Help Centre
How to use AspireOS
Everything you need to run your practice on AspireOS — from your first sign-up to going live. Search, skim, or read it end to end.
Getting started
Set your practice up once, then everything flows from there.
How do I create my practice?
Go to Sign up, enter your name, practice name and email, agree to the terms, and you become the owner of a brand-new, empty practice. The first account you create is the admin.
How do I set up my practice details?
After signing up you're taken to a short setup wizard — practice name, contacts, hours, service areas and your team. You can change all of it later under Settings.
How do I add my team?
Settings → People & access, or the People page. Invite each person with their email and role (owner, admin, senior or practitioner). They get a temporary password to sign in and change.
Can I try it with example data first?
Yes — your new practice starts on a 16-day free trial, with no card needed, and the setup wizard can load sample patients, appointments and invoices into it so you can explore every feature. Reset it in Settings before you enter real data.
Calendar & bookings
Run the day, book visits and let patients book themselves.
How do I book an appointment?
Open the Calendar and click a slot, or use the New appointment button. Pick the patient, practitioner, time and type. Every change is recorded.
Can patients book online?
They can request a booking — share your booking request page (/book) on your website, ads and socials. Patients ask for a call back rather than choosing a time slot, and each request lands on your Waitlist so your team books the right practitioner.
Can visits show in our own calendars?
Not yet — Google Calendar sync is built and waiting on Google's approval, and Microsoft Outlook is coming soon. Both will appear under Settings → Integrations & data.
How do telehealth visits work?
Connect your practice's own video service — Zoom, Microsoft Teams, Daily, Whereby or WeChat — in Settings → Integrations & data. A telehealth booking then carries your video link, which you can send to the patient, and the patient joins from a private link.
Patients & records
Every patient's record, funding and history in one place.
How do I add a patient?
Patients → Add patient. Capture their details, funding type (Private, private health insurance, NDIS, Medicare, DVA, WorkCover, TAC, Support at Home), practitioner and any alerts.
Where do I see a patient's full history?
Open the patient to see linked appointments, notes, invoices, contacts and funding — with EPC/Medicare session tracking that warns you before the limit runs out.
How is patient data kept private?
Each practice's data is fully isolated, encrypted, and hosted in Australia. Only your team — with the right role — can see it. See our Security page.
Clinical notes
Fast, defensible documentation with a version trail.
How do I write a note?
From the appointment, or the Progress Notes tab on the patient's file, pick a template (e.g. SOAP), fill it in, and complete it. Notes are non-deletable — edits append a new version, so the trail is always intact.
Can AspireAi help draft notes?
Yes — ask AspireAi to draft a SOAP note from your shorthand. It produces a suggestion you review and edit before saving. You stay in control.
Invoicing, payments & claims
Auto-price from your fee schedule, get paid, and claim.
How are invoices created?
Completing an appointment auto-drafts an invoice priced from your fee schedule for that patient's funding type. You can also create a manual invoice for ad-hoc charges, bulk-generate invoices across a date range — either one per visit or one per patient — or batch several of one patient's visits onto a single invoice.
How do patients pay?
Send a secure pay link — once you connect your own Stripe account (Settings → Integrations & data), patients pay by card, Apple Pay or Google Pay. Invoices also show your bank and PayID details, and you can record EFTPOS and manual payments, or upload a remittance or bank screenshot and match the payments to their invoices.
How do I download a branded invoice?
Expand any invoice and click PDF to open a branded, downloadable tax invoice.
What about Medicare / health-fund claiming?
AspireOS tracks claims end to end. Online Medicare claiming through Tyro Health is built and awaiting Tyro's approval; online DVA claiming and HICAPS health-fund claiming are coming soon. Until then, DVA claims are lodged with DVA outside AspireOS.
Does it work with Xero?
Yes — connect Xero in Settings → Integrations & data and your invoices go across to it, with payments brought back. QuickBooks Online is coming soon.
Exercise videos & the patient portal
The Exercise Library is an add-on module: an owner turns it on in System › Modules. Here is how it works.
How do I build an exercise library?
Exercise Library → Add video. Paste a YouTube, Vimeo or Loom link (or a direct video file), give it a title and category, and preview it.
How do I assign exercises to a patient?
On any video, click Assign, pick the patient, and set the sets, reps and notes. It appears in that patient's portal instantly.
What does the patient see?
Patients open their private portal link (/my) to see upcoming visits, their account, and a Your exercises section with each video embedded to watch, plus your sets/reps/notes.
Waitlist & coverage
Never lose a lead; match the right practitioner to the right suburb.
How does the waitlist work?
New enquiries land on the Waitlist. Drag cards between statuses (Board view), log contact attempts, and see which leads are going stale so they don't fall through.
How does suburb matching work?
Each practitioner lists the suburbs they service. A new patient's suburb is matched to a practitioner already covering it — less drive time, more continuity — with broader regions derived automatically for reporting.
Team, HR & compliance
Keep the practice safe, compliant and well-run.
How do I track credentials and compliance?
People → Compliance shows a credentials matrix — who's compliant and who needs chasing before anything expires. Incident Reports logs and tracks safety events and complaints to close.
Is there a knowledge base for procedures?
Yes — the Knowledge Hub holds your plain-English operations manual (emergencies, billing, privacy, WHS) so the answer is 30 seconds away, on the road or in the home.
Can I manage HR and leave?
People covers the team directory and employee records, leave requests and approvals, rostering, timesheets and payroll prep.
Dashboard, Finances & reports
One home for every number: the Dashboard sums it up, Finances holds the money, Practice Insights the detail.
What's on the Dashboard?
The whole practice on one page — profit, money in and out, KPIs, clinical quality, the diary, growth and the team — with AspireAi's written read of how the business is going and where to put your attention. It is the owner's page.
Where do I see profit, what's owed and our costs?
Finances. Its tabs are Profit, Revenue, To invoice, Payments in, Money owed, NDIS upload, Expenses and To approve; Expenses has a Summary, a Breakdown and Other, where equipment purchases and any other expense go in categories you choose. Upload statements, screenshots and bills on Expenses and AspireOS sorts them, remembering each payee for next time.
Where are the detailed reports?
Practice Insights, in four tabs: Calendar (appointments and support activities), Patients (cases, the waitlist and retention), Compliance (progress notes and form submissions) and Team (workload, utilisation and performance).
What does Marketing show?
Where your new patients come from — new patients, cost per new patient, referrals and your top referrers. Google Ads, Google Analytics and Meta figures are coming soon, awaiting Google's and Meta's approval.
AspireAi — the AI assistant
Ask instead of navigating. AspireAi runs the busywork on your say-so.
What can AspireAi do?
Ask AspireAi to book a visit, draft an invoice, summarise a patient, write a referral letter or SOAP note, or surface what needs attention today. It answers with cards you can act on right in the chat, and it always confirms before acting.
Does AspireAi need any setup?
No — AspireAi is built into AspireOS and grounded in your practice data, so there is nothing to configure. Tell it how your practice works in the AspireAi playbook (Settings → Integrations & data) if you'd like it to follow your own way of doing things.
Something isn't working — who do I tell?
Tell AspireAi in the chat. It confirms, then sends your report — who you are, where you were in the app and what happened — straight to the OptiTide team's support queue, and you can watch it move to resolved.
Going live & the app on your phone
Move from sample data to your real, persistent practice.
How do I go live with a real database?
Your practice runs on our hosted Postgres database in Sydney — there is nothing for you to connect. Signing up creates your real, persistent owner account and everything saves to it from that moment.
Can I install AspireOS on my phone?
Yes — open the site on your phone and choose Install (Android/desktop) or Share → Add to Home Screen (iPhone). AspireOS opens full-screen like a native app.
Ready to try it?
Set up your own practice in a couple of minutes — it starts on a 16-day free trial, no card needed, and you can load sample data to explore.