“Automations are definitely what stands Xestro out in the crowd.”

That comment from one attendee perfectly captured the purpose of Xestro’s inaugural onsite practice management training day: a hands-on session focused on building smarter, more automated workflows through Xestro’s cloud-based medical practice management software, particularly its document template and digital form features designed for Australian medical specialists.

Specialist medical clinics from across Australia joined the practice management training session to explore how document customisation and automation can simplify everyday processes and save hours each week. The atmosphere was collaborative and energised, with participants eager to transform familiar features into fully connected, time-saving systems.

Held in small groups, the session offered personalised guidance and steady pacing. Participants described it as “easy to follow” and “well-paced,” with trainers who adapted to each group’s progress. By day’s end, every clinic left with practical outcomes: automated templates, digital forms, and streamlined workflows ready to use immediately.

Practice Management Training: Hands-On Wins…

These sessions demonstrated how Xestro’s cloud-based practice management software helps clinics turn everyday administrative tasks into automated, time-saving workflows.

Faster letter workflows
Many participants discovered how much time could be saved by using the Quick Letter more effectively.

“The most valuable thing for me was learning how to use Quick Letter more proficiently,” said Mariel Morales, Practice Manager for Dr Nim Cabraal and Dr Nisha Jagasia at GYON. “I’d been relying solely on document letters to edit and send correspondence, now I know Quick Letter is just as user-friendly.”

Ready-to-go digital intake
For Olivia from Gold Coast Dermatology Clinic, the real benefit was building something tangible during the session.

“Doing all the template creations step-by-step in real time was so valuable. I feel a lot more confident creating templates and forms in Xestro. The highlight for me was building the patient registration form that can be scanned as a QR code and filled out on an iPad.”

Automation that saves hours
Several teams uncovered new ways to streamline their pre-appointment and follow-up workflows using automation. Clinics configured document templates to automatically attach to outbound messages—reducing manual handling and improving communication accuracy.

“It was great to see how automation can simplify the small, everyday steps,” said one participant. “Instead of manually sending documents or reminders, Xestro can handle it instantly. That’s time we get back every day.”

Case Study 1: Automating New Patient Registration

A large dermatology clinic, Queensland Specialist Dermatology, already familiar with Xestro’s medical practice management software and document features, used the training day to refine its existing patient onboarding workflow.

The activity: Building pre-registration and new patient forms that could be digitised, completed on an iPad, or accessed via a QR code.

The automation learning: Participants discovered that these forms could be linked directly to Xestro’s automated message system. This meant new patients could automatically receive and submit their registration documents before their appointment, reducing manual follow-up and creating a seamless onboarding experience.

“We discovered new things in areas we thought we were doing well, we were actually underutilising,” said one clinic coordinator. “Seeing how automation connects different parts of Xestro helped us understand the program more deeply.”

Even for established clinics, the session proved there’s always more to learn and more efficiency to gain through practical, guided exploration of Xestro’s automation tools.

Case Study 2: Customising and Automating Investigation Requests

Another highlight of the day focused on investigation request forms, where clinics worked through the process of configuring and customising pathology and radiology templates.

The activity: Designing and personalising investigation request forms to match each clinic’s needs and preferences, including digital signatures and doctor details.

The automation learning: Participants learned that these forms don’t need to be printed if properly configured. With automation, they can be signed digitally and sent directly to patients or providers, streamlining the process and ensuring accuracy.

As one participant reflected, “Having the pathology and radiology forms automatically enabled and sent straight where they need to be, that’s automation at its best.”

This exercise demonstrated how thoughtful automation not only saves time but also enhances communication between clinic staff, patients, and referrers.

Building Capability, Confidence, and Connection

Xestro’s onsite practice management training days are designed to build practical capability and confidence in a collaborative setting. The small-group format, steady pacing, and hands-on activities help participants learn effectively, stay engaged, and walk away with real improvements they can apply immediately.

Through these sessions, specialist clinics are not only enhancing productivity, they’re discovering new ways to deliver connected, patient-focused care. Clinics wanting to continue developing their team’s skills can explore more Xestro training options.

We look forward to hosting future onsite sessions and continuing to help Australian medical specialists unlock the full potential of Xestro.

Ready to see how Xestro can streamline your clinic’s workflows?
Book a demo to explore how our practice management software can help your team save time and enhance patient care.