Referrals, device reports and hospital results still arrive as PDFs, scans and emails, and someone types them into the practice management system. We automate that work for specialist, GP and allied health practices. A person checks only what the system is unsure of.
Capability statement (PDF, 2 pages)Referral data entry cut by more than 90% at a Melbourne specialist practice. Read the case study
Results
90%+
less time on referral data entry
Case studyRead the case study30%+
of practice manager time was going on data entry before
Case studyRead the case studyMinutes
to process a referral, down from hours
Case studyRead the case studyHours
saved each day on sorting, renaming and filing results
Case studyRead the case studyFigures from our published healthcare case studies.
What we automate
We watch the referrals inbox and HealthLink. Each letter is read with OCR and AI, checked against existing patients, and prepared as a new or updated record.
Stress and resting ECG, Holter, ambulatory blood pressure, echo, spirometry and bone densitometry systems save PDF, XML or DICOM files. We match each report to the right patient and file it.
An AI agent splits PDFs that hold several patients, classifies each report, reads the name, date of birth and test date, and names the file to your system's rules.
We keep the practice management system, a CRM such as Zoho, and Microsoft 365 in step, so staff stop keying the same patient into two or three places.
Referrers and patients upload documents to one secure place. Files stop arriving through five channels, and every upload goes through the same checks.
Uncertain matches, unknown document types and password-protected files go to a short daily queue. Every record traces back to the email or file it came from.
Practice management systems
Whichever system your practice runs on, we find a reliable way to get data into it.
Many systems, Xestro included, have no open API for adding patients or documents. We pick the most reliable way in, in this order:
Clinical messaging. If the sender can use HealthLink or Medical-Objects, the message reaches your system with no build at all. We check this before we quote.
API. Where the system has one, records and documents go straight in.
File import. We prepare files in the format the system imports, such as Xestro's JSON patient file and its document naming rules. Staff drag in a checked batch, or a bot does it.
Software robot. For steps with no other way in, a bot with its own login works through the screens like a person. We quote its upkeep up front.
Case studies
A Melbourne-based medical practice, reduced manual data entry time by automating the processing of patient referrals received via email and Healthlink. Using n8n, OCR, and AI, patient data is extracted, formatted, deduplicated, and entered into Xestro and Zoho CRM.
Statera Health, a medical practice in Melbourne, eliminated hours of daily manual document sorting and filing by implementing automated AI document classification. Osher Digital configured a solution that processes incoming medical documents, saving the practice hours daily on document handling, achieves consistent and accurate file naming, and has removed misfiled documents and related rework.
Strive Community Care is a Brisbane based NDIS registered provider and spent a massive amount of time preparing property damage insurance claims. Osher Digital automated the claim preparation drafting process with an AI Agent.
A major Australian medical recruitment firm replaced a multi-step offshore manual process that took hours with a fully automated resume formatting AI agent. Candidate resumes (CVs) are now returned as consistent, branded, and de-identified resumes in under 1 minute.
Beyond practices, we have worked with large medical software companies, including DoseMe and US-based Monarch Medical Technologies. Our US work was done under HIPAA, the US health privacy law.
Capability statement
What we automate, the systems we work with, our case studies and how a project runs, on two A4 pages.
Download the capability statementPDF, 2 pages. No email needed. Or book a 15-minute call.
Privacy
How we handle health information is written down in our help centre.
How it works
Send a sample file and tell us where it lands today.
We tell you which method fits and what it costs, including upkeep.
We map your formats and test with your past files before go-live.
We train your team, set up the review queue and tune the system on real use.
Articles
November 4, 2026
Xestro has no public API. Here is how we get referrals, ECG and other device reports, and hospital results into it automatically, with a person checking what matters.
Read moreMarch 17, 2025
Self-hosting n8n compared with n8n Cloud, Zapier, and Make. Real AUD cost figures, APP compliance, and an honest decision framework for Australia.
Read moreOctober 15, 2025
A practical guide to AI governance in Australia. Learn to manage risks, ensure compliance, and build trust in your AI systems.
Read moreFAQs
Testimonials
“The team helped us automate our lead acquisition and sales process so we know what works and what doesn’t.”
Nicola Hunter
Senior VP at Monarch Medical Technologies
Book a free 15-minute call. Send a sample file, and we'll tell you which method fits and what it costs.
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