Why By.Cadence Exists
For more than a decade I've worked in technology, operations and leadership, helping businesses improve systems, streamline processes and solve complex operational challenges.
In 2023 my wife and I started Wildflower Kids Therapy, a paediatric occupational therapy clinic on the Gold Coast. She focused on supporting children and families. I took on the business, operations and technology side of running the practice.
The more time I spent in that world, the more obvious one thing became. A lot of the pressure clinic owners carry isn't clinical at all. It's the admin around the clinical work.
It's the process sitting in someone's head. The systems that don't quite talk to each other. The notes that take too long and the repeated manual tasks that slowly wear a team down.
It's not that anyone's doing anything wrong. They're just busy supporting their clients, leading teams and running a business.
That's why I started By.Cadence. To help allied health clinics find their rhythm through better systems, practical technology and simpler ways of working.
The goal is simple. Help good people spend less time fighting their systems, and more time on the work that matters.
Processes
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Client onboarding
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Staff onboarding
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Documenting processes & procedures
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Clearer day-to-day workflows
Technology
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Splose implementation
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Making your existing tools work harder
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Getting systems talking
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Reporting improvements
Automation
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Workflow automation
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Cutting repetitive admin
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Practical AI, not hype.
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Document and report generation.
Focus Areas
Most businesses don't need more software. They need simpler ways of working.
Whether it's processes, systems, technology or automation, the goal is the same.
Less time fighting admin, more time on the work that matters.
Small workflows. Better rhythm.
Finding your rhythm is not always about rebuilding everything.
Sometimes it is about noticing the small moments where work gets stuck. The manual copy & pastes. The missed follow-up. The documents waiting to be filed. The expiry date sitting in someone’s head.
These are real workflows we use inside our own clinic to give time back, reduce admin and help the week feel a little less stop-start.
New enquiries can create a lot of small admin steps before a new client is even booked in.
Leads need to be created, intake forms need to be sent and returned, statuses need to be updated, and someone has to remember when to follow up.
These workflows connect new enquiries with lead tracking across Splose and Monday. Client details are added to the right trackers, with automated reminders and status updates moving between both platforms as the client progresses through onboarding.
The value: Instead of admin manually copying details, checking multiple systems and remembering each follow-up point, the workflow keeps the intake process moving.
Families are less likely to get stuck between enquiry and onboarding, admin has fewer touch points to manage, and the clinic has a clearer view of where each new client is up to.
Supervision for your clinical team is essential however, the admin around it can quietly stack up. Notes need to be written, formatted, saved, and filed for ongoing reference and review.
This workflow turns transcribed supervision sessions into structured, clean and branded notes saving them directly to specific clinician folders.
The value: Around 15 to 30 minutes saved per clinician, per supervision session. Clinical leads get time back, supervision records stay consistent, and important team conversations are captured without creating more after-hours admin.The value: Around 15 to 30 minutes saved per clinician, per supervision session. Clinical leads get time back, supervision records stay consistent, and important team conversations are captured without creating more after-hours admin.
Compliance is rarely difficult because of one document. It becomes difficult because there are lots of small expiry dates sitting across registrations, blue cards, driver licences, insurance documents and other business requirements.
This workflow tracks those dates and sends reminders at 30 days, 15 days and on the day of expiry, so follow-up happens before something becomes urgent.
The value: Admin and business owners are not relying on memory, spreadsheets or last-minute checks to keep important documents current. The team has more time to follow up, and compliance becomes part of the clinic’s rhythm rather than another thing waiting to be remembered.
Most clinics end up with documents that have been created at different times, by different people, in different formats.
Policies, procedures, handouts, internal guides and templates still matter, but over time they can start to look inconsistent. Some are in old branding. Some use outdated formatting. Some are still useful, but need to be brought back into the current way the business presents itself.
This workflow helps take both new and outdated documents and rebuilds them into the clinic’s current templates, styles and formatting.
The value: Instead of manually rebuilding every old document from scratch, the team can move straight into reviewing and refining. It helps bring policies, procedures and internal resources back into rhythm with the business, without another formatting-heavy task sitting on the to-do list for months.
Some admin tasks are not difficult, they are just easy to miss because they happen after another step is complete.
For Medicare invoices, the invoice can be paid in the practice system, but the rebate still needs to be processed to the client. That creates a small but important handover point.
This workflow detects when a Medicare invoice has been fully paid and immediately reminds the admin via email notification to process the rebate.
The value: The rebate step still needs a human, but the remembering does not. Admin no longer needs to manually check for paid Medicare invoices, clients are less likely to experience delays with rebates, and the process becomes part of the clinic’s rhythm instead of another small task sitting in someone’s head.
Not Sure Where to Start?
If something in your business feels harder than it should, let's talk about it.
Whether it's a process that keeps breaking down, too much manual work, disconnected systems, or something that's been sitting on the to-do list for months.
Tell me what's on your mind. We'll take it from there.