ClinicPilot
EN|FRPricingSign inDownload
Desktop app for Mac and Windows

Works alongside your system, not instead of it

Find the empty appointments your clinic loses.

ClinicPilot is a desktop app for Mac and Windows. It reads your schedule from Jane, Walnut EMR, Cliniko, Juvonno or Universal Office onto your own computer, finds tomorrow's gaps and drifting patients, and ranks who to offer each opening to, with the reason beside each name. You send each offer yourself.

Your patients' data never leaves your computer.

DownloadI'm a practitioner
  • Works with Jane
  • Works with Walnut EMR
  • Works with Cliniko
  • Works with Juvonno
  • Works with Universal Office
  • Read-only connection
  • Nothing changes in your EMR

14-day free trial, no card.

Tomorrow with Dr. Sarah Chen
Example clinicExample clinic, confirmed by the next syncRecovered this month $1,240Recovered this month $1,310

Your patients' data stays in your clinic. We never see it.

  • Stored on your computer

    Patients, appointments and reports are kept on your clinic's own computer, not on our servers.

  • We never receive it

    A privacy gate in the app stops any request carrying a patient's name, phone, email or health-card number before it goes out.

  • Nothing written into your system

    ClinicPilot only reads from Jane, Walnut EMR, Cliniko, Juvonno or Universal Office. It never books, cancels or changes anything there.

  • Encrypted nightly backup

    Once you set it up, an encrypted copy is saved every night to a folder you choose, locked with your own password.

What leaves the computer
Your system keeps doing
  • Booking, the online booking page and reminders
  • Charts and notes
  • Invoices and payments
ClinicPilot adds, on your computer
  • Every open slot, and what it is worth
  • Who to offer each opening to, ranked, with the reason written down
  • Today's call list, and everyone with no next visit
  • An encrypted backup every night, to a folder you choose
What changes in your system
Nothing.
  • A read-only connection. ClinicPilot never writes into it.

Four ways a full calendar loses appointments

ClinicPilot turns each one into an offer worth sending, with the reason written down.

Empty slot

Thursday at 11 has been empty for three weeks.

Fill slots, next week

Example: 3 visits open next week, Tuesday 9:00 a.m. for 20 minutes (~$50), Thursday 11:00 a.m. for 30 minutes (~$75) and Friday 3:00 p.m. for 60 minutes (~$150). Together that is 1.8h of unbooked time and about $275 at risk, a rough guess at $2.50 a minute.

Example clinic. ~ marks a rough guess (est.) at $2.50 a minute.
No-show

Missed Tuesday. Nobody called.

Past visits and Today

Example: Priya Nair missed her Tue 3:00 p.m. visit, which the calendar link alone records as completed. With an imported Jane appointments report it becomes a No-show, and she appears on Today, last seen 23 days ago, no regular pattern yet, with "Offer Thursday 11:00 a.m. with Dr. Chen · 30 min", worth $70.

Example clinic. Needs an imported Jane report.
Never rebooked

Came in once. Then nothing.

Sam Okafor, visits

Example: Sam Okafor came in once on Aug 21 and has nothing booked. 26 days later he shows on Today as Never rebooked, Medium at 47/100: last seen 26 days ago, no regular pattern yet; treatment plan follow-up outstanding.

Example clinic.
Overdue

Every five weeks, like clockwork. It has been nine.

Maya Park, visits

Example: Maya Park usually returns every 35 days. Her last visit was Jul 15, 63 days ago, so she was due about Aug 19 and shows as Overdue, Medium at 44/100: overdue: last seen 63 days ago; 6 visits: established patient.

Example clinic.
See every case on the clinic page
Today, Wednesday, September 16

Example: Today lists 5 people to call in order, worth about $350 together. 1. Jack Kumar, Empty slot: treatment plan follow-up outstanding. Offer Thursday 2:30 p.m. with Dr. Chen, 30 min. $70. 2. Chloe Gagnon, Empty slot: responds well to short-notice offers. Offer Thursday 11:00 a.m. with Dr. Chen, 30 min. $70. 3. Ines Moreau, Empty slot: usually books on Fridays. Offer Friday 9:00 a.m. with Dr. Chen, 30 min. $70. 4. Sam Okafor, Never rebooked: last seen 26 days ago, no regular pattern yet. No opening that suits right now. $70. 5. Maya Park, Overdue: overdue: last seen 63 days ago. No opening that suits right now. $70.

Example clinic.

One list. Five calls. In order.

Today picks the most valuable empty times and the most overdue patients, each with a number, a time to offer and a reason.

You send each offer from your own email or phone. For Jane clinics it carries your own Jane booking link, opened on the right week.

How an offer goes out

What it does, on your computer

No chatbot, and nothing that calls your patients. Plain, tested code on your own computer that shows the desk where the time is.

Every open slot, and what it is worth

Your schedule is read onto your computer, and every gap is found and priced from your own reports, so you can see which hour matters most.

Who to offer each opening to, and why

Every patient is scored for that exact time, from their own visit pattern. The reason sits beside each name in plain words, so the front desk never has to guess.

Today's call list, and everyone with no next visit

One list in order for today, and a reactivation list of patients who have nothing booked, including who is insured.

You send the offer yourself

From your own email, your own phone, WhatsApp or Cliniko's SMS, or copy the message. For Jane clinics it carries your Jane booking link, on the right week. ClinicPilot never contacts a patient.

Schedule health, checked after every read

A calendar that stops reading, or a patient split in two, is shown before anyone works from the list.

Nightly encrypted backups

Every night a backup is saved to a folder you choose. Only your backup password or printed backup card opens it.

Patients, appointments and reports stay on your clinic's computer, and ClinicPilot never receives them. Every number is worked out by our own tested code, so it can be explained line by line — and chart notes are dropped before anything is stored.

Work at more than one clinic?

A phone app for practitioners is coming. Join the waitlist; there is no price yet.

I'm a practitioner

Then see where the clinic's hours go.

ClinicPilot adds up unbooked time in dollars, priced from your own reports, so you can see what tomorrow still has at risk and who is worth an offer this week.

Pricing
Performance

Example: $2,310 (est.) of unbooked time, room for 27 visits in the next 14 days at a rough guess, tomorrow 78% booked with $225 (est.) still at risk, and 58% of patients with a next visit. Biggest opportunities now: Leo Brandt, due now: every 35 days, last seen 30 days ago, $75 (est.); Maya Park, overdue: last seen 63 days ago, $75 (est.).

Example clinic with no prices on file, so open time counts at $2.50 a minute and a patient's visit at $75. Revenue totals need prices from an imported Jane appointments report.

Privacy, point by point

  • Patient records stay on your computer. Patients, appointments and reports never leave it.
  • No patient information goes to us. ClinicPilot, the company, never receives it, and a privacy gate blocks any request that contains a patient's name, phone, email or health-card number.
  • You send offers yourself, from your own email, phone or WhatsApp. ClinicPilot never messages or calls a patient.
  • Read-only connection. ClinicPilot never writes into Jane, Walnut EMR, Cliniko, Juvonno or Universal Office.
  • Chart notes are dropped the moment the schedule is read, before anything is stored.
  • An encrypted backup every night, to a folder you choose.
Read the privacy policy
Reading a Jane calendar link

Example: a calendar event arrives with a clinical note. The note is removed before the event is stored, and the feed link itself is stored encrypted.

Example. The note text is the one the automated test uses.

Pricing

The same number in your own currency: US, Canadian, Australian or New Zealand dollars, pounds or euros. 14-day free trial, no card.

Clinics
49.99
a month per clinic, plus tax. 14.99 a month for each extra front-desk person or location, plus tax.
Clinic pricing
Practitioners
Coming
Waitlist only. No price yet.
For practitioners

Each location runs ClinicPilot on its own computer, linked to one account.

Questions clinics ask first

Do we have to leave our system?
No. ClinicPilot works alongside Jane, Walnut EMR, Cliniko, Juvonno and Universal Office, not instead of them. It only reads your schedule. Every booking still happens in your own system, and nothing in it changes.
Which systems does it work with?
Jane and Walnut EMR, through the calendar links they give each practitioner. Cliniko and Juvonno, through an API key you make in them. Universal Office, through a small agent on the office server. On anything else, tell us what you run and we'll say honestly whether we can read it.
Where is my data?
On your clinic's computer. ClinicPilot reads your schedule onto it, and patients, appointments and reports stay there. We never receive patient information. Every night an encrypted backup is saved to a folder you choose.
What leaves the computer?
Four things only: a licence check once a day, the one-time code that links a computer to your account, diagnostics you choose to send after you have seen them, and support messages with patient names, phones and emails taken out first. A privacy gate blocks any request that contains a patient's name, phone, email or health-card number.
Do you send messages to my patients?
No. ClinicPilot never messages or calls a patient, and nothing goes out on its own. You send each offer yourself: from your own email app, your own phone (Messages on a Mac with an iPhone, or Phone Link on Windows), WhatsApp, Cliniko's own SMS, or by copying the message. For Jane clinics the offer carries your own Jane booking link, opened on the right week.
How does it decide who to offer a slot to?
Every patient gets a score for that exact slot: whether they are due back, have nothing booked, usually see that practitioner, usually book that day and time, and have taken offers before. The reasons are written next to each name, and you can search to add anyone else.
What about consent?
ClinicPilot shows who agreed, who declined and who opted out, read from your Jane patient export, from Cliniko, or recorded by the desk. It never reverses an opt-out. Your clinic stays responsible for consent.
Where do patient phone numbers come from?
On Jane, not from the calendar links: they carry only names and appointment times. Export your patient list from Jane as CSV or Excel and import it into ClinicPilot. One missing number can also be typed straight in.
Do you read chart notes?
Never. Notes are dropped where the schedule is read, before anything is stored.
What does it cost?
One plan: 49.99 a month per clinic, plus tax, the same number in your own currency (US, Canadian, Australian or New Zealand dollars, pounds or euros), and 14.99 a month for each extra front-desk person or location, plus tax. The tax is added at checkout based on your clinic's address. Every location runs ClinicPilot on its own computer, linked to one account. Try it free for 14 days, no card.
How do we get it?
Download it for Mac or Windows from the Download page. The website is only for your account, billing and downloads; the clinic's work happens in the app on your computer.
I work the front desk. How do I get in?
You don't sign up. Your clinic owner invites you from their Team page.

Find tomorrow's empty appointments before tomorrow

Download ClinicPilot, connect your schedule read-only, and see every open slot on your own computer. You send each offer yourself, and your own system stays exactly as it is. 14-day free trial, no card.

I'm a practitionerDownload