The Use Case
You manage or work in a healthcare practice -- a GP surgery, dental practice, physiotherapy clinic, private hospital, or care home -- and the administrative burden is consuming time that should go to patient care. Appointment management, patient communication, referral tracking, compliance documentation, staff scheduling, and regulatory reporting all compete for attention. HireClaws deploys a healthcare administration agent that handles the communication and coordination layer, giving clinical staff more time with patients.
The Pain Point
Healthcare admin is drowning clinical teams.
- GP practices in the UK spend an estimated 20-30% of clinical time on administration
- Patient no-shows cost the NHS 1.2 billion pounds per year -- many could be prevented with better reminders
- Referral tracking is often a paper-based or spreadsheet process: patients fall through the cracks between primary and secondary care
- CQC (Care Quality Commission) inspections require extensive documentation that's difficult to maintain in real-time
- Staff scheduling across shifts, leave, and skill requirements is a puzzle that takes hours each week
- Patient communication (appointment confirmations, follow-up instructions, prescription reminders) is time-consuming when done individually
- Practice managers handle 50+ emails per day about operational matters
- GDPR compliance for health data requires meticulous access logs and consent records
The NHS workforce survey consistently shows administrative burden as a top cause of staff burnout and attrition.
How HireClaws Solves This
1. Appointment Reminders
Sends email reminders to patients 48 hours and 24 hours before appointments. Includes prep instructions (fasting requirements, documents to bring, parking info). Handles confirmation replies and flags cancellations.
2. Referral Tracking
Maintains a Google Sheet of all referrals: patient reference, referring clinician, referred-to provider, date sent, and status. Emails referring clinicians weekly with a status update. Chases providers who haven't acknowledged referrals.
3. Staff Communication
Sends shift schedules to staff, handles shift swap requests, distributes policy updates, and collects training completion confirmations.
4. Compliance Documentation
Tracks CQC/regulatory requirements: when policies were last reviewed, training completion rates, equipment calibration dates, and fire safety checks. Sends reminders before deadlines.
5. Patient Follow-Up
After procedures or consultations, sends follow-up emails with care instructions, next appointment details, and feedback surveys.
6. Supplier and Contractor Coordination
Emails suppliers for quotes, tracks orders, manages maintenance contractor schedules for medical equipment.
Why ClawEmail Matters Here
Patients receive emails from a recognisable, professional address -- appointments@practice.clawemail.com. They can reply to reschedule or ask questions. Staff receive operational emails from admin@practice.clawemail.com. The separation between clinical and administrative communication channels is maintained. All communication is logged for audit purposes.
Agent Setup
What You Need
- A HireClaws account
- Patient appointment schedule (Google Sheet -- anonymised references, not clinical data)
- Staff list with roles and email addresses
- Regulatory compliance calendar
- Standard templates for appointment reminders and follow-ups
Step-by-Step
- Deploy your agent at hireclaws.com
- Configure your practice context via Telegram:
You are the administrative assistant for [Practice Name].
Practice type: GP Surgery / Dental Practice / Physio Clinic
Location: [Address]
Staff:
- Practice Manager: pm@practice.com
- Dr Smith: drsmith@practice.com
- Dr Jones: drjones@practice.com
- Receptionist: reception@practice.com
- Practice Nurse: nurse@practice.com
Important:
- NEVER include clinical details in emails to patients
- Use patient reference numbers, not full names, in tracking sheets
- All patient communication must include the practice name and contact number
- Flag any safeguarding concerns immediately via Telegram
Schedule:
- Appointment reminders: 48h and 24h before
- Staff schedule: Send every Friday for the following week
- Compliance check: Monthly on the 1st
- CQC document review: Quarterly- Share your appointment template -- the format for reminder emails
- Share your compliance calendar -- all regulatory deadlines and review dates
Suggested Agent Team (Multi-Agent Setup)
| Agent | Role | ClawEmail |
|---|---|---|
| Patient Comms | Appointment reminders, follow-ups, patient queries | appointments@clawemail.com |
| Practice Ops | Staff scheduling, compliance tracking, supplier management | practiceops@clawemail.com |
Skills Configuration
agent_name: Healthcare Admin Claw
model: claude
skills:
- name: appointment_reminders
trigger: "48 hours and 24 hours before scheduled appointments"
action: >
Send patient a reminder email with:
- Appointment date, time, and location
- Clinician name (if appropriate)
- Preparation instructions (if applicable)
- How to cancel or reschedule (reply to this email)
- Practice contact number
If patient replies to cancel: flag via Telegram to reception.
Update appointment tracker sheet.
tools: [clawemail, google_sheets, telegram]
- name: referral_tracking
trigger: "Weekly on Mondays"
action: >
Review referral tracker for:
- Referrals sent but not acknowledged (>7 days)
- Referrals acknowledged but no appointment set (>14 days)
- Referrals approaching wait time targets
Email referring clinician with status update.
Chase receiving provider for unacknowledged referrals.
Update tracker sheet.
tools: [google_sheets, clawemail]
- name: staff_scheduling
trigger: "Every Friday at 3pm"
action: >
Compile next week's schedule from Google Sheet.
Email each staff member their shifts for the coming week.
Include: start/end times, location, and any notes.
Collect confirmations. Flag unconfirmed shifts via Telegram.
tools: [google_sheets, clawemail, telegram]
- name: compliance_monitor
trigger: "Monthly on the 1st"
action: >
Check compliance calendar for:
- Policy review dates (within 30 days)
- Training certifications expiring (within 60 days)
- Equipment calibration/servicing due
- Fire safety checks
- Insurance renewals
- DBS check renewals
Email responsible staff members with upcoming requirements.
Produce compliance status report for Practice Manager.
tools: [google_sheets, clawemail, google_docs]
- name: patient_follow_up
trigger: "24-48 hours after procedure or consultation"
action: >
Send follow-up email to patient with:
- General aftercare information (from template)
- Next appointment date (if booked)
- How to contact the practice if concerns arise
- Patient feedback survey link (if applicable)
Note: Never include clinical details. Use approved templates only.
tools: [clawemail, google_sheets]
- name: supplier_management
trigger: "On request or scheduled"
action: >
Email suppliers for quotes on equipment/supplies.
Track orders in Google Sheet: item, supplier, cost, order date,
delivery date.
Follow up on overdue deliveries.
Maintain supplier contact list.
tools: [clawemail, google_sheets]Example Interactions
Healthcare Admin Claw (48h before appointment, via ClawEmail):
Subject: Appointment Reminder -- [Practice Name]
Dear Mr Johnson,
This is a reminder of your appointment:
- Date: Wednesday 12 February 2026
- Time: 10:30am
- Location: [Practice Name], [Address]
Please arrive 5 minutes early. If you need to bring any documents, our reception team will have advised you at the time of booking.
To cancel or reschedule, simply reply to this email or call us on [phone number].
[Practice Name]
[Address]
[Phone number]
Practice Manager (via Telegram):
How are we looking on CQC compliance this month?
Healthcare Admin Claw:
Compliance status for February:
- 2 policies due for review (Infection Control, Data Protection) -- Emails sent to policy owners on Feb 1. Infection Control updated. Data Protection pending (Dr Jones, reminded today).
- 1 staff member DBS renewal in 45 days (Receptionist). Reminder sent.
- Equipment calibration: Blood pressure monitors due March 1. Supplier contacted for service date.
- Fire safety check: Completed Feb 3. Log updated.
Overall: 89% compliant. One item pending (Data Protection policy). Full report: [Google Docs link]