Saving 15+ Hours per Week with Automation
CoreFlex
Industry: Health & Wellness (Physical Therapy)
The Problem
CoreFlex PT was a small clinic serving both athletes and post-op patients in a suburban area. The owner was wearing every hat — therapist, receptionist, marketer, and admin.
Their weekly schedule was jammed, not with patients, but with manual work:
Inputting new patient intake form responses manually into a spreadsheet
Sending reminder emails by hand
Managing referrals in their inbox
Sending post-session exercises individually
Copy/pasting insurance billing data into templates
By their own estimate: 15–20 hours per week were going to “non-billable” tasks.
Our Approach
We audited CoreFlex’s tools, systems, and bottlenecks. The business didn’t need more staff — it needed smarter systems.
We found:
Their forms were on Google Forms
Data lived in Google Sheets
Emails were all Gmail-based
Nothing talked to each other
They weren’t using any paid CRM or booking software (by choice — budget-sensitive)
We made it clear: you don’t need expensive platforms — you need lean automation.
The Solution
We built a fully integrated backend using Zapier, Google Workspace, and free tools — no recurring software subscriptions.
1. Patient Intake Automation
Connected Google Form → Google Sheets → Slack + Email
Auto-created a timestamped patient row and sent a formatted summary email to the clinic
Triggered a follow-up email with directions, intake instructions, and a calendar link
2. Session Reminders + Follow-Up
Built a Zap to pull appointment data from the Sheet, send:
Text reminders via Twilio (free tier)
Personalized email reminders via Gmail
After the session, a second Zap sent follow-up exercises based on the type of session, pulling from a Google Drive folder of pre-written protocols
3. Referral Management
Created a Zap that auto-tagged incoming referral emails
Added referrer contact info to a lead sheet
Sent automated “thank you” notes and quarterly progress updates
4. Insurance & Billing
Used GPT in Google Sheets to generate formatted summaries from raw SOAP note data
Auto-filled a billing PDF template and filed it into a Drive folder per patient
Triggered a notification when it was time to submit
Presenting the Opportunity
We showed the founder a side-by-side:
BeforeAfter18 hours of admin/week< 3 hours of admin/week$0 revenue from referrals in Q1$3,500 in tracked referrals in Q270% no-show rate for evals92% show-up rate with reminder system
The pitch wasn’t “AI and Zapier are cool.” The pitch was: You’ll get your time and sanity back.
Implementation
We executed over 3 weeks with live working sessions:
No tech jargon — we walked through Zapier logic together so they understood it
Shared a single control spreadsheet with clean status dashboards
Templated everything so they could duplicate workflows as they grew
At no point did they need to pay for a tool they didn’t already use.
The Result
Saved 15+ hours per week of admin tasks
Increased revenue by $5K/month simply by recapturing lost time + referrals
No-show rate dropped by 22%
Clinic now runs off a simple Zapier dashboard — zero outside software needed
Why It Worked
We built with the client, not just for them
We used free tools they already had — no new costs, no learning curve
We made Zapier do the work of 2 part-time hires