For Australian specialists, surgeons and day surgeries running Genie or Gentu

Genie Solutions Integration and Automation for Australian Specialists

Genie has run the business side of Australian specialist practice for a long time, and Gentu does the same job in the browser. Neither of them chases the referral that arrived by fax with the referring doctor's provider number missing. Neither works the waitlist at four in the afternoon to find the one patient who could be consented, fasted and pre-admitted in time for a theatre slot that has just fallen over. Neither produces a written estimate before the patient signs a consent form, and neither notices that an in-patient claim was rejected five weeks ago and has been sitting there since. That work lands on a practice manager who is often the only person in the rooms while the surgeon is in theatre all day. Yes AI builds the automation that sits around Genie and takes it off them.

We work with what your version of Genie or Gentu actually supports, and we confirm that in writing before we scope anything. Your clinical records stay where they are, referrals and letters keep moving through the secure messaging your referrers already use, and every clinical judgement stays with the specialist. Built for the Privacy Act, the Australian Privacy Principles, state health records law, Medicare and health fund claiming, and the way a referral-driven practice really runs a week.

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Realistic ROI

Hours/week

Rooms admin returned

Referral chasing, appointment enquiries, pre-admission paperwork and health fund follow up stop consuming the practice manager's day

Fewer empty slots

Theatre and clinic time recovered

A cancelled list or a late clinic drop-out is worked against a ready waitlist immediately, not remembered when someone gets a spare ten minutes

Faster letters

Referrers hear back sooner

The initial consultation letter and the operation report reach the referring GP promptly, which is what a referral relationship is actually built on

2 to 6 weeks

From scope to live

Most practices go live inside a fixed, agreed timeframe once we have confirmed in writing which Genie or Gentu interfaces are available to you

Why Automate Around Genie With Yes AI

A specialist practice is not a general practice with fewer patients. The work arrives as a referral rather than a booking, the lead time between first contact and the operation can be months, the money involves Medicare, a health fund, a hospital and often an anaesthetist and an assistant billing separately, and the person holding it all together is usually one practice manager covering several consulting locations while the specialist is unreachable in theatre. Automation that ignores those differences gets quietly worked around. Four things make Yes AI the right partner to build it properly.

We map a referral-driven practice, not a clinic template

Before we design anything we sit with the practice manager and walk a real week end to end: where referrals actually land, which ones arrive by fax, which through secure messaging, which as an email attachment and which as paper a patient carries in, how a new referral becomes an appointment, how an appointment becomes a booking, what the surgeon wants to see before agreeing to operate, and which hospitals have which booking forms. We also map what only exists in someone's head, because in a lot of specialist rooms the triage rules, the fee policy and the theatre list logic have never been written down anywhere.

We automate around the clinical record, never through it

Nothing we build decides urgency, assigns a clinical category, interprets a result, changes a management plan or writes into a patient's clinical notes. The automation works on the administrative layer around Genie: the phone, the referral that arrived incomplete, the form the patient has not returned, the estimate that has to go out before consent, the letter that has not been sent, the claim that failed. Where information does need to reach the record it arrives as a structured message or a task for a human to check and accept. That boundary is deliberate and we do not move it because a project would be quicker if we did.

Health information carries the highest bar and we treat it that way

Patient information is sensitive information under the Privacy Act and the Australian Privacy Principles, and your state law sits on top of that, such as the Health Records Act 2001 in Victoria or the Health Records and Information Privacy Act 2002 in New South Wales. A day surgery has accreditation obligations on top again. We design to that from the first workshop: least-privilege access, encrypted connections, Australian hosting, only the fields that genuinely need to move actually moving, deliberate decisions about retention and deletion, and a written record of what flows where so you can answer for it at accreditation or if a patient ever asks. That is how we build rather than legal advice on your obligations, so your own adviser stays the authority on what your practice has to do.

One Australian team scopes it, builds it and stays

The same people who sat in your rooms do the build, the testing and the support. That matters here because Genie typically runs on a server in your practice with client machines around it while Gentu runs in the browser, your IT provider owns the server and the backup regime, and a change window has to fit around consulting sessions and operating lists you do not control. We coordinate with your IT provider rather than talking past them, and when you add a consulting location, a second surgeon or a new hospital, the people who built the automation are the people who extend it.

What We Build Around Genie and Gentu

Six areas of specialist practice admin that eat the practice manager's week and that can be automated without going anywhere near a clinical decision. Every one of them runs alongside Genie rather than replacing any part of it, and every one of them hands off to a human the moment it should.

Nothing lost

Referral intake and triage across every channel

Referrals still arrive four ways: secure messaging from the referrer's clinical software, a fax that becomes a PDF, an email attachment, and paper carried in by the patient. The automation collects all four into one queue, reads what is on the referral, and checks the administrative essentials a rebate depends on: the referring practitioner and their provider number, the date, the referral period, and whether the patient details match anyone already in your system. Incomplete referrals are flagged and the referring practice is chased automatically with the exact missing item. Urgency is presented to the specialist to decide, never assigned by software.

Rooms covered

The rooms answered when nobody can pick up

A voice agent answers overflow, after hours and every call that lands while the practice manager is at the hospital, on the other line or dealing with a patient at the desk. It handles what does not need a person: which consulting location the appointment is at and where to park, what to bring, whether a referral is needed and how long theirs runs, fees and how the gap works, where a referral has got to, and taking a proper callback request with the details you actually need. Anything clinical, anything post-operative and anything distressed goes to a human, and anything urgent gets the standard advice to call 000 or attend an emergency department. Every call leaves a written summary.

Slots refilled

Waitlist and theatre list management

When a theatre list drops a case at short notice you cannot simply ring the next name down. You need a patient who is ready in every sense: consented, financially informed, pre-admitted, anaesthetically cleared where that applies, able to fast, and able to physically get there with someone to take them home. The automation keeps the waitlist scored against those readiness conditions rather than date order alone, so when a slot opens it contacts the handful of patients who could genuinely take it, in the right order, on the channel each one responds to, and hands the practice manager a shortlist instead of a phone list. The same logic works on clinic cancellations and the standard-length gaps a full session leaves behind.

Booked properly

Pre-admission, consent packs and hospital booking

Once the decision to operate is made, a pack has to move: the hospital booking form for that specific hospital, the pre-admission questionnaire, fasting and medication instructions, the consent documentation, and the written estimate. The automation sends it, chases what has not come back, validates the fields that are always wrong on paper such as Medicare, DVA and health fund membership numbers, and tells the practice manager exactly which patients on next fortnight's lists are still missing something. It also produces the informed financial consent estimate from the item numbers and fees your practice has set, in writing, with the plain warning that the anaesthetist, any surgical assistant and the hospital bill separately, which is where a lot of patient complaints about cost begin.

Referrers kept

Correspondence back to the referrer

Referral volume rests on a relationship, and a GP who never hears what happened to the patient they sent has little reason to send the next one. The automation tracks the administrative state of correspondence rather than writing clinical content: which consultations and procedures have no letter yet, which drafts are waiting on the specialist to review and approve, which letters failed to transmit through secure messaging and silently sat there, and which referrers are owed something now. Approved letters go out through the channel that referrer prefers, and the ones that bounce get raised as an exception the same day instead of surfacing months later when a referrer quietly stops sending patients.

Cash recovered

Billing, health fund and Medicare exception follow up

In a specialist practice the money leaks quietly. An in-patient claim to a health fund pends or rejects and the reason code lands in a screen nobody opens daily. A patient's cover has a waiting period or an excess nobody checked before admission. A theatre case was performed and never billed because the operation report was late. A private account has been outstanding for ninety days with no follow up. The automation surfaces those exceptions the day they happen, chases outstanding accounts on a schedule with a proper trail, and delivers the weekly view the practice manager currently builds by hand: list utilisation, conversion from consultation to booking, unbilled procedures, outstanding claims and referral volume by referrer.

Six Australian Specialist Practice Plays We Build

Task	Traditional	With Yes AI and Genie	Notes
Orthopaedic surgeon consulting at three locations with two hospital lists	Practice manager rings around to fill a cancelled list, taking most of a day and often failing	Ready patients are identified and contacted within minutes of the cancellation	Readiness is scored on consent, pre-admission, fasting ability and transport, so the shortlist is patients who can actually go, not just patients who are waiting.
Day surgery losing theatre time to late cancellations and incomplete pre-admission	Missing paperwork discovered on the morning of the list, cases delayed or pulled	Every case on the next fortnight's lists is tracked to complete before the day	The practice manager gets one list of exactly what is outstanding and for whom, which is the difference between a full list and an expensive gap in the theatre.
Ophthalmologist with high referral volume and slow letters back to GPs	Letters batched when there is time, some never transmitted and nobody notices	Outstanding letters tracked, drafts queued for approval, failed transmissions flagged	Referrers hear back promptly and a failed secure message is caught the same day, instead of a quiet drop in referrals nobody can explain six months later.
Practice manager who is the only person in the rooms	Calls go to voicemail whenever they step away, enquiries are lost, callbacks pile up	Every call answered, routine enquiries handled, real messages summarised in writing	They stop working through a voicemail backlog at the end of the day and only handle the calls that genuinely need a person who knows the practice.
Surgical practice getting patient complaints about unexpected bills	Verbal fee discussion at the consultation, estimate sent inconsistently or not at all	A written estimate goes out every time before consent, on the practice's own fees	The estimate states plainly that the anaesthetist, assistant and hospital bill separately, which is the gap many patients do not know exists until three separate invoices arrive.
Specialist rooms with a growing pile of rejected in-patient claims	Rejections found weeks later when someone finally reviews the outstanding report	Every pended or rejected claim surfaced the day it happens with the reason attached	Small amounts that were individually easy to ignore stop adding up, and the practice manager works a short daily exception list instead of a quarterly clean-up.

Six Realities of Specialist Practice Automation and How We Handle Them

Clinical decisions stay with the specialist

Automation does not triage urgency, categorise a referral clinically, decide who gets operated on first, interpret a result or tell a patient what anything means. It presents the referral, the waitlist and the correspondence queue with the administrative facts attached so the specialist can decide faster, and it records what they decided. If a vendor tells you their system will prioritise your surgical waitlist for you, be very careful about what you are actually agreeing to and who carries it if the ordering is wrong.

We build only what your Genie or Gentu version supports

Genie and Gentu are different products at different points in their life, practices sit on different releases, and what a third party may connect to is decided by the vendor, not by us. Before we scope anything we confirm in writing which interfaces, exports, reporting access and partner options are genuinely available to your setup, and we design inside that. We would rather tell you in week one that a particular flow has to run through secure messaging or a supported export than sell you an integration that will break at the next release or breach your licence terms.

An estimate is not a quote and the gap is not ours to promise

We automate the production and delivery of a written estimate using the item numbers and fees your practice sets, along with the plain statement that the anaesthetist, any surgical assistant and the hospital bill separately. What we do not do is decide item numbers, promise a patient what a health fund will pay, or assert that a case will be no gap or known gap. Fund arrangements, eligibility, waiting periods and excesses vary and change. The automation gathers and presents, a person in your practice confirms, and the patient gets something honest in writing before they consent.

Referral rules and claiming rules need a human check

Referral periods, provider number requirements and item number rules are set by Medicare and they change. The automation reads what is on a referral, checks the administrative essentials, flags a referral that appears to be missing details or approaching its end, and prompts the practice to act. It does not rule on eligibility and it does not decide what may be claimed. Your practice manager and your billing rules remain the authority, and we build the workflow so a person confirms before anything is claimed or a patient is told they are covered.

A voice agent has to know when to stop talking

A post-operative patient ringing about pain, bleeding, fever or a wound is not an admin call. Nor is a distressed family member, a patient describing new symptoms, or anyone who sounds unwell. We set hard escalation rules so those calls reach a human immediately or receive the standard advice to call 000 or attend an emergency department, and the agent is built not to reassure, not to advise and not to guess. If the escalation path cannot be staffed at a particular time of day, we say so up front and we design the message the caller hears accordingly.

It only works if the practice manager trusts it

The person who has been holding the practice together with a paper diary, a whiteboard and a colour-coded spreadsheet is the person this either helps or annoys. If they do not trust it they will keep the spreadsheet running in parallel and you will have paid for two systems. We involve them from the first workshop, document the new flows in plain English, show them exactly where a human still decides, and run the automation alongside the current process until they can see it reaching the same answers on their own patients. The goal is that the automated way is obviously easier than the old way, to the person who does the work.

How Yes AI Helps

Discovery across the whole referral to payment journey

We map a real week in your practice: how referrals arrive and get triaged, how a consultation becomes a booking, what has to happen before a patient reaches theatre, who chases what, and where money and letters currently go missing. You get a clear picture of the current load and a costed plan before any build starts.

Integration and automation built for your setup

We build the intake, waitlist, pre-admission, consent, correspondence, phone and billing exception automation around Genie or Gentu using only what your version supports, confirmed in writing first. One accountable Australian team, tuned to how your rooms and your hospitals actually work, not to a generic clinic recipe.

Privacy and security designed in from the first workshop

Least-privilege access, encrypted connections, Australian hosting, only the fields that need to move actually moving, and deliberate decisions about retention and deletion. Everything is designed to the Privacy Act, the Australian Privacy Principles and the state health records law that applies to you, with clear records of what flows where for accreditation.

Monitoring and support after go live

We watch the automation once it is live, catch the exceptions, and stay available as the practice changes. Add a consulting location, a second specialist, a new hospital or a new fee schedule, and the people who built it adjust it, so it keeps earning its place instead of quietly drifting out of date.

Our Specialist Practice Rollout

A clear five-step path from a first conversation to live, monitored automation around Genie or Gentu. Most specialist practices and day surgeries are fully live inside two to six weeks, depending on how many consulting locations, hospitals and workflows are in scope.

Discovery and confirming what is possible

We walk a real week with your practice manager, from the referral hitting the fax through to the health fund payment landing, and map every point where a person is holding the process together. In parallel we confirm in writing which Genie or Gentu interfaces, exports and reporting are available to your version, so the scope is built on what can actually be done rather than on hope.

Design and written scope

We turn that map into a concrete design: which workflows we automate, which events trigger which actions, exactly where a human still decides, what the voice agent will and will not handle, and how escalation works when the practice manager is unavailable. You approve a fixed scope, timeframe and price before a line of code is written, and the clinical boundary is written into that document.

Build in a safe environment

We build against a test environment and a de-identified or neutralised copy of your data, never straight into the system your rooms are running on, and with outbound messages and claims blocked so nothing can escape to a patient, a referrer or a fund during testing. Your IT provider is involved from this point so server access, backups and change windows are handled properly.

Test and parallel run

We test on realistic scenarios, including the awkward ones: the incomplete referral, the late cancellation, the patient with no return call, the claim that pends. Then the automation runs alongside your current process so the practice manager can see it reaching the same answers on real patients before anyone relies on it. Nothing switches over until they are satisfied.

Go live, train and monitor

We cut over, train the practice on what now happens automatically and what still needs a person, and keep watching. Exception alerts catch anything unexpected in the first weeks, when it matters most, and we stay on hand to tune the triage prompts, the waitlist readiness rules, the fee templates and the escalation paths as the practice grows.

FAQ

Does Yes AI work with Genie and Gentu?

Yes. We work with Australian specialist rooms, surgical practices and day surgeries running Genie on a practice server or Gentu in the browser. We do not replace either of them and we do not try to move you off them. We automate the admin that sits around them, and before we scope anything we confirm in writing which interfaces, exports and reporting your particular version and licence actually allow, so the design is built on what is genuinely available to you.

What can actually be automated in a specialist practice?

The repetitive administrative work that fills a practice manager's week. Collecting referrals from fax, email, secure messaging and paper into one queue and chasing the incomplete ones. Answering the phone when nobody can pick up. Keeping a waitlist scored on genuine readiness so a cancelled theatre slot can be refilled the same morning. Sending and chasing pre-admission paperwork and producing a written estimate before consent. Tracking which letters to referrers have not gone out or failed to transmit. Surfacing pended and rejected claims, unbilled procedures and overdue accounts. If a person is copying between screens, chasing the same thing every week, or remembering something in their head, it is a candidate.

Will anything write into the clinical record?

No. Nothing we build writes clinical notes, prescribes, codes a diagnosis, interprets a result or alters a management plan. Where information genuinely needs to reach the record it arrives as a structured message or a task for a human to review and accept, exactly the way your correspondence already comes in. That boundary is written into the scope document you approve, and we hold it even when a project would be faster without it.

How does this work for a day surgery as well as consulting rooms?

The two share a spine and differ at the edges. Rooms care most about referral intake, clinic utilisation, correspondence and the consultation to booking conversion. A day surgery cares most about list utilisation, pre-admission completeness before the morning of the list, consent and estimate documentation, and facility billing alongside the professional fee. We build the common parts once and configure the differences per site, which matters when the same practice manager covers a set of rooms and a theatre schedule at more than one hospital.

How long does it take?

Most practices go live in two to six weeks. A single workflow, such as phone coverage or referral intake for one specialist at one location, sits at the fast end. Several workflows across multiple consulting locations, a day surgery and more than one hospital sits at the longer end. We agree a fixed scope, timeframe and price after discovery, so you are never signing up to an open-ended project, and the first confirmation we do is what your software will and will not allow.

Is patient data safe, and what about the Privacy Act?

Security and privacy are designed in rather than bolted on. Patient information is sensitive information under the Privacy Act and the Australian Privacy Principles, with your state health records law on top, so we use least-privilege access, encrypted connections and Australian hosting, move only the fields that genuinely need to move, and make deliberate decisions about retention and deletion. You get a written record of what flows where, which is what accreditation and any patient enquiry will ask for. We are an Australian consultancy and your data stays your data.

What does it cost?

We scope honestly rather than quoting a figure sight unseen, because a solo specialist at one location and a day surgery running four lists a week are different builds. Strategy and scoping engagements start at $1,000 for a focused BASIC piece, $3,000 for a STANDARD engagement, and $10,000 for a STRATEGIC one covering a broader estate. After discovery you get a fixed scope, timeframe and price in writing before any build begins, so there are no surprises and no open-ended hourly bill.

We have one practice manager and no IT department. Is that a problem?

No, and it is the most common situation we see. We handle discovery, design, build, testing, parallel run, cutover, training and support ourselves, and we work directly with whichever IT provider looks after your server and backups rather than asking your practice manager to broker it. What we need from you is time with the person who knows how the practice actually runs, and a decision maker who can approve the scope. That is usually the same person, which is exactly why we design the rollout around their availability.

Take the Admin Off Your Practice Manager

Book a call and we will walk a real week in your rooms, show you where the referral, waitlist, pre-admission, correspondence and billing admin is costing you time and theatre slots, and tell you honestly what can be automated around your version of Genie or Gentu. No obligation, no jargon.