Day, week & month views
See the team by day, the week by person, or the month at a glance — with progress, overdue work and focus time surfaced, not hunted for.
For clinic owners, practice managers & front-desk teams
Plan your clinic team’s day — not just their diary.
Groups, tasks and hours shaped to how your practice actually runs. Staff claim work from an open pool, you drag to rebalance, and a built-in AI helps plan the day and shows where the hours went — for admin work, never clinical care.
What a clinic team planner is
A clinic team planner is where a practice plans and tracks the team’s working day — the admin tasks around care, like confirming bookings, recalls, room turnover, follow-ups and billing. MedTechAI shapes the groups and tasks to your type of practice, lets staff claim unassigned work from a shared pool, and shows hours worked against plan. It supports clinic admin only — it does not schedule clinical care, diagnose or give medical advice.
- Day, week and month views of the whole team.
- Add a scheduled, timed task in a few seconds.
- Work matched to who is best at it — never locked.
- Hours worked vs planned, per person and per task.
Administrative planning for clinic staff · no clinical rota, diagnosis or medical advice · UK GDPR-aware.
What's inside
Everything to run the clinic’s working day.
Add a task in seconds
One drawer: pick a task, assign it, set the date, tap a start time and a duration, add notes for whoever picks it up. No form crawl.
Groups & tasks, your way
Rename groups, pick an icon and colour, reorder them, and tag each task to the groups it belongs to. Renaming never breaks your history.
Set up by your practice type
One click seeds the task groups and starter templates that fit a clinic day. Your existing tasks keep their group; your own templates stay untouched.
Skills & preferences
Mark what fits each person; those tasks highlight when you assign to them. Guidance, not a cage — anyone can still be assigned anything.
Open pool
Drop work nobody owns into a shared pool — for a day, this week, or whenever there’s capacity — and let staff claim it into their own list.
Team workload
A column per person. Drag a card to reassign, drop it back to the pool to release. Balancing the day is a physical act, not a spreadsheet.
Workday & hours
Set the working day once — hours per day, days per week — and every chart measures against that target. The basis for a fair payroll conversation.
Deep analytics
Hours per type and per task, planned vs worked, on-time vs late, per person, versus last period — exportable to CSV whenever you need it.
Built-in AI assistant
Ask your planner. It answers.
A quality LLM assistant is wired into the whole workspace — planner, CRM and retention. Ask it about your day, your customers or your business, by text or by voice. It reads your team's own history and workload to help — then hands the decision back to you.
- Analyse the numbers“What did we spend the week on?” — in plain language, over your real data.
- Draft the dayIt proposes a plan from each person’s skills and past work. You approve it.
- Hands-free by voiceStart a voice call and plan out loud while you’re on your feet.
The AI proposes — a human decides, and anyone can still be assigned anything.
Analytics
Know where the hours went.
Worked hours come from completed tasks, totalled against your target — an auditable record of planned and completed work. Break it down by task type, by person and by day, see on-time vs late and how the open pool is ageing, and compare any period against the one before.
Completion rate
96%+2pt
this monthHours worked
312h+40h
vs 320h plannedOn-time
78%+5pt
of scored tasksAvg task length
85m−4m
this monthHours over timePrevThis period· target 8h
MonTueWedThuFriSatSun
Hours by task type312h
Reception
88h
Recalls
66h
Follow-ups
52h
Billing & claims
42h
Room turnover
34h
Admin
30h
On-time vs late78%
On time · 172Late · 48
40 tasks pre-date tracking — counted separately, not scored.
Open poololdest 6d
3waiting to be claimed
1≤1 day
11–3 days
13–7 days
0>7 days
Planned vs workedPlannedWorked
Reception88h
Coordinator83h
Front desk60h
Admin39h
It shows what it can’t score, too: tasks logged before time-tracking are counted separately, so the on-time figure is honest rather than flattering.
Illustrative · export to CSVIs it the right fit?
Where the clinic team planner fits.
Best fit for
Private clinics, dental groups, aesthetics and therapy practices that want to plan and track the team’s admin day — tasks, hours and workload — in one clear, configurable screen.
Not ideal for
Teams needing clinical rota / on-call management, an EHR, or automated assignment of clinical staff to patients — this plans admin work, and a human always approves the plan.
Key modules
Day/week/month viewsfast task drawergroups & tasksopen poolteam workloademployee skillsworkday hoursdeep analytics
Next step
Book a demo, or start with the week view and the open pool and grow into skills and analytics.
Who it's for
Built for how your clinic team really works.
01Private GP & specialist clinics
Plan reception, recalls and admin around the clinic day, and see where the hours actually go.
02Dental groups
Run the working day across one or several practices, with an open pool so nothing falls between sites.
03Aesthetics clinics
Coordinate front-desk, follow-ups and room turnover, with work matched to who does it best.
04Therapy & allied health
Keep admin tasks and reminders organised around sessions, without adding reception overhead.
Compliance: MedTechAI’s team planner is administrative software for clinic staff. It plans and tracks admin work — reception, recalls, follow-ups, room turnover and billing tasks — and does not schedule clinical care, provide diagnosis, triage clinically or give medical advice. Its AI helps plan and review admin work: it proposes, and your team always decides. Staff working-hours data is processed as employment data in line with UK GDPR, with access controls and support for access and deletion requests; patient identifiers should never be entered into task titles.
FAQ
Questions, answered.
What is a clinic team planner?
It is a place to plan and track your clinic team’s working day — the admin tasks around care, such as confirming bookings, recalls, follow-ups, room turnover and billing. MedTechAI shapes the groups and tasks to your practice, lets staff claim unassigned work from a shared pool, and shows hours worked against plan. It supports admin only and does not schedule clinical care or give medical advice.
Does it schedule clinical staff or replace a clinical rota?
No. It plans administrative work and a human always approves the plan. It is not a clinical rota, on-call or EHR system, and it does not assign clinical staff to patients. You keep your clinical systems where they are; this organises the admin day around them.
How does the AI assistant help?
A built-in AI assistant is connected to the workspace. You can ask it about your day, your customers or your business — by text or voice — and it can help draft a plan from each person’s skills and past work, or answer questions like “what’s overdue?”. It proposes; your team decides, and anyone can still be assigned anything.
Can we set it up for our kind of practice quickly?
Yes. One click seeds the task groups and starter templates that fit a clinic day, so you are not modelling your practice in an empty tool. It is non-destructive — your existing tasks keep their group and your own templates stay untouched — so trying a setup is safe.
How are staff working hours and performance data handled?
Worked hours come from completed task durations, totalled against the working day you configure — an auditable record of planned and completed work, not stopwatch surveillance. It is employment data under UK GDPR: staff should be told what is recorded, access is controlled, and access and deletion requests are supported.
Can staff pick their own work?
Yes. Work nobody owns can sit in an open pool — for a day, the week, or whenever there’s capacity — and staff claim it into their own list. Preferences highlight what fits each person, so people gravitate to work they are good at without ever being locked out of anything.
Is there a mobile app?
MedTechAI is part of the HexaTech platform, which has mobile apps. Tell us how your team works on the day when you book a demo and we’ll confirm what the planner covers on mobile for your setup.
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