Our Success Stories
Shifting In Mind Therapy’s skepticism to enthusiasm about AI and Automation Technologies
Shifting In Mind Therapy’s skepticism to enthusiasm about AI and Automation Technologies
Shifting In Mind Therapy’s skepticism to enthusiasm about AI and Automation Technologies
Client Success Story: In Mind Therapy
Client Success Story: In Mind Therapy
Shifting In Mind Therapy’s skepticism to enthusiasm about AI and Automation Technologies
Client Success Story: In Mind Therapy
The Challenge: Growth Pains in Mental Health Services
The Challenge: Growth Pains in Mental Health Services
In Mind Therapy is dedicated to helping individuals achieve optimal well-being through psychological and counseling services, including support for NDIS participants. As their database expanded rapidly, their administrative infrastructure struggled to keep pace.
The team was drowning in manual processes:
In Mind Therapy is dedicated to helping individuals achieve optimal well-being through psychological and counseling services, including support for NDIS participants. As their database expanded rapidly, their administrative infrastructure struggled to keep pace.
The team was drowning in manual processes:
Processing referral forms and entering participant data by hand into their CRM (Splose)
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Manually tracking financial remittances across multiple platforms
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Spending countless hours on monthly auditing and practitioner payments
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These manual operational inefficiencies were taking valuable time away from client care and strategic growth initiatives. In Mind Therapy needed a solution that would streamline these processes without compromising their high standards of service.
These manual operational inefficiencies were taking valuable time away from client care and strategic growth initiatives. In Mind Therapy needed a solution that would streamline these processes without compromising their high standards of service.
The Optiease AI Approach: Strategic Automation
The Optiease AI Approach: Strategic Automation
Our collaboration began with a comprehensive consultation to understand In Mind Therapy's workflows from top to bottom. We identified three key areas where AI automation would deliver maximum impact:
Our collaboration began with a comprehensive consultation to understand In Mind Therapy's workflows from top to bottom. We identified three key areas where AI automation would deliver maximum impact:
Our collaboration began with a comprehensive consultation to understand In Mind Therapy's workflows from top to bottom. We identified three key areas where AI automation would deliver maximum impact:
Target processes requiring the most manual effort
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Address inefficiencies that were driving unnecessary costs associated with possibly hiring but most definitely time.
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Free up existing staff time for higher-value activities that would fuel business growth
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The Solutions Provided:
The Solutions Provided:
1
AI-Integrated Automated Onboarding System
Before: Staff manually processed referral documents received via email or fax, analyzed participant information, entered data into their CRM (Splose), and uploaded documents to SharePoint.
After: Our system now:
Automatically monitors the inbox for new referrals
Uses AI to scan and extract relevant information from referral documents
Formats data according to CRM requirements
Creates participant profiles in Splose without human intervention
Automatically uploads documentation to SharePoint
Before: Staff manually processed referral documents received via email or fax, analyzed participant information, entered data into their CRM (Splose), and uploaded documents to SharePoint.
After: Our system now:
Automatically monitors the inbox for new referrals
Uses AI to scan and extract relevant information from referral documents
Formats data according to CRM requirements
Creates participant profiles in Splose without human intervention
Automatically uploads documentation to SharePoint
2
Automated Remittance Management
Before: The operations team manually monitored invoice remittances from Tyro Health, Stripe, and other providers, entering data into Excel and reformatting it for financial tracking.
After: Our automation now:
Tracks remittances from all payment systems
Extracts and inputs information directly into their preferred Excel format
Maintains the specific formatting requirements for efficient financial tracking
Before: The operations team manually monitored invoice remittances from Tyro Health, Stripe, and other providers, entering data into Excel and reformatting it for financial tracking.
After: Our automation now:
Tracks remittances from all payment systems
Extracts and inputs information directly into their preferred Excel format
Maintains the specific formatting requirements for efficient financial tracking
3
Automated Auditing System
Before: Staff had to identify billable items, calculate practitioner payments, and generate monthly audit reports by reformatting and structuring excessive amounts of line items.
After: The new system:
Automatically calculates all required fields from billed items and remittances
Generates practitioner payment amounts
Tracks revenue by practitioner
Produces comprehensive audit reports with no manual intervention
Before: Staff had to identify billable items, calculate practitioner payments, and generate monthly audit reports by reformatting and structuring excessive amounts of line items.
After: The new system:
Automatically calculates all required fields from billed items and remittances
Generates practitioner payment amounts
Tracks revenue by practitioner
Produces comprehensive audit reports with no manual intervention
If these challenges hit close to home for you, and you would like to have these solutions placed in your business:
If these challenges hit close to home for you, and you would like to have these solutions placed in your business:
If these challenges hit close to home for you, and you would like to have these solutions placed in your business:
Implementation: A Collaborative Approach
Implementation: A Collaborative Approach
Our development process prioritised continuous communication with In Mind Therapy's team. After presenting our initial solution, we refined the system based on their feedback before final delivery.
Implementation included a comprehensive two-week training and monitoring period to ensure the team could confidently operate their new systems and that everything functioned optimally.
Our development process prioritised continuous communication with In Mind Therapy's team. After presenting our initial solution, we refined the system based on their feedback before final delivery.
Implementation included a comprehensive two-week training and monitoring period to ensure the team could confidently operate their new systems and that everything functioned optimally.
The Results: Operational Transformation
The Results: Operational Transformation
The impact of our automation solutions was immediate and substantial:
The impact of our automation solutions was immediate and substantial:
95% automated onboarding system capable of creating 40 client profiles in just 3 minutes with no manual data entry
95% automated onboarding system capable of creating 40 client profiles in just 3 minutes with no manual data entry
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Complete automation of remittance processing from Tyro Health and Stripe, eliminating hours of dedicated work to these fields.
Complete automation of remittance processing from Tyro Health and Stripe, eliminating hours of dedicated work to these fields.
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Reclaimed 15 hours per week previously spent on generating monthly audits
Reclaimed 15 hours per week previously spent on generating monthly audits
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Addressing Concerns: Redeploying Talent, Not Replacing It
Addressing Concerns: Redeploying Talent, Not Replacing It
Initially, In Mind Therapy expressed concern about what these automations would mean for their administrative staff. We helped them recognise that automation doesn't eliminate jobs, it elevates them.
By freeing team members from tedious data entry and processing tasks, In Mind Therapy could redirect their talents toward strategic, growth-oriented activities that require human creativity and relationship-building skills.
Initially, In Mind Therapy expressed concern about what these automations would mean for their administrative staff. We helped them recognise that automation doesn't eliminate jobs—it elevates them. By freeing team members from tedious data entry and processing tasks, In Mind Therapy could redirect their talents toward strategic, growth-oriented activities that require human creativity and relationship-building skills.
Your Business Transformation Awaits
What higher-value tasks are you eager to pursue but can't due to operational inefficiencies in your business?
If you’re an NDIS business, Optiease AI can help identify and automate the processes that are holding your team back from focusing on what truly matters.
To explore how AI and automation can reduce your operational overhead and transform your business, schedule a free consultation today.
Your Business Transformation Awaits
What higher-value tasks are you eager to pursue but can't due to operational inefficiencies in your business?
If you’re an NDIS business, Optiease AI can help identify and automate the processes that are holding your team back from focusing on what truly matters.
To explore how AI and automation can reduce your operational overhead and transform your business: Schedule a free consultation today.
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