1. Technical Setup & Best Practice Connection
MBSPro is securely connected to your clinic’s Best Practice system by an admin or IT team member. This allows appointments, doctors, and patient details to sync correctly.
Reception action: None required during setup.
2. Clinic Details & Booking Rules
Clinic information is entered so the AI follows your practice rules, including:
Opening hours, public holidays, and closures
Billing policies (bulk billing rules, private fees, DNA fees)
Appointment lengths and special appointment types
Doctor-specific booking restrictions (e.g. not accepting new patients)
Accurate setup ensures patients receive correct information and bookings.
3. AI Receptionist & Phone Setup
The AI Receptionist is connected to the phone system and may be offered to patients while they are on hold.
The AI can:
Book, reschedule, or cancel appointments
Answer common questions (fees, hours, appointment types)
Emergency symptoms are always redirected to 000 or the front desk, and calls can remain with human reception at all times.
4. Document Sorting
Incoming faxes and scanned letters are automatically sorted.
Clear documents are filed automatically
Unclear documents are flagged for staff review
This reduces manual filing while keeping staff in control.
5. Staff Access & AI Scribe
Access is set by role:
Reception: Front Desk view, Call Logs, Document Sorter
Clinicians: AI Scribe and consult tools
Reception does not need to manage AI Scribe or clinical notes.
6. Testing & Go-Live
Before going live, the clinic tests:
An AI-booked appointment
Document uploads
Phone call flow
Reception staff are shown where to view AI bookings and call logs.
7. Daily Use & Updates
Reception teams can:
Identify AI bookings in Best Practice and the MBSPro portal
Review call logs and flagged actions
Update fees, hours, or booking rules when they change
Outcome:
MBSPro supports reception by handling routine calls, bookings, and documents—while staff remain fully in control of patient care and clinic workflows.