Welcome to Clinic Prep
Clinic Prep is an AI-powered clinical briefing system that generates patient context summaries for your clinicians before their appointments. It connects to your practice management system, processes appointment and clinical note data through AI (with de-identification for privacy), and delivers concise briefings via email, Slack, or directly in your PMS calendar.
Who is this guide for?
This help centre is for the clinic admin, the person who manages onboarding, clinician settings, PMS and Slack integrations, and monitors briefing runs via the dashboard. Each clinic has a single admin account.
What you can do with Clinic Prep
- ✓ Connect to Cliniko or Gensolve and sync your clinician roster
- ✓ Schedule automated nightly briefing runs
- ✓ Deliver AI-generated patient summaries via email, Slack DM, or PMS events
- ✓ Configure delivery channels per clinician
- ✓ Monitor briefing status and troubleshoot failed jobs from the dashboard
Need help? Contact us at hello@clinicprep.ai. We're happy to assist with setup or any questions.
Onboarding Wizard
Complete the 3-step setup to get your clinic running.
When you first sign in after creating your account, the onboarding wizard guides you through initial setup. You can skip the wizard at any step and configure everything later from Settings, but completing it up front is the fastest way to start receiving briefings.
1 Set up your clinic
Select the type of clinic you run (e.g. Physiotherapy, Chiropractic, Osteopathy, Podiatry, Speech Therapy) and confirm your timezone. The clinic type tailors the AI briefing language to your discipline, and the timezone is used to schedule your daily briefing run at the correct local time. Your timezone is auto-detected from your browser, so you usually just need to confirm it.
2 Connect your PMS
Connect your practice management system. You'll choose between Cliniko or Gensolve, then enter your credentials. A Test connection button lets you verify the connection before proceeding. See Connecting your PMS for detailed instructions on finding your credentials.
3 Briefing schedule
Set when briefings should be generated and for which day:
- Briefing send time: the time the briefing run kicks off (e.g. 8:00 PM).
- Prepare briefing for: choose Tomorrow or Today. For example, setting 8:00 PM + "Tomorrow" sends evening briefings for the next day's appointments.
Tip: You can skip onboarding and configure everything later from the Settings page. Click "Skip setup" at any step.
Dashboard
Monitor your briefing runs and clinician activity at a glance.
The dashboard is your home screen after signing in. It shows an overview of briefing activity and lets you drill into individual runs.
Stat cards
Four cards at the top of the dashboard give you a quick summary:
- Total Briefings Run: the total number of briefing runs completed across all clinicians.
- Summaries Delivered: total individual patient summaries successfully delivered.
- Active Clinicians: shown as "X / Y" (active / total synced clinicians).
- Last Run: when the most recent briefing run completed, shown as relative time (e.g. "2 hours ago") with the full date and time.
Briefing runs table
Below the stats, a table lists recent briefing runs with these columns:
- Date: when the run was triggered. Column headers are sortable; click to toggle ascending/descending order.
- Clinician: which clinician the run was for (links to their edit page).
- Jobs: the number of patient summaries attempted in that run.
- Succeeded: how many summaries were generated successfully.
- Failed: how many summaries failed. Shown as a red badge if greater than zero, green if zero.
- Delivered: the time the briefing was delivered, or a dash if not yet delivered.
Filtering by clinician
Use the dropdown above the table to filter runs by a specific clinician. Select "All clinicians" to see everything.
Tip: If you see failed jobs, check the Troubleshooting section for common causes. A small number of failures is normal. Some patients may have insufficient clinical notes for a meaningful summary.
Managing Clinicians
Sync your team from your PMS and control who receives briefings.
The Clinicians page shows everyone synced from your practice management system. You don't add clinicians manually. They're imported via sync from Cliniko or Gensolve.
Syncing clinicians
Once your PMS is connected, you'll see a Sync Cliniko or Sync Gensolve button (depending on your integration). Clicking this imports all practitioners from your PMS.
- Delete existing before sync: check this box to remove all current clinicians and re-import from scratch. Useful if your PMS roster has changed significantly. Leave unchecked to add new clinicians while keeping existing ones and their settings.
Clinicians table
The table shows each clinician with:
- Name: links to the edit page.
- PMS: shows which PMS the clinician was synced from (Cliniko or Gensolve badge).
- Email: their email address (or a dash if none).
- Status: Active (green dot) or Inactive (grey dot). Only active clinicians are included in briefing runs.
- Email Briefing: toggle switch to enable/disable email delivery for this clinician. Changes save instantly.
- PMS Event: toggle to deliver briefings as PMS calendar events (Gensolve only; shows N/A for Cliniko).
- Slack: shows "On" or "Off" for Slack DM delivery.
Warning: Using "Delete existing before sync" will remove all clinician settings (delivery preferences, email overrides). Only use this if you want a complete reset.
Editing a clinician
Configure individual delivery and contact settings.
Click a clinician's name or the "Edit" link from the clinicians list to open their detail page. Here you can configure:
- Name: read-only, synced from your PMS. Cannot be edited here.
- Email: the clinician's primary email address. Used for email briefing delivery and for matching their Slack account.
- Delivery email override: if set, briefings are sent to this address instead of the primary email. Useful when a clinician prefers to receive briefings at a different address.
- Deliver briefings via Slack DM: checkbox to enable Slack delivery. Uses the clinician's email to find their Slack account. You must connect Slack in Settings first.
- Active: checkbox to include this clinician in the nightly briefing run. Uncheck to pause briefings without removing the clinician.
Tip: A clinician can receive briefings through multiple channels simultaneously. For example, you can enable both email and Slack delivery for the same person. You can also run a briefing on demand from this page.
Running a briefing
Generate and distribute briefings on demand for a single clinician.
Briefings normally run automatically each night at the time you set in Settings. If you need to generate briefings outside the nightly schedule (for example, after a schedule change, to test the system, or if the nightly run was missed) you can run a briefing on demand from the clinician edit page.
How it works
- Open the clinician's edit page and find the Run briefing card.
- Pick a Briefing date. You can choose any date in the current week or next week.
- Click Run briefing. Clinic Prep checks the PMS for appointments on that date and shows you how many were found.
- Click Generate to start. A progress bar shows how many appointments have been processed. This may take a few minutes depending on the number of appointments.
- Once complete, you can review each briefing summary before distributing.
- Choose how to distribute: enter an email address, and optionally tick Slack DM or PMS event if those channels are configured for the clinician.
- Click Distribute to send.
Email delivery
You can always send briefings by email, even if the clinician has no delivery channels configured. The email field defaults to the clinician's delivery email but you can change it to any address. This is useful for sending a preview to yourself or forwarding briefings to a colleague.
Caching
If you run a briefing for the same clinician and date within 15 minutes, Clinic Prep reuses the previous results instead of calling the AI again. Cached runs load instantly and do not count towards the daily limit.
Daily limit
Each clinic can run up to 3 ad-hoc briefings per day (non-cached) to manage API costs. The remaining run count is shown before you generate. Cached results are free and do not count towards this limit.
Tip: Use ad-hoc briefings to preview what a clinician will receive before enabling their nightly delivery. Generate the briefing, review the summaries, and if everything looks good, configure their delivery channels.
Settings
Configure your clinic details, briefing schedule, and integrations.
Clinic details
- Clinic name: your clinic's display name. Required.
- Clinic logo: upload an image (max 512 KB). Displayed at 32px height in the navbar. You can remove an existing logo with the "Remove logo" checkbox.
- Clinic type: tailors AI briefing language to your discipline (e.g. Physiotherapy, Chiropractic).
- Timezone: used for scheduling daily briefings at the correct local time.
Briefing schedule
- Briefing send time: the time of day the briefing run starts.
- Prepare briefing for: "Tomorrow" or "Today". This determines which day's appointments are processed.
- Evening run + "Tomorrow" = Briefings for the next day's appointments, delivered the night before.
- Early morning run + "Today" = Briefings for today's appointments, delivered before the clinic opens.
Tip: The Save settings button covers clinic details and briefing schedule only. Integration credentials are saved independently via their own Test & save connection buttons.
Integrations
The Settings page also shows your connected integrations (PMS and Slack) as expandable cards. Each card shows the current connection status. See the dedicated sections for details:
Connecting your PMS
Link Cliniko or Gensolve to pull appointments and clinical notes.
Clinic Prep integrates with two practice management systems. You can connect your PMS during onboarding or from the Settings page. Expand the relevant integration card and enter your credentials.
Cliniko
You need two pieces of information:
- API key: found in Cliniko under My Info > API Keys. Generate a new key if you don't have one.
- Region (Shard): select the data centre region your Cliniko account uses. Options: Australia 1–4, UK, US, or Canada.
You can also configure Excluded note titles, a list of patterns (one per line) for treatment notes that should be excluded from briefings. Supports wildcards: * matches anything. For example, Invoice* would exclude all notes with titles starting with "Invoice".
After entering your credentials, click Test & save connection to verify and store them. A green checkmark confirms success; a red error message indicates the credentials are incorrect or the region is wrong.
Gensolve
You need four pieces of information (see Gensolve's API getting started guide for where to find these):
- Username: your Gensolve API username.
- Password: your Gensolve API password.
- Organisation: your Gensolve organisation name.
- Secret key: your Gensolve API secret key.
Click Test & save connection after entering all fields. If updating an existing connection, you can leave the password and secret key blank to keep the current values.
The vendor is auto-detected when you test the connection. If your account has multiple vendors, a dropdown appears to let you choose the correct one.
Tip: All PMS credentials are encrypted at rest. Clinic Prep never displays your full API keys or passwords after they've been saved. Fields show masked placeholders (••••••••).
Connecting Slack
Deliver briefings as Slack DMs to your clinicians.
Installing the Slack integration
From Settings, expand the Slack integration card and click Add to Slack. This starts the standard Slack OAuth flow:
- You'll be redirected to Slack to authorise Clinic Prep.
- Select the workspace you want to connect.
- Review and approve the permissions requested.
- You'll be redirected back to Clinic Prep. The card will now show "Connected" with your workspace name.
How Slack delivery works
Clinic Prep matches clinicians to Slack users by email address. When a briefing is generated for a clinician with Slack delivery enabled, Clinic Prep looks up their email in the connected Slack workspace and sends the briefing as a direct message.
Important: The clinician's email in Clinic Prep must match their email in Slack. If they don't match, Slack delivery will fail silently for that clinician.
Enabling Slack for individual clinicians
After connecting Slack at the workspace level, you still need to enable it per clinician. Go to Edit Clinician and check the Deliver briefings via Slack DM checkbox.
Disconnecting Slack
To disconnect, expand the Slack card in Settings and click Disconnect. This removes the connection. Slack delivery will stop for all clinicians immediately.
Briefing Delivery Channels
How briefings reach your clinicians.
Clinic Prep supports three delivery channels. Each clinician can have one or more channels enabled simultaneously.
Briefings are delivered as a formatted email digest containing summaries for all of the clinician's appointments that day. Toggle on/off from the clinicians list or edit page. You can set a Delivery email override to send to a different address.
PMS Calendar Event (Gensolve only)
For Gensolve users, briefings can be written back as calendar events in the PMS itself. This means clinicians see their briefing directly in their Gensolve schedule without leaving the system. This option is not available for Cliniko.
Slack DM
Briefings arrive as direct messages in Slack. Requires the Slack integration to be connected first. Clinicians are matched by email address.
Multi-channel delivery
You can enable multiple channels for the same clinician. For example, a clinician could receive their briefing via both email and Slack DM. Each channel is toggled independently.
Privacy & Data Handling
How Clinic Prep protects patient information.
Patient privacy is at the core of how Clinic Prep works. The system is designed so that identifiable patient information never reaches the AI model.
De-identification flow
Here's how data moves through the system:
Key privacy principles
- De-identified before AI processing: patient names, dates of birth, and other identifiers are stripped before any data is sent to the AI model. The AI only sees anonymised clinical notes.
- Minimal data retention: raw patient records from your PMS are never stored. Only the generated briefing summaries (which include patient names so clinicians can identify their appointments) are kept for 24 hours, then automatically purged.
- Encrypted credentials: your PMS API keys, passwords, and Slack tokens are encrypted at rest. They are never displayed in plain text after being saved.
- Secure infrastructure: encryption in transit (TLS) and at rest, strict access controls, and audit logging across the platform.
Note: Clinic Prep uses a large language model for summarisation. Under the AI provider's API terms, data sent via the API is not used to train models.
Trial & Billing
Your free trial and what happens next.
Free trial
Every new account starts with a 14-day free trial. No credit card is required to sign up. During the trial you have access to all features with no limitations.
When the trial ends
After 14 days, if you haven't subscribed, you'll see a "Your trial has ended" screen when you sign in. Briefing runs will stop. Your settings and clinician data are preserved and nothing is deleted.
How to subscribe
You can subscribe at any time during or after your trial:
- Click the Subscribe button from the trial banner or navigation menu.
- Choose a monthly or annual plan.
- Complete checkout securely via Stripe.
Your currency (NZD or AUD) is automatically detected from your clinic's timezone.
Pricing
Clinic Prep is priced per clinician per month. All features are included at every level, with no per-patient fees or surprise charges. See the pricing page on our website for current rates.
Managing your subscription
Once subscribed, you can manage your payment methods, view invoices, and cancel your subscription through the Stripe billing portal. Access it from the Billing page in your account.
Tip: If you need more time to evaluate, just let us know at hello@clinicprep.ai. We're happy to extend your trial.
Troubleshooting & FAQ
Common issues and how to resolve them.
No briefings are running
If the dashboard shows no recent briefing runs, check:
- Is your PMS connected? Go to Settings and verify the integration shows "Connected".
- Do you have at least one active clinician? Check the clinicians page. Inactive clinicians are skipped.
- Is the Briefing send time set correctly? Check Settings to make sure the schedule and timezone are right.
- Is your trial still active? After 14 days, briefings stop until you subscribe.
Briefing emails are not being received
If briefings ran but emails aren't arriving:
- Check the clinician has Email Briefing toggled on in the clinicians list.
- Verify the clinician's email address is correct on their edit page.
- Check spam/junk folders. Add the sending address to your allow list if needed.
- If a Delivery email override is set, emails go to that address instead.
Slack messages are not being delivered
If Slack delivery isn't working:
- Make sure Slack is connected at the workspace level in Settings.
- Check the clinician has Deliver briefings via Slack DM enabled on their edit page.
- The clinician's email in Clinic Prep must match their email in Slack. If they use different emails, Slack delivery will fail for that clinician.
- Make sure the clinician is a member of the connected Slack workspace.
PMS connection test fails
If Test & save connection shows an error:
- Cliniko: Double-check the API key and make sure you've selected the correct region (shard). Regenerate the API key in Cliniko if unsure.
- Gensolve: Verify all four fields (username, password, organisation, secret key) are correct. Pay attention to the organisation name, which must match exactly.
- Check that your PMS account is active and the API hasn't been disabled on their end.
Some jobs show as "Failed" on the dashboard
A small number of failed jobs is normal and can happen when:
- A patient has no clinical notes (e.g. a brand-new patient with no history).
- The appointment has insufficient data for a meaningful summary.
- There was a temporary issue communicating with the AI service.
If you see a large number of failures or all jobs are failing, contact us at hello@clinicprep.ai.
How do I change which clinicians receive briefings?
Go to the clinicians page and use the toggle switches for each delivery channel (Email, PMS Event, Slack). You can also set a clinician to inactive on their edit page to exclude them from all briefing runs entirely.
How do I update my PMS credentials?
Go to Settings, expand the relevant integration card, and update the fields. For password and secret key fields, leave them blank to keep the existing values. Only fill them in if you want to change them. Click Test & save connection to verify and save your credentials in one step.
Still need help?
We're here to help with setup, troubleshooting, or any questions about Clinic Prep.
hello@clinicprep.ai