For Australian specialist practices
The front door for your inbound referrals
US intake vendors report referral handling falling from about 15 minutes to under 2 per referral once capture is automated (vendor-reported). Clera is the front door for a specialist practice's inbound referrals: every referral - secure message, email or fax - lands in one queue, captured, searchable, and acted on draft-first by your staff.
- Administrative process-state only - performs no clinical triage
- Draft-first - nothing sent without human approval
- Australian data residency
- Synthetic demo - no real patient data
The problem
Referrals arrive everywhere except in one place
In Australia, a Medicare-rebated specialist visit needs a GP referral, typically valid for 12 months. Referrals are the practice's growth pipe - and they arrive as a fragmented mix of email, HealthLink, fax and paper, then get typed in by hand.
Four channels, no queue
Email to the practice address, HealthLink secure messages, fax and paper all land in different places. Industry estimates put fax use at 80 to 90 per cent of Australian healthcare organisations (PwC and industry estimates), so the mix is not going away soon.
Typed in by hand
No PMS auto-captures fax, email or paper referrals - they are scanned and re-keyed manually, everywhere. US intake vendors report per-referral handling falling from around 15 minutes to under 2 (vendor-reported, Medsender); one estimate puts manual intake near US$47,000 a year per clinic (ReferralMD).
New patients fall outside the rails
A new-patient referral is never auto-filed by any PMS - there is no existing record to match it to, even on electronic rails. On Best Practice it sits unallocated in Incoming Reports; on Zedmed, against a blank patient in the Results Inbox; on Genie and Gentu, as an unlinked patient.
What Clera does
Capture, one queue, verbatim surfacing, draft-first action
Clera stands at the front door. It captures what arrives, keeps it in one place, shows the referrer's own words, and drafts the admin work for your staff to approve. Every step is recorded in a sealed chain of custody.
Capture
A dedicated referrals mailbox, a fax-to-email number and drag-and-drop upload. Everything inbound is captured with the original document kept intact.
One queue
Every referral in a single queue, whatever the channel. Text is extracted and searchable; channel, age and attachments are visible at a glance.
Verbatim surfacing
Urgency is only ever the referrer's own stated words, quoted and attributed - never a Clera judgement.
referrer wrote: “please see urgently”Draft-first actions
Acknowledge the referrer, route to the right list, chase missing information, and a ready-to-enter card for your PMS. Nothing sends without a person approving it.
Sealed chain of custody
Every event - received, captured, approved, filed - is hash-chained the moment it is recorded. Nothing can be backdated or quietly edited.
Chain of custody - nothing lost at the front door
Four demo events for one referral, hash-chained with SHA-256 in your browser right now. Verify the chain, then tamper with one event and verify again - the break shows at the exact event.
This is a live demonstration of the same verification that runs in the product.
Growth intelligence
See the referral base you actually have
Because Clera stands at the door, it counts every referral that arrives - not just the ones that were typed into the PMS. The same data layer that runs the queue answers the questions a practice owner actually asks.
Where referrals come from
Every referral counted at the door: which practice, which referrer, which channel, which suburb. A live map of the referral base, built from what actually arrived.
Loyal, lapsed, never-referred
Which nearby practices refer regularly, which have gone quiet, and which have never referred at all - the negative space a PMS-derived report cannot see, because it only knows what was entered.
Service mix
What kinds of work are being requested and how the mix moves over time, so the practice can plan capacity and see changes early.
Works with your PMS
Alongside any PMS, including cloud
Clera does not replace your practice management system and does not need its permission to start. It sits beside the PMS, at the point where referrals arrive - before anything is entered.
No PMS permission needed
Capture runs on things the practice already controls.
- A dedicated referrals mailbox (Microsoft 365, Gmail or IMAP)
- Fax-to-email through Australian providers
- Drag-and-drop upload for paper and scans
- Works beside every PMS, including cloud-native ones
Ready-to-enter cards
Clera does not write into your PMS. Instead, staff get a ready-to-enter card for each referral.
- Clean, checked fields laid out to match data entry
- One-click copy, field by field
- The original document always attached
- Write-back is a later step that needs PMS vendor permission - we say so plainly
HealthLink adapter ready
HealthLink is the dominant GP eReferral rail, and Clera is built for it.
- An HL7 v2 REF adapter, built and ready
- Registration is practice-level and takes about 4 to 5 business days
- Mailbox, fax and upload capture work from day one either way
The safety net
The closure ledger, quietly in the background
Most of Clera is about what arrives. The closure ledger watches what leaves.
For every billed specimen, the ledger expects a result, a review and a notification, and resolves each one to a single state, provable from the practice's own records. It is deliberately biased to UNKNOWN: when the evidence is incomplete it says so, rather than assuming the loop was closed.
This is a background assurance feature, not the product. It tracks whether the administrative loop closed - never what a result means. Administrative process-state only - Clera performs no clinical triage.
Pricing
Pricing, plainly
The practice manager's first question, answered before the call.
- Setup and the initial capture scan are credited to your first month.
- A flat monthly fee - never a percentage of your billings.
- No lock-in: your data, including the sealed ledger, exports in full on exit at no charge.
Why practices stay
Honest limits
What Clera does not do, and where it can be wrong
Software at the front door of a medical practice should be plain about its failure modes. These are ours.
See it live
Walk the front door on synthetic data
The live demo is the full product surface running on synthetic referrals - no sign-up, nothing sent anywhere.
Wondering what setup looks like for your practice? The setup planner asks eight questions and builds your tailored plan - timeline, IT request and go-live gates - entirely in your browser.
The demo opens on Today. From there: Inbox is the one queue, Growth the referral intelligence, Practice the referrer book, Ledger the closure ledger, and Onboard the setup checklist.