For clinics
Answer the new patient before the next clinic does.
For owners and office managers of small medical, dental, physical therapy and vet clinics. We find where inquiries and bookings slip through and put a yearly cost on it. Then we automate the front desk and back office work around the visit.
What a diagnostic looks at for a clinic
We look at how the front desk and back office run today and time the work. Patient health information stays out of scope unless your tools and agreements already cover it. Every number comes with a note on how sure we are of it.
- How fast a new inquiry gets a replyFrom your website form to the first answer, over a few normal weeks. We also count the inquiries nobody answered at all.
- The steps between an inquiry and a booked visitThe deposit, the intake forms and picking a time. We look for the step where people stall.
- Questions the front desk answers every dayHours, directions and what to bring. How many arrive by email and how long each reply takes.
- Supply and lab billsHow they arrive, who types them in and what a missed or double-paid bill costs you.
- Staff meetingsWhich ones end without clear owners and dates, and who writes the follow-up.
- The monthly numbersWhich numbers you check each month, where they live and how long it takes to pull them together.
Office work we take off your plate
Each one has a working example with made-up data. Yours is shaped by what the diagnostic finds.
- New inquiries from your website
Lead replies
Answers every new inquiry right away and hands it to the right person.
See the example - Deposit, intake forms and the booking link
Booking follow-through
Sends the payment link, the forms and the booking link in order, with reminders, and hands you anyone who replies.
See the example - Hours, directions and repeat questions
Email replies
Drafts replies to the questions you answer every day. You read them and send.
See the example - Supply and lab bills
Invoice entry
Reads invoices from your inbox, checks the math and lines them up as draft bills.
See the example - Staff meeting follow-ups
Meeting notes
Turns a meeting into decisions, owners, dates and a follow-up email.
See the example - The monthly numbers
Monthly report
Pulls sales, spending and pipeline into one page by the 2nd of the month.
See the example
How it works
- Stage 1
Diagnose
We map how inquiries and bookings move today and time the office work. You get the numbers above and a plain recommendation. It has a fixed fee, agreed before we start.
- Stage 2
Build
If a build makes sense, you get three options at fixed prices. You test each milestone and pay as it lands.
- Stage 3
Run
Kustos keeps it running and right, or you run it yourself. You keep the system either way.
Questions from clinic owners
Do I need new software?
Usually not. The examples run on Google Sheets and Gmail in your own Google account, plus tools you may already pay for, like Stripe or QuickBooks. If your practice software or something you can buy today already does the job, we say so and name it.
Will anything message patients on its own?
Only words you have approved. Lead replies sends the reply you wrote and switched on. Booking follow-through sends messages whose wording you approved, and texts only people who ticked the box for texts. Email replies only drafts, and a person sends each one.
Our numbers live in our practice software. Is that a problem?
No. The Monthly report example gives each source its own tab in a Google Sheet you own, filled by a connector or a monthly export. A source that is out of date is flagged and left out, not counted.
Next step
Start with the process that costs you the most.
Rough numbers are fine. Describing it takes about three minutes.
Tell us what's breaking