Scoped to your clinic’s current systems and priorities. From €2,500.
Not sure where to start?
Most clinics don’t have a clinical quality problem. They have a systems problem.
Fifteen manual admin hours per week costs €18,000 per year in recoverable staff time — €36,000 for a two-person admin team. Reminders, intake forms, recall chasing, data re-entry — all work that configured systems handle automatically.
Heidi Health typically reduces documentation time by 5–10 minutes per consultation. Across a full clinical day, that compounds into meaningful time returned to patient care — time most clinicians currently spend after hours finishing notes.
A 3–5 percentage point reduction in DNA rates through automated reminders and waitlist backfill. Across a 40-appointment diary, that is significant recovered capacity every week — without adding headcount.
Disconnected systems multiply the cost further. Booking in one tool, records in another, reminders chased manually. Coordination that connected systems should handle automatically falls to staff instead. The problem is not effort. It is architecture. Every hour your team spends on work the system should handle is an hour not spent on patients.
Before AI tools can work effectively, the practice systems underneath them need to be sound. Layer One is the foundation.
We work with CompleteGP, Socrates, Helix, Medserv, Healthone, Dentally, Exact, and Aerona. In most cases, performance improves by configuring what you already have — not replacing it.
Online booking configured with the right rules — protecting clinical capacity, routing appointment types correctly, and eliminating the manual diary management that consumes reception time. Outcome: patients book correctly, the diary fills predictably, and reception stops managing what the system should handle.
Confirmations, reminders, cancellation management, and recall sequences — automated and connected to the PMS. Outcome: fewer no-shows, less manual follow-up, and reception time redirected to patient-facing work.
Patient intake forms, consent documents, and pre-appointment questionnaires — digital, GDPR-compliant, and integrated to the PMS so data flows directly into the patient record without manual entry. Outcome: reception stops re-entering data, patient records are more complete, and the clinical encounter starts faster.
Automated waitlist management — when a cancellation occurs, the system identifies and contacts the next eligible patient. Outcome: clinical capacity is protected and diary gaps close automatically.
Clear visibility of the metrics that matter — utilisation, DNA rates, appointment conversion, recall performance, and capacity — built from your data and presented in a format that supports management decisions.
AI tools in a healthcare setting are only as good as the systems they sit on top of. Layer One creates the foundation. Layer Two adds the intelligence.These are not general-purpose AI tools adapted for a clinic. They are healthcare-specific implementations with clear data handling standards, clinician oversight built in, and GDPR compliance as a baseline requirement — not an afterthought.
Stop losing two hours a day to clinical notes Heidi Health listens to the consultation and generates a structured note draft in real time. You review, edit, and approve — nothing enters the record without your sign-off. Most clinicians recover 5–10 minutes per consultation. Across a full week, that's hours returned to patient care instead of after-hours documentation. GDPR compliant. Built for regulated healthcare. Clinician review at every stage.
Stop losing patients outside opening hours Weave AI receptionist handles inbound calls and enquiries when your team isn't there — capturing patient requests, answering common questions, routing urgent calls. Every interaction is logged. Your team reviews and responds the next morning. No enquiry is lost because the phone went unanswered at 7pm.
AI-driven patient retention analysis identifies patients showing disengagement signals — missed recalls, declining visit frequency, cancelled appointments not rebooked. Instead of finding out a patient has left when they request a record transfer, your team gets flagged early enough to act. For a clinic where one lost patient represents €500–€2,000 in annual value, catching even a handful per month changes the numbers materially.
Stop flying blind on clinic performance Operational dashboards built from your own data — utilisation, DNA rates, appointment conversion, recall performance, capacity — presented in a format that supports actual management decisions. Most clinic owners we work with have never had clear visibility of these numbers. Once they do, every other decision gets easier.
Practice systems and AI implementation is priced to scope — because the right solution depends entirely on what your clinic currently has, what it needs, and in what sequence.
(PMS configuration, booking optimisation, patient communication automation) typically start from €2,500.
(All six Layer One pillars with Heidi Health and Weave integration) typically ranges from €5,000 to €12,000 depending on clinic size, current system complexity, and scope.
The return calculation for most clinics is straightforward once the current overhead is quantified. €18,000–€36,000 in recoverable admin staff cost. Meaningful clinical time recovered per consultation through Heidi Health. A DNA reduction of 3–5 percentage points recovering significant capacity monthly. A Heidi Health implementation alone — at the lower end of the investment range — typically returns its cost within the first four to six weeks of use.
The scoping session is how we establish your clinic’s specific numbers before any commitment is made.
We review current systems, workflows, and the specific pain points your clinic is carrying. Scope is agreed and implementation priorities are sequenced by impact — highest value, lowest disruption first.
Phased rollout. Each component is configured, tested, and confirmed working before the next begins. The clinic continues operating normally throughout. Staff are briefed, trained, and supported at every stage.
Everything is documented and handed over with your team trained. Post-implementation support is provided to ensure the system performs as expected. We don’t configure and disappear.
Typical timeline: four to twelve weeks depending on scope and current system complexity.
Real feedback from clinic owners who invested in systems automation and AI implementation — and measured the difference.
Wellmarkit is a specialist healthcare implementation team — not a technology consultancy that advises from a distance. We configure, install, and hand over live systems. The team brings together practice management software specialists, clinical workflow designers, AI implementation experts, and operational consultants who understand how clinics actually run day to day. We work hands-on with CompleteGP, Socrates, Helix, Medserv, Healthone, Dentally, Exact, and Aerona. We implement Heidi Health for clinical documentation and Weave for patient communications and out-of-hours enquiry capture — with clear data handling standards, clinician oversight, and GDPR compliance built into every configuration. Every system we install is tested, documented, and handed over with your team trained. We don’t configure and disappear. Post-implementation support is part of every engagement. We work exclusively with regulated healthcare practices. The founding principle is straightforward: we help people who help people.
No. Implementation is phased — starting with the highest-impact, lowest-disruption changes. The clinic continues operating normally throughout. Staff are trained before each phase goes live. Nothing is switched on until it has been tested and your team is comfortable with it.
The AI tools we implement are built specifically for healthcare. Heidi Health is designed for clinical use, is GDPR compliant, and operates under clinician review at every stage — nothing enters the patient record without clinical approval. Weave operates at the patient communication layer, not the clinical record layer. Both have clear data handling standards appropriate for regulated healthcare environments in Ireland and the UK.
Heidi Health generates a draft for clinician review — it is an assistant, not an autonomous recorder. The clinician edits and approves before anything is confirmed. Clinical judgement remains entirely with the clinician. Weave handles patient communication and scheduling — functions where accuracy is immediately verifiable.
No. Automation removes repetitive administrative tasks — reminders, intake, recall, data entry, out-of-hours call handling. It does not replace patient-facing work that requires human judgement. Reception teams consistently report reduced pressure, not reduced headcount.
Rarely. In most cases improvement comes from better configuration, integration, and workflow design using the system you already have. We work with all major platforms. If a PMS change would genuinely improve outcomes, we advise honestly and manage the transition carefully.
Focused automation projects start from €2,500. Full systems and AI implementation ranges from €5,000 to €12,000 depending on scope. The scoping session establishes your clinic’s specific requirements before any commitment. The Clinic Growth & Systems Audit (€350 + VAT) is available as a diagnostic entry point.
Clinic Systems Automation & AI Tools is a scoped implementation engagement for medical & dental clinics. It covers two connected layers: foundational practice systems — PMS optimisation, booking configuration, patient communication automation, digital intake, waitlist management, and operational reporting — and AI tool integration, including Heidi Health for clinical transcription and Weave for AI receptionist and patient communication functions. Wellmarkit advises on, implements, configures, and hands over operational AI run systems & automation that reduces admin and recovers significant clinical time — for regulated healthcare practices that want the work done properly, not just recommended.
Practice systems automation is the process of replacing manual, repetitive administrative tasks — appointment reminders, patient intake, recall management, data entry, out-of-hours enquiry handling — with connected, configured systems that handle those tasks automatically. It does not replace clinical work or patient-facing staff. It removes the administrative overhead that currently consumes staff hours and clinical time.
If you know which systems need fixing, request a proposal and we’ll scope it. If you’re not sure where the biggest gaps are, start with the Clinic Growth & Systems Audit (€350 + VAT) — it identifies exactly what to prioritise and produces a roadmap you can act on with or without us.
Wellmarkit is a specialist healthcare advisory and implementation team led by David Callanan — a Chartered Accountant (ACA), CIMA-qualified professional, and LEO-authorised business mentor with 25 years of senior international experience at GE, Expedia, and GAVI (the Vaccine Alliance). David leads every systems and AI implementation engagement personally. The team works exclusively with regulated healthcare practices.
An AI scribe listens to the clinical consultation — with patient consent — and generates a structured draft clinical note in real time. The clinician reviews, edits, and approves the draft before it enters the patient record. Nothing is finalised without clinical review. Heidi Health is the market-leading AI scribe for healthcare — designed specifically for clinical use, GDPR compliant, and built to work within the clinical workflow. Heidi Health typically reduces documentation time by 5–10 minutes per consultation.
An AI receptionist handles inbound calls and enquiries outside clinic opening hours — capturing patient requests, answering common questions, and routing urgent matters appropriately. Every interaction is logged and reviewed by the clinical team during operating hours. Weave is the tool we implement for this function. It operates at the patient communication layer — not the clinical record layer.
Yes. Heidi Health is built specifically for regulated healthcare environments and meets GDPR requirements as standard. Patient consent is obtained before any consultation is recorded. The clinician reviews and approves all AI-generated content before it enters the patient record. Wellmarkit reviews data handling configuration during implementation to ensure alignment with DPC and ICO requirements.
For GP and medical clinics: CompleteGP, Socrates, Helix, Medserv, and Healthone. For dental clinics: Dentally, Software of Excellence (Exact), and Aerona. In most cases performance improves by optimising and connecting the system already in place rather than replacing it.
Four to twelve weeks depending on scope and current system complexity. A focused automation project can typically be implemented within four to six weeks. A full systems and AI implementation across both layers is typically eight to twelve weeks. Phased implementation means the clinic continues operating normally throughout.
Focused automation projects start from €2,500. Full systems and AI implementation ranges from €5,000 to €12,000 depending on clinic size, current system complexity, and scope. The Clinic Growth & Systems Audit (€350 + VAT) is available as a diagnostic entry point. The Clinic Website & Patient Acquisition System is a separate engagement from €6,000.
Yes. Wellmarkit works with GP clinics, dental clinics, medical consultants, and pharmacies across Ireland, the UK, the US, and Switzerland. All scoping sessions are delivered remotely. Recommendations account for the regulatory, professional body, and data protection requirements of each region.
Most clinic owners who request a proposal have been carrying the admin overhead for longer than they needed to. The scoping session is where that changes.
No pressure. If we’re not the right fit, we’ll tell you. Leave with a clear next step — even if you don’t hire us.
