Automations react to events in the clinic (a cancelled appointment, a no-show, a paid payment…) and take the next step on their own. The owner and administrators set them up in Settings → Automations, reception sees the settings and the log read-only, therapists and accountants do not have the screen.

Master switch

The master switch stops all automations of the clinic at once. Events are still recorded, but no runs are created and pending runs are skipped. Individual automations stay off until you switch them on explicitly.

The FyzioPlan operator can pause automations for all clinics (e.g. during an incident). The screen shows it and, after resuming, old events are no longer processed.

Message after a no-show

When reception or a therapist marks an attendance as No-show, the patient gets an e-mail offering a new appointment. The message goes through Notifications – it respects the patient's opt-out and disabled notifications, and you will find it in the delivery log. Set the sending delay in minutes (0–1440). In test operation nothing is actually sent.

  • A no-show recorded for an appointment older than 48 hours is not announced to the patient.
  • If you change the attendance state in the meantime, the message is cancelled.

Payment reminders

A patient who does not pay a payment request by the due date receives a reminder by e-mail (optionally also a text message without health data) with a QR payment and a link to the payment page. Set the due period (0–90 days) and the reminder schedule in days after the due date (up to 5 steps, 1 and 7 by default). Each step is sent at most once; payment or Do not collect stops further steps. Debts older than 7 days after the last step are not reminded automatically – send a manual reminder from Debtors.

Waitlist fill

Freed time (a cancelled or moved appointment, new time in a therapist's schedule) is offered automatically to suitable patients on the waiting list by e-mail or SMS with a link; the first to confirm gets it. A patient waiting for an earlier appointment moves their appointment by accepting and their later time is offered to others. You set the offer validity (10–1440 minutes), how many waiting patients to offer at once (1–5), the channels and the minimum notice before the start. An expired or declined offer goes to the next waiting patient.

AI note assistant

After a visit the therapist can dictate a summary right in the record: the Dictate button records up to 5 minutes (visible indicator, can be cancelled), the app transcribes it and prepares a draft of the record sections. The dialog shows the transcript and the draft; choose Insert into record (the draft is added below your text and marked AI draft) or Discard. You always review, edit and sign the record; the signed version is marked in the history as created with the help of AI.

  • The feature is off by default. The owner or admin turns it on in Settings → Automations (card AI note assistant). Turning it on requires publishing a new version of the processing notice that informs patients about the assistant: the paragraph is in the preview in Settings → GDPR; until you publish it, the feature stays off.
  • At first use the therapist confirms the terms (what is sent, to whom, what is not stored); the consent can be withdrawn.
  • Audio and transcript are not stored and are discarded when the dialog closes. The patient's name from the card is not sent to the transcription or structuring services – names are replaced by placeholders. A name you say that is not on the card is not removed, so dictate without names.
  • If a service fails you write the record manually, nothing is lost; if only structuring fails, at least the transcript is offered.
  • The feature is included in the plan; the number of dictations is limited only against abuse (hourly limit per therapist and daily limit per clinic). The operator can pause it.

Run log

The run log shows when and to which event an automation reacted and with what result: Done, Skipped (with a reason, e.g. a switched-off switch), Failed after repeated attempts, or Waiting. For a done message you also see its delivery state.