08:30Pain
Paper at the door
Every new patient fills in the same three pages on a clipboard. Someone types them in later, if there is a later.
Ops SystemDental, medical and physiotherapy clinics
The clinic front desk, run by software
Agenda, a waiting-room kiosk with digital consents, and an invoice that waits for every signature.
One moment
08:47
Three patients at the desk, the phone ringing, and the consent form for chair two is in a folder nobody can find.
A dental clinic with three chairs, two people at the front desk and a full Monday. The clinic is invented, like every name on this page.
The day
A Monday, before
08:30
The clock says
08:30
Paper at the door
- 09:15Pain
The phone, again
Bookings come by phone while the desk is checking someone in. The fourth call this hour goes to voicemail.
- 10:40Pain
Where is the consent?
The anaesthesia consent for chair one was signed. Probably. It is in a folder, somewhere.
- 13:00Pain
The invoice that does not match
The treatment sheet says extraction and anaesthesia. The invoice says extraction. Nobody notices until the patient does.
- 19:10Pain
After closing
Someone stays late to type the morning's forms into the system.
The cost
What a Monday like that costs
6
hours a week
typing paper forms into the system
40 new patients a week × 9 minutes each
12
calls a week
missed while the desk is busy
about 2 an hour at the busiest times
3
invoices a month
that do not match the treatment
1 in 100 of about 300 invoices a month
Example figuresExample figures for a clinic like this one. The audit measures yours.
The turn
What changes
The front desk stops being the place where information is copied. The patient enters it once, on a tablet, and everything else follows from that.
- 1
Kiosk
The patient fills in the form and signs the consents on a tablet in the waiting room
- 2
Agenda
The check-in marks them as arrived, with a medical alert if they ticked one
- 3
Treatment sheet
The doctor records the treatment, with the consents it needs listed next to it
- 4
Invoice guard
The invoice is created only when every consent it needs is signed
Try it
Try the front desk
Check a patient in at the kiosk, sign the consents, then try to invoice Muntean Demo Andrei before his anaesthesia consent is signed.
Try this
- 1Open the waiting-room kiosk and check a patient in
- 2Watch the agenda update on its own
- 3Try to create an invoice with a consent missing
Invented data. In live mode, what you type goes to an AI for an answer; nothing is stored.
affarit.com/demos/clinic-front-desk
How we build it
How we build it
1
The audit, 2 hours
We walk a morning at the front desk with you, time the five biggest repeated tasks and agree what to fix first.
2
The build, 5 to 6 weeks
The kiosk, the agenda link and the invoice guard, connected to the systems the clinic already uses.
3
Handover and 30 days
We train the team on a real working day and stay for 30 days of support.
Under the hoodBuilt on the clinic's own agenda and invoicing, hosted in the EU, with a written data processing agreement. Patient data never leaves the clinic's systems.
The package
Ops System, €5,000
This story runs onLive in 5 to 6 weeks
Ops System
€5,000
- A 2-hour operations audit
- Three automations working together
- Team training
- 30 days of support
Or, as an alternative
Ops Sprint €3,500
An operations audit and one automation, live in 3 weeks. Live in 3 weeks.
Questions
Before you ask
No. The audit maps what you use today, and the build connects to it. If something must change, you hear it before you sign.
Free audit
Start with the 2-hour operations audit
We time your front desk's day and leave a written map: what to automate, what it saves, what it costs.