Automation & AI in Practice Management Software

In Part A of our conversation with Alex Forde, we explored the founder journey that led to Pogozo. In Part B, we dive into the practical side: how automation and AI are reshaping practice management software (PMS) and what it means for clinic owners.

From automated invoicing to client tags and future AI receptionists, the message is clear: the clinics that thrive will be the ones that simplify systems and leverage automation to protect time, reduce costs, and improve patient experience.

Automating the Basics: Invoicing, Memberships, Classes

For most clinics, invoicing is still one of the biggest admin drains. Every class check-in creates manual work — reconciling credits, sending invoices, chasing payments. Pogozo removes that friction by automating the process entirely. A patient checks into class, and their private health invoice is generated and sent instantly. No chasing. No copy-paste. No late nights.

When you’re running 40 classes a week, that’s 10 hours of admin saved every week. Multiply that across months, and you free up entire days of work.

Beyond invoicing, the software also handles memberships and classes alongside 1:1 consults. That means no more splitting between “gym software” and “clinic software.” For physiotherapy and allied-health businesses running classes, that integration is a game-changer.

Client Tags: Smarter Communication, Less Work

One of Pogozo’s most practical features is client tagging. Instead of managing clunky spreadsheets or exporting data, you can tag a client directly inside a treatment note. From there, they’re automatically enrolled in the right education sequence.

• Tag a GLAD program client → they receive fortnightly education on osteoarthritis.
• Tag a women’s health client → they get tailored exercise and recovery advice.
• Tag a paediatric patient → they receive updates designed for parents.

It’s simple, but it’s powerful: every patient feels looked after, and your team saves hours by not reinventing comms every time.

AI in Clinics: What’s Next

Automation is only the beginning. The next frontier is AI in practice management. As Alex explained, most clinics won’t be replaced by AI treatment — but everything around the treatment is ripe for transformation.

Think of virtual receptionists handling phone calls and bookings, freeing your front desk to focus on patients in the clinic. Or adaptive reminders that learn patient behaviour and adjust timing accordingly. These aren’t science fiction — they’re already on the horizon.

The risk isn’t adopting AI too early. The real risk is waiting too long. Clinics that delay will find themselves competing against practices that can see more patients, bill more efficiently, and retain staff because the admin burden has been lifted.

Why Simplifying PMS Matters for Growth

Automation and AI aren’t about adding more complexity. They’re about removing friction. A simplified PMS reduces subscriptions, improves staff morale, and creates a consistent patient experience. For founders, it’s the difference between running harder and scaling smarter.

If Part A was about the “why” of building Pogozo, Part B is about the “how.” These features aren’t luxuries — they’re the foundations of a modern clinic.

Missed the Founder Story? (Part A)

If you haven’t yet read Part A, go back and see Alex Forde’s founder journey — from physio to tech founder, and why she created Pogozo in the first place.

Related Insight

Practice Management Software Migration Checklist — A step-by-step guide to make your next PMS transition smooth and stress-free.

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