Practice management2025–2026

One platform for an entire healthcare practice

An allied-health practice with a growing team of practitioners serving hundreds of clients needed a single platform that could replace fragmented, off-the-shelf tooling, consolidate their data, and give the team visibility into every corner of the practice.

In plain terms

One custom system that runs your whole practice — bookings, notes, billing, and follow-up — instead of five apps that don't talk to each other.

Everything in one place

Calendars, client notes, invoicing, and enquiries all live in one system, so nothing gets re-typed between tools and the team can see every corner of the practice.

The admin runs itself

More than 20 jobs — invoicing, reminders, lead follow-up, payroll — run on schedule in the background, so your people spend their time on care instead of paperwork.

You own it outright

It runs on your own infrastructure with full access to the code, so it's yours to keep and keep extending — not rented software you can be locked out of.

The opportunity

The practice was using capable off-the-shelf tools, but as the team grew, so did the need for workflows tailored to how it actually operates — session planning tied to Outlook calendars, invoicing wired directly into Xero, NDIS and private billing that matches their specific plan-manager requirements, and a lead pipeline connected to their marketing sites.

The goal wasn't to replace what worked. It was to build an integrated ecosystem around the practice — where every system talks to every other system, data flows automatically, and the team spends their time on care instead of admin.

What we built

Three production applications — practice-management admin, the practice marketing site, and a standalone class-booking platform — all feeding into a unified database with full data migration from the legacy system.

Data migration and custom database

Complete migration from the legacy system with full data integrity — client records, session histories, practitioner profiles, and financial data. A purpose-built PostgreSQL schema with 39 models designed around how the practice actually operates.

Calendar planning and session management

Near-real-time bidirectional Microsoft Outlook sync via Microsoft Graph. Practitioners manage their daily schedule, session notes are stored against each appointment, and calendar changes propagate across both systems as they happen — driven by change-notification webhooks rather than a fixed poll.

Xero invoicing and payment tracking

Sessions flow directly into invoices. Six automated workflows handle generation, approval, Xero sync, reconciliation, NDIS formatting, and email delivery — all linked back to the calendar so every session is accounted for.

Session notes and clinical records

Practitioners write session notes directly in the platform. Notes are stored securely against client records, searchable, and linked to the session timeline — giving the practice a complete clinical history without external tools.

Lead management and automated communications

Enquiries from the marketing site feed into a built-in CRM. Automated nurture sequences, session reminders, and email flows run on schedule — reducing the admin load on the team and ensuring no lead goes cold.

Standalone class-booking platform

A separate booking and membership system for the practice's group program — with its own user base, its own Stripe checkout, and multiple session themes.

How it fits together

One platform, the whole practice

Read it as a wheel: the practice-management platform sits at the centre, and each spoke is a system or surface it now connects — replacing the fragmented off-the-shelf tools the practice used before.

One platform

Practice-management platform

Outlook calendar sync

Xero invoicing & reconciliation

NDIS & private billing

Session notes & clinical records

Lead pipeline & CRM

Automated email workflows

Class-booking platform

Payroll & payslips (built)

Outlook calendar sync

Xero invoicing & reconciliation

NDIS & private billing

Session notes & clinical records

Lead pipeline & CRM

Automated email workflows

Class-booking platform

Payroll & payslips (built)

Every system feeds one shared database — data flows automatically instead of being re-keyed between tools.

The outcome

0+Automated workflows

0+API endpoints

0Database models

0Production applications

0Xero invoice pipelines

0minCalendar sync interval

The practice now runs on a single platform purpose-built for how it operates. Session planning, clinical notes, invoicing, Xero reconciliation, lead management, and automated communications all operate from one system, with payroll built and ready to switch on. The practice has a foundation they can continue building on — with full visibility into bottlenecks, opportunities, and the operational health of the business. It has run the practice day to day since launch, on the practice's own infrastructure with full source access — a foundation they keep extending, maintained by the same engineer who built it, and worth more to the business every quarter it runs.

“It was only two weeks before I started to see the difference for my business. Initially I would only get 5 emails via my website a month, now I am getting 5 emails a week for referrals.”

Practice Owner

Healthcare

Built with

Next.jsReactTypeScriptTurborepoPrismaSupabasePostgreSQLMicrosoft GraphXeroStripe (class booking)Claude AIResendRadix UITailwind CSS

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