Patient Letter
A plain-language summary, emailed to the patient automatically once the clinician has reviewed it.
Auto-emailed
For Admin
Practice administration software that keeps the front desk ahead of the clinic.
ApolloScribe sends and chases the pre-consult health checks, flags who has arrived, and turns each consult into billing, request forms, referrals and patient letters — ready to print, send, or drop into your PMS.
Front desk impact
1
Worklist — arrivals, health-check reminders and letters to
file, in a single view.
Live
Consult Billing with MBS items and follow-ups, the moment the
consult ends.
Ready
Request forms, referrals and patient letters — ready to print,
send or file.
A day at the front desk
How ApolloScribe works for admin teams: from booking to ready-to-send
Admin is the quality gate for the clinic. ApolloScribe takes the chasing and the paperwork off your desk.
1
Book & prep
Set up the appointment and attach referrals, results and prior
records to the patient.
2
Send & chase
One tap sends the pre-consult health check; reminders chase the
ones still outstanding.
3
Mark arrived
Tick "Arrived" so the clinician knows to open the Patient
Overview.
4
Billing in real time
The Consult Billing letter lands with MBS items and follow-up
actions for your team.
5
Print, send or file
Patient letters email automatically; request forms, referrals and
RFAs are ready to go.
Today's Schedule
One worklist, with reminders that chase themselves.
Today's Schedule shows who has arrived, whose health check is still outstanding, and which letters are waiting — without flicking between screens or walking out to the waiting room.
Reminders go out automatically to patients who haven't finished their health check, and status icons make the rest obvious at a glance: red means a letter is awaiting the clinician, a blue badge means letters are ready for you, and a sent icon means it has already gone.
- Automated reminders chase outstanding health checks — no phone tag
- One tick marks a patient Arrived and signals the clinician
- A blue numbered badge shows exactly how many letters are ready to action
- Attach referrals, lab results and prior records to the right patient before the consult
Today's Schedule — 6 patients
09:00
D. Hartley
New consult
Arrived
✓
09:20
M. Kowalski
Health check incomplete
Reminder sent
!
09:40
R. Osei
Follow-up
Letters ready
2
10:00
F. Nakamura
Post-op
Sent ✉
✓
10:20
A. Williams
New consult
Health check done
✓
✦ 2 letters ready to action · 1 health check being chased
Consult Billing & RFA
MBS items and follow-ups, the moment the consult ends.
The Consult Billing letter is generated from the consultation transcript and confirmed by the clinician — then it reaches the front desk in real time. No waiting until after the clinic, no chasing for notes.
It lists AI-suggested MBS item numbers, the procedures performed, and the follow-up actions assigned to your team. For surgical bookings, generate the Reason for Admission straight from the clinician's surgery plan.
- AI-suggested MBS items, with laterality and completion status, confirmed by the clinician
- Follow-up actions assigned to named team members — recalls, coordinator handover, reviews
- An Acknowledged tick tells you billing can proceed
- Reason for Admission generated from the surgery plan, ready to send to the hospital
Consult Billing · R. Osei
Reviewed by Dr Winters · ready for admin
MBS 23
Level B consultation
AI-suggested
MBS 41647
Microsuction · bilateral
Performed
Follow-up
Coordinator (Alex) — book surgery
Assigned
✓ Acknowledged — billing can proceed
Ready to action
One consult. Every document, ready to print, send or file.
When the clinician finishes, ApolloScribe drafts the paperwork and hands it to the front desk — each document populated from the consult and the patient's history.
Request forms
Investigation, pathology and imaging request forms drawn from the consult — ready to print for the patient or send on.
Print · SendReferrals
Referral letters tailored to the receiving clinician — with the clinical summary they actually need, ready to print or send.
Print · SendReason for Admission
Generated from the clinician's surgery plan, ready for the front desk to review and send to the hospital.
SurgeryConsult letter
The clinical letter to the referring clinician — drafted from the same transcript, ready to distribute.
To referrerClinical Snapshot
An internal record of the encounter, filed to the patient so the next visit starts with the full picture.
Filed
Working with your PMS
Runs alongside the systems you already use
We'll be straight with you: ApolloScribe isn't a full PMS replacement, and deep two-way sync isn't here yet. Today it sits beside your practice management system — keep both open, and copy, print or file generated documents across in a couple of clicks. Tighter integration is in active development.
What works today
- Run ApolloScribe beside your PMS, both open together
- Copy or print letters, request forms and referrals into your PMS
- Import a patient list by email to save re-keying
- Patient letters emailed to patients automatically
On the roadmap
- Two-way demographics and appointment sync
- Automatic letter filing back to the patient record
- Pathways in development: Medical Objects, Clinic to Cloud, Magentus (Genie), Vaper Trail, HL7
Common questions
Frequently asked questions
What does ApolloScribe do for practice admin staff?
ApolloScribe gives admin teams one worklist for the whole clinic. Before the consult you update bookings, attach documents like referrals and lab results, send pre-consult health checks and chase the incomplete ones, then mark patients as Arrived to signal the clinician. After the consult, a Consult Billing letter arrives with MBS items and follow-up actions, and every document — patient letters, request forms, referrals and clinical snapshots — is ready to print, send or file into your PMS.
Can we print and send request forms and referrals?
Yes. Investigation and imaging request forms and referral letters are generated from the consult and the patient's history, each tailored to the recipient. Admin staff can open them, print them for the patient to take away, or send them on — and keep a copy in your records.
How does ApolloScribe help with billing?
Every consult produces a Consult Billing letter, generated from the consultation transcript and confirmed by the clinician. It lists AI-suggested MBS item numbers, the procedures performed (with laterality and completion status) and follow-up actions assigned to your team. It reaches the front desk in real time the moment the consult ends, so billing and recalls can be processed without waiting or chasing the clinician for notes.
Does ApolloScribe integrate with our practice management system?
Not deeply yet — and we won't pretend otherwise. Today ApolloScribe runs alongside your PMS: you keep both open and copy, print or file generated documents into the PMS, or import a patient list by email to save re-keying. We're actively building automatic integration pathways — Medical Objects, Clinic to Cloud, Magentus (Genie), Vaper Trail and HL7 — so talk to us about your system and where it is up to.
How does ApolloScribe pricing work for a practice?
ApolloScribe uses a token-based, pay-per-appointment model — there is no monthly subscription and no per-user fee. You buy tokens and spend them as appointments are used, and an appointment only becomes billable when its patient health check is sent. Ad-hoc and demo appointments are free, and every new practice starts with 1,000 free tokens that never expire. Once an appointment is paid, all features are included — SMS, transcription and AI document generation at no extra cost. See the pricing page for current rates.
Give your front desk its time back.
Book a 30-minute walkthrough — we'll show how ApolloScribe fits beside your PMS and takes the chasing and paperwork out of your day.
Book a demo