There could be around 1,060 hours and $58,000 a year sitting in My Vitality Physio Pty Ltd's admin.
This business provides physiotherapy, exercise physiology, and remedial massage services, along with various group classes like Pilates and yoga. They cater to clients including those funded by NDIS, Medicare, DVA, and WorkCover.
Potential hours a year
1,060
Potential value a year
$58,000
These are early estimates, not confirmed savings. We'll walk through each project with you on the call and sense check the numbers against how your business actually runs.
Time, money & hours saved through AI and automation
$11,000/yr
Revenue opportunity (est.)
20hrs/wk
Time recovered (est.)
$47,000/yr
Admin cost saved (est.)
$58,500/yr
Combined annual value (est.)
Potential only, not confirmed savings — we sense check every project with you before anything is locked in.
01 — Readiness
The AI Maturity Ladder
Every business climbs the same ladder. Each level compounds on the one below it; the higher you climb, the more value AI returns.
HighBusiness valueLow
01
The Explorer
02
The Practitioner
03
The Integrator
04
The Operator
05
The Builder
06
The Architect
02The Practitioner
AI as a shared workspace. Projects and standards set up, so it stops starting from scratch.
Next: move both directors and the management team onto one organisational workspace with shared projects and files.
What we heard
Work stops without the ownerSame information typed twiceSocial accounts behind where they want themShift notes written lateRoster built by hand each week
The projects
SOPs, policies and work instructions
Policy and procedure documents get a proper first draft instead of waiting on the one person who can write
Estimated value
$2,000/yr
Time recovered
35hrs/yr
Automation
70%
You describe the process or point to what already exists
The system drafts the SOP or policy in your house style
The reviewer edits and publishes it to the team
+ Policy library stops being years out of date
+ New procedures roll out in days, not months
A senior staff member approves every policy before it's published
Social content produced from your own work
Posts get drafted from the jobs, wins and photos you already have, so the accounts look like the business really does
Estimated value
$4,500/yr
Time recovered
85hrs/yr
Automation
65%
Your existing work, photos and notes are used as the raw material
Posts are drafted in your brand voice and queued for the week
You approve or edit before anything publishes
+ Accounts stay active without a weekly scramble
+ Posts reflect real work, not stock filler
+ A consistent look and voice
You approve every post before it publishes
Inbound enquiry to quote or response
A new enquiry gets a fast, relevant first reply instead of waiting for someone to be free
Estimated value
$6,500/yr
Time recovered
120hrs/yr
Automation
70%
The enquiry is read and matched against your pricing or service information
A draft quote or response is prepared straight away
Your team reviews and sends it
+ You respond before the competition does
+ Fewer enquiries go cold waiting for a reply
A team member reviews and sends every quote or response
Quotes drafted for you
Every quote starts from a blank page
Estimated value
$11,500/yr
Time recovered
210hrs/yr
Automation
70%
The details captured on the call flow straight into a draft
Pricing and standard inclusions are pulled from your own rate card
You review, adjust and send
+ Quotes out the same day, not the same week
+ Consistent pricing and inclusions
+ Less rework when scope changes
Nothing is sent to a customer until you have read and approved it
Unfilled shift escalation
An unfilled shift starts working the phone list itself instead of waiting for a coordinator to notice
Estimated value
$3,500/yr
Time recovered
65hrs/yr
Automation
55%
Unfilled shifts are matched against available, qualified workers
Offer messages go out in priority order automatically
Accepted shifts flow into the roster and the participant is told
+ Fewer shifts left uncovered
+ Less time spent working the phone list
The coordinator confirms every placement before it's locked in
Claim prep across plan managers
Claims get assembled and checked against the price guide across self-managed and plan-managed participants alike
Estimated value
$4,000/yr
Time recovered
75hrs/yr
Automation
65%
Delivered supports are matched to each participant's plan and line items
The claim file is built and checked against the price guide
Rejections come back with the likely reason and a suggested fix
+ Faster payment cycles
+ Fewer claims quietly written off
A person reviews and lodges every claim
Re-keying data between two systems
Information entered once in one system shows up correctly in the other, without a manual re-entry step
Estimated value
$6,500/yr
Time recovered
125hrs/yr
Automation
65%
Data is read from the first system in the format it already exists in
It's matched and entered into the second system
Someone spot-checks a sample before it's relied on
+ Fewer transcription errors
+ Hours of duplicate entry removed each week
A team member spot-checks the transferred data before it's treated as final
Systems that talk to each other
If it is typed twice, it is wrong somewhere
Estimated value
$4,500/yr
Time recovered
90hrs/yr
Automation
85%
Your core systems are connected
Records update in both directions
Conflicts are flagged rather than guessed
+ No more double entry
+ One version of the truth
+ Less time spent reconciling
Conflicting records are resolved by a person, never overwritten silently
Shift and progress notes from a voice summary
Support workers speak a quick summary and the shift note writes itself in the required format
Estimated value
$3,000/yr
Time recovered
55hrs/yr
Automation
55%
The worker records a short voice note at the end of the shift
The system drafts the progress note against your template
The note is filed against the participant record for sign-off
+ Notes get done the same day instead of piling up
+ Consistent language and detail across the whole team
The support worker or team leader reads and signs every note before it's filed
Service agreements and support schedules
The same agreement gets re-personalised for each participant in minutes instead of from scratch
Estimated value
$4,500/yr
Time recovered
85hrs/yr
Automation
60%
Participant details and agreed supports are pulled from intake
The system drafts the agreement and schedule of supports
The coordinator checks it and sends it for signature
+ Agreements go out faster after intake
+ Fewer copy-paste errors from the last participant's document
A coordinator reviews every agreement before it's sent
Roster drafts against award rules
Draft rosters get built against SCHADS rules before a coordinator spends an evening on them
Estimated value
$6,000/yr
Time recovered
115hrs/yr
Automation
50%
Shift needs, worker availability and award rules are loaded in
The system drafts a roster that flags any overtime or penalty triggers
The coordinator adjusts and publishes it
+ Fewer costly award misreads
+ Rosters take an hour instead of an evening
A coordinator checks and approves every roster before it's published
02 — AI automation scores
How automated each area is today
These scores are out of 5 for how much of the work in each area is already automated or AI-assisted. They are not a rating of the business itself or how well it performs. Anything we did not get to is marked as a starting estimate and worth confirming. Hover an area to see what's working.
1 = not started · 5 = running well
Finance · What's working
Some of this already runs well without AI. Nothing raised a flag around staff spend time chasing others, so that part is holding up. The numbers are accurate and invoicing goes out. Nothing is being missed — it just takes real hours each month to pull together.
Value & sequence
Solution
Time
Cost saved / yr
Revenue / yr
P1. SOPs, policies and work instructions
1 hr/wk
$2,000/yr
—
P2. Social content produced from your own work
2 hrs/wk
—
$4,500/yr
P3. Inbound enquiry to quote or response
2 hrs/wk
—
$6,500/yr
P4. Quotes drafted for you
4 hrs/wk
$11,500/yr
—
P5. Unfilled shift escalation
1 hr/wk
$3,500/yr
—
P6. Claim prep across plan managers
1 hr/wk
$4,000/yr
—
P7. Re-keying data between two systems
2 hrs/wk
$6,500/yr
—
P8. Systems that talk to each other
2 hrs/wk
$4,500/yr
—
P9. Shift and progress notes from a voice summary
1 hr/wk
$3,000/yr
—
P10. Service agreements and support schedules
2 hrs/wk
$4,500/yr
—
P11. Roster drafts against award rules
2 hrs/wk
$6,000/yr
—
Total (est.)
20 hrs/wk
$47,000/yr
$11,000/yr
Time saved on each project is estimated from how the work was described during the audit, banded light, moderate or heavy, and weighted to the people actually doing the back office work rather than the whole team. Cost saved applies a blended rate of $55/hour across 52 working weeks a year; that's a general benchmark for administrative and coordination work, not this business's own cost base, and should be replaced once the real figure is known. Revenue lines are deliberately conservative assumed weekly amounts rather than client numbers, since no average revenue per customer, turnover figure or wage bill was supplied. Totals reconcile exactly to the rows above. A handful of real numbers would replace almost all of this: average annual revenue per customer, the combined cost of the back office team, current turnover, and hours actually spent on the tasks listed here.
Your next step
Book your free strategy call
In 45 minutes we map these 11 projects into a build order, put real numbers against each one, and show you the further opportunities we spotted in My Vitality Physio Pty Ltd that are not on this page yet.
