Every patient ready before their appointment
Every appointment comes with a list – forms to send, consent to collect, referrals to chase, answers to type up. Coviu works through that list for you, and shows you where every patient is up to.
You can see the appointment. You can't see whether it's ready.
The new patient form that went out on Tuesday and still hasn’t come back. The referral sitting in an email that hasn’t been attached to anything. The patient on Thursday’s list who will do their consent at the front desk while three people wait behind them.
None of it lives anywhere you can look. It sits multiple clicks deep in every patient record, so you end up holding it in your head – and Friday morning turns into chasing patients one at a time.
“On a Friday I’m texting patients going, ‘Fill that form in, send it back.’”
See the day before it starts
Open the board and the whole day is there. Who has sent their forms back, who hasn’t, and who has already been chased twice.
Without opening a single patient file.
“I really like the way this whole system is set out, where we know who’s done and who's not”
From the booking to back in their file
The appointment in your practice management system starts everything off, and whatever your patient completes comes back to that same record. Nothing to export, nothing to upload, nothing to re-type that they've already told you.
You book them in. The rest starts on its own.
Reception books the appointment the way they always have. Coviu picks it up from your system and gets going – your patient gets one text covering everything they need to do before the appointment.
Nothing slips through unnoticed
Choose when things go out and when they're due – once. Anything still outstanding for that appointment gets chased without anyone having to remember.
If it's a telehealth appointment, nothing else changes
Telehealth is a setting on the appointment type, not a separate workflow. Leave it off and the appointment runs like any in-person one. Turn it on and the link your patient already has picks up a button to join, at a time you choose, with nothing to download.
Wrap up after the consult
Follow-ups go out on your timing. Whatever comes back lands in the patient's record, and anything still open shows on the board.
When it still hasn’t come back
Coviu will automatically chase what forms or tasks are outstanding, ensuring the patient arrives prepared.
One view clearly shows what forms or tasks have been sent to which patient along with its current status, giving you the visibility you need to stay in control.
“Anything that you can cut down on having to email and chase later is great”
Hi Priya, a reminder to finish your tasks: coviu.link/a8x2
It fits the appointments you already run
So you decide what goes out for each appointment type. A new patient gets the whole intake pack, a follow-up might get nothing at all.
Nothing new to invent – we’ll help set it up for how your practice already runs.
Your patients only ever need one link
They tap it and everything's there – the forms, the consent, the parking instructions, and if it's telehealth, the button to join. No app, no password, no account.
Which matters most for the patients you'd otherwise be walking through it over the phone.
Hi Avery
Please review these tasks before your appointment
Start with one appointment type
Pick the one that causes the most chasing
Use the forms you already send
Add the rest when you're ready
"It actually doesn't make you less personable. It helps you be more personable, because the tasks that were draining you... now you can free yourself up so you can actually sit down and be more present."
Practice owner
Appointment workflow FAQ's
Yes. Coviu reads the appointment type from your practice management system, and each type carries its own tasks and its own timing. What goes out for an initial consult is not what goes out for a follow-up.
Yes. Assignment of benefit can go out before the appointment so it’s signed and stored against their patient file with the details the agreement needs. The requirements changed in 2026 – our guide covers what's needed now.
No. Coviu sits beside your practice management system. It reads the appointments, sends what needs sending, and writes the answers back into the patient record. The record stays where it is.
No. Telehealth is a setting on an appointment type, not a requirement. Leave it off and the workflow runs exactly the same without it. Turn it on and the same patient link carries a button to join the consult, which runs on Coviu.
Most practices are running their first workflow within days of sending us their forms. We start from the appointment types you already use and build your first workflows with you, so the only decision you need to make is which one to begin with.
Coviu is ISO 27001 certified. Patient form responses, appointment details, and practice information are stored in Australia and handled in line with the Australian Privacy Principles. We do not sell it, share it for advertising, or use it to train artificial intelligence models. For more detail, see how Coviu handles your data.
Gentu, MediRecords, Halaxy, Nookal and Cliniko are supported today, with completed answers written back into the patient record. How much writes back varies a little by system, and we’ll show you exactly what yours does. We’re adding more systems based on what practices in the program are running, so tell us yours when you sign up.
How a workflow is set up
This is the real screen. Have a click around, nothing here is saved.
Workflows
Let the paperwork chase itself
Early access is now open. It starts with a demo, and we build your first workflows with you.