AI + Automation
Readiness Assessment
Strategic analysis for Kirsty Briscoe.
We've analyzed your workflows and identified immediate opportunities to reclaim time and revenue.
What We Heard
Top 3 pain points consuming 18+ hours per week
Clinical Note-Taking Overhead...
This administrative bottleneck delays billing, creates end-of-day stress, and prevents you from seeing additional clients who need your help. Best cas...
"The biggest challenge you're dealing with right now is the writing of the notes... I've got over $1,000 just waiting to be billed because I'm behind on notes."
Referral Management Backlog...
The quicker you respond to referrals, the more likely they are to engage—but without a tracking system, referrals sit unaddressed while you manage you...
"I actually don't keep up with about five to seven referrals a week... So the quicker I get to them, the more open they are."
Disconnected Calendar Systems...
When you need to reschedule clients (like moving all Tuesday appointments), there's no unified system—you're manually contacting each person and coord...
"I don't know if you can put the Headway calendar onto Alma's calendar or Alma's calendar onto Headway... If I have to reschedule someone, I could hit a button or speak into something and clients get a text message to reschedule themselves."
Current Tech Stack
Multiple tools requiring manual coordination
Industry Specific
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Headway - Primary EHR and billing platform
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Alma - Secondary EHR for additional clients
Ai Tools
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Notion - Organization and personal workflow management (your go-to tool)
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Google Calendar - Scheduling coordination
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ChatGPT - Occasional use for therapeutic strategies (free version, with compliance concerns)
What You Are Ready For
AI readiness across five critical dimensions
Composite Score
High Automation
Tech Infra
Focus Area
Current EHR & tools
Analysis
"Strong EHR foundation, API available."
Process
Focus Area
Workflow documentation
Analysis
"Workflows are ad-hoc and undocumented."
Data Mgmt
Focus Area
Structure & hygiene
Analysis
"Data exists but is siloed."
Team Ready
Focus Area
Culture & adoption
Analysis
"Team is eager for relief from admin work."
Budget
Focus Area
Financial commitment
Analysis
"Budget allocated for near-term automation."
Quick Wins
High-impact modules for immediate deployment • Total: 6+ hours/week
AI-Assisted Note-Taking (Locally Hosted)
After each session, you'll speak notes into your phone or reference session audio, and a locally hosted AI running on your own secure environment generates structured, compliant clinical notes ready for review and billing—no cloud, no third-party access, just fast, accurate documentation.
Referral Management Automation
New referrals entered through your existing EHR interfaces automatically populate a tracking system that sends you timely reminders for follow-up, logs response status, and ensures no potential client falls through the cracks.
Unified Appointment Management
Automatically sends platform-specific rebooking emails when conflicts occur, centralizing appointment management and notifying your assistant to follow up.
System Demo
See the automation in action
Service Packages
Choose the right level of automation for your readiness score
Light Package
Quick Win Starter
4 weeks timeline
- "Golden Thread" Local AI Note-Taker.
- Unified Calendar Visualization.
- Referral Watchdog.
- SOAP & Narrative Parsing.
Best for: Quick wins, testing
Medium Package
Champion Automation
12 weeks timeline
- Everything in Light Package
- Forensic vs. Clinical "Mode Toggle"
- Siri & Apple Watch Hooks
- "Emergency Brake" Rescheduling Automation.
Best for: Core automation
Heavy Package
Elite Transformation
20 weeks timeline
- Everything in Medium Package
- "One-Click" PDF Cloud Injection
- Universal Unified Inbox
- Scalable "Therapist-in-a-Box" Licensing
Best for: Complete transformation
ROI Analysis
Projected financial impact Year 1
Weekly Time Allocation
After You Say Yes
Your path to implementation
▢ Required Documents
Legal and compliance framework
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MSA (Master Service Agreement)
Legal framework for ongoing services
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NDA (Non-Disclosure Agreement)
Protect sensitive program data
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SOW (Statement of Work)
Detailed scope, deliverables, and timeline
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DPA (Data Processing Agreement)
Data protection compliance
➔ Next Steps
Your implementation journey
- 1 Review this proposal and identify any questions or concerns about scope, pricing, or timeline
- 2 Schedule technical feasibility consultation with our development team to confirm Headway/Alma API capabilities for calendar sync
- 3 Deliver detailed HIPAA compliance documentation and local AI hosting architecture overview to address security concerns
- 4 If Medium Package is approved, schedule kickoff call and begin Phase 1 within 5 business days
Ready to Get Started?
Transform your workflow with AI-powered automation.
Contact CellaNova Technologies to discuss your selected package and begin implementation.