Medical practitioners · patient admin
Chase unpaid invoices and insurance claims automatically
The problem
Self-pay invoices and insurer claims slip through the cracks. Someone works through the aged-debt list and writes reminders by hand.
What you get
Polite, escalating reminders go out on schedule, rejected claims are flagged with the reason, and the team only handles the exceptions.
Three ways to do it
Indicative monthly running costs, not quotes. They exclude VAT and any one-off build or set-up work. Claude usage is based on Anthropic’s list prices for Claude Sonnet 5.5 and Haiku 5.5; other figures are rough estimates prepared in October 2026.
How it’s built
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Clean up your debtor list
Make sure every invoice shows the payer (patient or insurer), policy number and due date.
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Set the reminder schedule
For example at 7, 14 and 30 days overdue, starting with a gentle tone.
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Personalise with AI
The model writes each reminder using the invoice details and any previous replies.
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Read replies
AI sorts replies (paid, disputed, insurer pending, wrong address) and updates the invoice status.
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Flag rejected claims
Insurer rejections are summarised with the reason so admin can fix and resubmit them.
How it fits common tools
- Microsoft 365 Outlook, Teams, SharePoint and Excel connect through Power Automate, and n8n, Make and Zapier all support them. Microsoft Bookings is included in most business plans.
- Google Workspace Gmail, Calendar, Sheets and Drive have well-documented APIs and ready-made connectors in n8n, Make and Zapier.
- Zoho Zoho Bookings, Forms, CRM and Sign all have APIs, and Zoho Flow links them together. Make and n8n have Zoho connectors too.
- EMIS or SystmOne NHS GP systems only allow third-party integration through approved routes such as the IM1 programme. Automations usually sit alongside them rather than writing into them directly.
- Private practice system Many private practice systems (e.g. Cliniko, Semble, WriteUpp) offer an API or Zapier/Make integration for appointments and patients. Check what your plan exposes before designing the workflow.
- Xero or QuickBooks Both have open APIs and connectors in Make, n8n and Zapier, so invoices, payments and reminders can be automated.
- Spreadsheets Fine as a starting point. Once the automation is live, move the data into a proper database or list so it doesn’t break when someone renames a column.
- Paper forms Usually the biggest quick win: replacing paper with a phone or web form removes the re-typing entirely.
Watch-outs
- Never include clinical details in payment reminders.
- Keep reminders firm but fair. Aggressive wording can breach consumer protection rules.
Want this built for your firm?
Blue Tea is a UK-based software partner. We start with the problem, not the software: if an existing system already does the job, we’ll configure it. If it doesn’t fit, we’ll design and build something that does.
- ISO 9001 and ISO 27001 certified
- Strategy, design and engineering under one roof
- No obligation. Just a conversation about your process.