What notes do I need to do?How is the clinic performing?Start notes Recording…Lower back pain three out of ten, was fivelast week. Walking twenty minutes a day.Did bridges three by ten and bird dogthree by eight. Plan: single-leg bridges,review next week.
9:41
2
Automated waitlist
Enquiries that sort themselves.
The intake fills the file and links the support coordinator, the service agreement goes out to sign, the checks tick and it moves to Ready to schedule. No admin needed.
Invoice INV-0007 createdJane Doe · $140.00 · drafted from the visit
9:41
What notes do I need to do?How is the clinic performing?Start notes Recording…Lower back pain three out of ten, was fivelast week. Walking twenty minutes a day.Did bridges three by ten and bird dogthree by eight. Plan: single-leg bridges,review next week.
4 High Street, Preston VIC 3072Bright Path Supports
New enquiry Priya Sharma · NDIS, from the intake form
Funding checkedNDIS · plan managed · plan manager email valid
NDIS plan saved to Filesndis-plan.pdf · on Priya’s file
Support coordinator addedSam Lee, Bright Path Supports · contact created and linked
Ready to scheduleChecks passed · moved by AspireOS, no one touched it
Service agreement sentNDIS · to Sam Lee (support coordinator), to sign online
Priya SharmaNewReady to schedule
Checking the enquiry…
NDIS, plan managed
Plan manager email is valid
Done by the intake automation, with no one on the team touching it.
Service agreement sentNDIS · to Sam Lee (support coordinator), to sign online
See every module — 35 of them, exactly as the sidebar lists them
This is the actual navigation your team gets — not a roadmap. 35 modules, 5 sections, one login. Some are on the Full plan, at the same price — the feature list shows which.
AspireAi
AspireAiStop navigating, start asking — answers arrive as cards you act on, confirm-before-act.
AspireAi playbookWhat AspireAi knows about how your practice works — in Settings.
AI ActivityEvery action Aspire has taken, reviewable — in Settings.
Operations
CalendarWeek grid by practitioner, busy time, support activities, travel worked out.
PatientsFull records — funding, alerts, tags, EPC tracking.
MessagesTwo-way SMS included (fair use); every text and email logged.
Integrations & dataXero, Stripe, telehealth, your current practice software and more — each with its live status.
ProductsSell consumables and equipment alongside services, priced in Settings.
Open APIScoped keys, REST v1, outbound webhooks.
The AI, honestly
Copilot, not autopilot.
AspireAi drafts, books and bills — but never acts on its own.
Askin plain English, anywhere
Proposea card shows exactly what
Confirmnothing runs until you press
Auditedevery action, logged
Built into AspireOS, grounded in your practice data, and built and supported by OptiTide.
Draft a referral update for Aisha R. to her GP.
AspireAiHere’s a draft from Aisha’s last three notes.Progress update: Aisha R.Dear Dr Patel, Aisha has had three visits since your referral. Her shoulder is moving more freely and she is keeping up her home program… Send letter to Dr PatelSaveSend
Letter drafted from Aisha’s last three notes
Sent to Dr Patel, after you pressed Send
A copy saved to Aisha’s file
Know how the practice is going
One home for every number.
Live from your real bookings, invoices and costs.
Dashboardthe practice on one page
Financesevery dollar in and out
Marketingwhere patients come from
Practice Insightsevery report, live
Learn more
Dashboard — The whole practice on one page — profit, money in and out, KPIs, the diary and the team — with AspireAi's written read of how it's going.
Finances — All money in and out: profit, revenue, to invoice, payments in, money owed, the NDIS bulk upload and your costs.
Marketing — New patients, cost per new patient, referrals and your top referrers — and where your new patients really come from.
Practice Insights — The detailed reports: calendar, patients, compliance and each practitioner's workload.
Profit ▲ 23.8% marginlast week · sample practice
Money, handled properly
Upload the remittance. Every payment matched.
Drop in a bank statement or a claims report and each payment is matched to its invoice. One press on Mark paid and it’s recorded.
PrivatePrivate health insuranceNDISMedicare (EPC)DVAWorkCoverTACSupport at Home
Auto-drafted invoices
Statements matched to invoices
Pay links via Stripe
Your Xero, in sync
Learn more
A funding section per service — description, price, item code and cancellation code, and the funders that don’t fund it simply left out.
Auto-drafted invoices when an appointment completes.
EPC/Medicare session tracking that warns before the limit.
Batch invoicing, manual invoices, branded PDF invoices.
Card payments by pay link through your own Stripe; bank transfer, PayID, EFTPOS & manual recording.
Your own Xero connected: invoices go across, payments come back.
Claims tracked end to end; online Medicare, DVA and HICAPS claiming coming soon.
Invoice INV-1042Auto-priced
Initial assessment (NDIS)$193.99
Travel — 18 km @ $1.00/km$18.00
Travel time — 25 min$25.00
Total (GST where applicable)$236.99
Send pay link PDF
Paid ✓
The patient's front door
Book, pay, exercise, join the call.
Secure links. No passwords, no app store.
Online booking requests
Patients ask for a call back; your team books the right practitioner.
Patient portal
Visits and invoices, and soon Your exercises — with your sets and reps.
Pay by link
Card through your own Stripe, or bank transfer and PayID.
Telehealth
One private link, through your own Zoom, Teams, Daily, Whereby or WeChat.
How it works
Up and running today — not after a three-month rollout.
01
Start empty, or bring your data
From your current system, a spreadsheet, or a clean slate.
02
Run the day from one place
One record. No double entry.
03
Let AspireAi handle the busywork
You confirm, it's done — and audited.
Clinic and home-visit ready Practice-scoped AI as a copilot
Trust, in writing
Australian data, Australian rules.
Australian data residency
Tenant isolation
Role-based access
Non-deletable notes
Audit logging
Two-factor auth
Privacy Act aligned
Documented security
How we protect it
Australian data residency — Your practice database lives in an Australian region.
Tenant isolation — Every query is practice-scoped. No cross-practice access.
Role-based access — Owner, admin, senior and practitioner see what they should.
Non-deletable notes — Edits append a version — the clinical trail stays intact.
Audit logging — Every change recorded — including everything AspireAi does.
Two-factor auth — TOTP 2FA and secure self-service password reset.
Privacy Act aligned — Designed around the APPs and the Notifiable Data Breaches scheme.
Documented security — Backups, breach response and disclosure — published, not 'contact sales'.
The full detail is published on our Security and Privacy pages.
Coming from other practice software? Paste an API key from your current system and AspireOS pulls your patients, staff, contacts, visit history, invoices, funding episodes, price list and waitlist in one go. From any spreadsheet, the guided import (Settings → Import) maps the columns for you.
And data flows out, too: every register as CSV or the whole practice as one JSON file, print or save-as-PDF reports, branded PDF invoices and the open API. Your data is never trapped.
For your stack
An open API, not a walled garden.
Scoped keys, a REST v1 and webhooks — and your website form can feed the Waitlist.
Not a checkbox race — a different shape of product.
What
AspireOS
Legacy PMS
AI
Built in, confirm-before-act, audited
None, or a bolt-on chatbot
Scope
Clinical, ops, money, HR, risk and goals
PMS + spreadsheets + group chat
Clinic + home visits
One calendar, suburb routing, travel-aware pricing
Clinic-room calendars
Reporting
Live from the record
Month-end by hand
Integrations
Your Xero, Stripe and video, plus an open API
Closed, or a paid add-on
Ergonomics
⌘K, AspireAi everywhere, a phone app
Desktop-era UI
AU funding
8 funding types priced per service
Generic invoicing
Security docs
Published, in full
“Contact sales”
Better days. Better outcomes.
More time for care. Less time on admin.
Hours back every week
Get paid faster
Notes that hold up
Room to grow
“
It's unbelievable how much time the automations are saving me, and how much more structure my company has with everything in one place.
— Khy Physio
Questions, answered
Frequently asked questions.
Short answers here. The full manual lives in the Help Centre.
Can I try AspireOS before I pay for it?
Yes, two ways. Open the live demo: a sample practice of your own to click through, no sign-up, and nothing you send ever leaves it. Or sign up and your practice starts on a free trial, and nothing is charged until you set up a direct debit in Settings. The setup wizard can load sample data so you can click through everything, and you reset it before entering your own. Creating your practice takes a couple of minutes, and you can bring your data across from your current practice software or a spreadsheet. Prefer a walkthrough? Book a demo and we'll show you around.
Which funding types does AspireOS handle?
Private, Private health insurance, NDIS, Medicare (EPC), DVA, WorkCover, TAC and Support at Home. Each service carries its own section per funder — that funder's price, the wording that goes on its invoice line, its item code and its cancellation code — so one service covers every stream that pays for it, and a stream that does not fund that service is simply left out. Travel rules for mobile visits are per funder too, and EPC/Medicare session tracking warns you before a plan's limit runs out.
Does the AI ever act without me?
No. AspireAi proposes the action — a drafted SOAP note, a referral letter, a priced invoice, a booking — as a card in the chat, and waits for your confirmation before anything runs. Every action lands in the audit trail. AspireAi is built into AspireOS and grounded in your practice data, so there is nothing to set up, and it is built and supported by OptiTide.
Where is my data stored, and is it compliant?
Your practice database is hosted in Australia, encrypted, and fully isolated from every other practice, with role-based access for your team. AspireOS is designed around the Privacy Act 1988 and the Australian Privacy Principles, including the Notifiable Data Breaches scheme — the details are published on our Security and Privacy pages.
Can I migrate from my current practice software?
Yes. Bring your data across from your current practice software or a spreadsheet. A guided import takes an API key from your current system and pulls your patients, staff, contacts, visit history, invoices, funding episodes, price list and waitlist in one go (your progress notes come across from its own export), and the spreadsheet import maps the columns for you. And your data is never trapped: your registers export as CSV or one JSON file, invoices download as branded PDFs, and the open API covers the rest.
How do patients pay, and what about claiming?
Every invoice carries a secure pay link: connect your own Stripe account and patients pay by card, Apple Pay or Google Pay. You can also record bank transfers, PayID, EFTPOS and manual payments, or drop in a remittance and let AspireAi match it. Every invoice has a branded, downloadable PDF, and with your Xero connected the invoices go across and the payments come back. Claims are tracked in AspireOS end to end; online Medicare claiming through Tyro Health is awaiting Tyro's approval, and DVA and HICAPS health-fund claiming are coming soon.
What does AspireOS connect to?
Today: your own Xero for accounting, your own Stripe for card payments, your own Zoom, Microsoft Teams, Daily, Whereby or WeChat for telehealth, and a guided import from your current practice software, pulled across in one go or run side by side while you move. Coming soon: Google Calendar and Google Ads, Google Analytics and Meta (each awaiting Google's or Meta's approval), Tyro Health (awaiting Tyro's), Microsoft Outlook, QuickBooks Online and HICAPS. Settings → Integrations & data shows every connection with its live status, and the full list is on our features page.
What can patients do for themselves?
Book through your hosted booking link (enquiries land on your Waitlist so the team confirms the right practitioner and time), then use their private portal to see upcoming visits, manage their account and pay. Exercise videos with your sets, reps and notes come with the Exercise Library, which is coming soon.
Does AspireOS work on a phone?
Yes — it's built for it. Install AspireOS like a native app (Add to Home Screen), and your team gets a practitioner-first view of the day, the visits in order with directions, a bottom tab bar for the most-used pages, patient search from the command palette, and 60-second incident reporting from the road.
Is there an API?
Yes. A REST v1 API covers patients, appointments, invoices and intake, authenticated with scoped API keys you create in Settings, plus outbound webhooks. The intake endpoint means your existing website's contact form can feed enquiries straight onto your Waitlist.
What happens when something doesn't work?
Tell AspireAi, right in the chat — "the calendar is broken" is enough. It confirms before sending, then your report (who, where in the app, and what happened) lands directly in the OptiTide team's support queue, and you can watch it move from new to resolved. Clinical and safety matters have their own incident register with a documented close-out.
How is my account secured?
Role-based access (owner, admin, senior, practitioner), optional two-factor authentication (TOTP), secure self-service password reset, and audit logging across the app. Clinical notes are non-deletable — edits append a new version, so the record is always defensible.
Try the whole thing in the next five minutes.
Open the live demo, or get started on your own practice. See pricing.
