September 2026. Employers not named.
The Solution
What GetPost Labs would build
Core Capabilities
Where the Time Comes Back
Confirming, not re-typing
The receptionist stops keying each request and claim by hand and starts confirming what the agent has prepared:
Bookings from the Inbox
Read each email, open the practice software, find the patient, check the referral, pick a slot, reply by hand.
The agent has read the request, matched the patient and suggested a slot. Reception checks it and confirms with one reply.
Hospital Paperwork & Quotes
Copy the patient's details onto each hospital form and quote, then chase the missing signature before the procedure.
The agent pre-fills the forms from the record. A rule holds the booking until consent and the referral are on file.
Medicare & Third-Party Claims
Re-key the doctor's billing notes into the claim, find out it was rejected days later, work out why.
The agent drafts the claim from the notes, rules check it is complete before it goes, and the practice team confirms it.
BPMN Workflow
The business process modelled
Patient Request: Booked to Claimed
User Journey
A Specialist Appointment, Booked to Claimed
Scenario: A busy specialist practice. A new patient emails a GP referral and asks for the first available appointment before a planned procedure.
Emails the practice with the GP referral attached and their preferred days
Reads the email and referral, creates the new-patient record, suggests a new-patient slot and pre-fills the registration and consent forms
Confirms the referral is addressed to this specialist and in date, and holds the booking until the signed forms come back
Sees the patient with the referral and forms already on the record, makes every clinical decision and notes the items to bill
Drafts the Medicare claim and the hospital paperwork for the procedure from the doctor's notes, and flags a detail it could not confirm
Checks the flagged detail with the doctor, corrects it and confirms the claim
Checks the claim is complete before it is lodged. Booking, forms, referral, claim and its status kept on one record
Outcome: The patient is booked, seen and billed with every form, check and decision on one record. The agent prepared it; the doctor and the practice team decided it.
Interactive Prototype
Functional dashboard demonstrating the concept
Weekly Roster — Ward A
Week of Jan 6-12, 2025 • Auto-scheduling enabled
| Shift | Mon | Tue | Wed | Thu | Fri | Sat | Sun |
|---|---|---|---|---|---|---|---|
| 7am-3pm | S. Chen RN | Auto-fill RN pending | S. Chen RN | J. Wong RN | S. Chen RN | — RN OPEN | J. Wong RN |
| 3pm-11pm | J. Wong RN | L. Smith RN | — RN OPEN | L. Smith RN | J. Wong RN | L. Smith RN | Auto-fill RN pending |
| 11pm-7am | M. Patel EN | K. Brown EN | M. Patel EN | Auto-fill EN pending | K. Brown EN | M. Patel EN | K. Brown EN |
© 2026 GETPOST Labs. Full Stack Engineering Solutions.
Functional prototype. Click on cells and entries to see interactions.
System Context
Where CareFlow fits in the ecosystem
Have a Similar Problem?
This is the kind of workflow automation GetPost Labs builds. If your organisation has similar challenges, we'd love to discuss how a custom solution might help.