Health, Aged Care & NDIS – better care, fewer barriers

Hospitals, primary health services, aged care and NDIS providers all share the same reality: high demand, tight funding and heavy regulation, wrapped around processes that are still largely manual. Bookings, pre-admission, documentation, coding, billing, collections, rostering and accounts payable often rely on paper, spreadsheets and staff doing repetitive tasks.

Ilaria helps providers modernise the entire healthcare value chain with automation, AI, RPA, data and modern CRM platforms (like HubSpot). The result is simple: more time for care, better cashflow, stronger compliance and a clearer view of every patient or client.

The healthcare value chain is full of opportunity

Across hospitals, community health, aged care and NDIS, we see common pressure points:

• Manual-intensive processes across bookings, pre-admission checks, clinical document review, coding, billing and collections
  
  
• Fragmented systems for patient administration, funding, CRM, rostering and finance
  
  
• Limited visibility of patient and client journeys due to data sitting in multiple, unconnected systems
  
  
• Heavy compliance and reporting requirements, with risk of revenue leakage and audit issues
  
  
• Workforce constraints, with staff time eaten by admin instead of patients and clients
  
  

Automation and AI, applied well, consistently deliver:
higher revenue, lower cost, better cashflow, improved compliance and better patient satisfaction.

Where Ilaria helps

We focus on practical, high-impact opportunities along the value chain – not theoretical digital strategy.

1. Front-door optimisation: bookings & onboarding

• Hospitals: automate patient bookings and pre-admission checks using APIs, bots and AI to validate eligibility, health fund details and documentation.
  
  
• Aged Care & NDIS: streamline client onboarding with digital forms, guided journeys for families, and automated checks so people can access care faster.
  
  

HubSpot often sits at the front door as the engagement layer – capturing enquiries, tracking referrals, managing communication and feeding clean data into clinical and funding systems.

2. Service design, recommendations & CRM

• Build tools that help service coordinators record needs, goals and preferences, then recommend services and packages aligned to funding rules.
  
  
• Use data models and AI to highlight under-utilised funding and at-risk clients.
  
  
• Configure HubSpot as a lightweight CRM for client, carer and family communication – a single place to track interactions, alerts and follow-ups.
  
  

3. Clinical documentation, coding & compliance

• Use AI and LLMs to support clinical document review and computer-assisted coding surfacing high-value records to review, standardising documentation and reducing error rates.
  
  
• Automate quality checks so coders and billers can focus on exceptions rather than rework.
  
  
• Improve audit trails and regulatory reporting with cleaner, structured data.
  
  

4. Workforce, rostering & service planning

• Apply automation and optimisation logic to rostering and service planning, matching carers and clinicians to patients based on skills, availability, location and continuity of care.
  
  
• Reduce manual scheduling effort and improve utilisation across sites and territories.
  
  
• Use dashboards to show capacity, gaps and overtime in real time.
  
  

5. Billing, collections & accounts payable

• Automate health fund billing, invoice validation and reconciliation against PAS and funding systems.
  
  
• Streamline collections with bots that generate reminders, reconcile payments and flag exceptions.
  
  
• Modernise accounts payable with automated supplier processing and approvals.
  
  

These initiatives consistently reduce processing time and FTE effort while tightening revenue capture and cashflow.

Typical outcomes

• Thousands of hours returned to clinical and support teams by automating admin with RPA
  
  
• Faster onboarding and activation of services for patients, residents and NDIS participants
  
  
• Reduced revenue leakage and improved DSO through accurate, automated billing and collections
  
  
• Stronger compliance and audit readiness across documentation, coding and payments
  
  
• More predictable workforce planning and utilisation across multiple sites
  
  
• A connected engagement layer with HubSpot providing a single view of clients, families and referrers
  
  

Building the foundation for the next generation of care

Care will always be human but the systems and processes around it don’t need to be. By combining automation, AI, data and AI first platforms like Hubspot with a deep understanding of the healthcare value chain, Ilaria helps providers move from manual, fragmented operations to a leaner, smarter and more sustainable model of care.

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