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 → Team, or the Team 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 — the demo practice is preloaded with sample patients, appointments and invoices so you can explore every feature before entering 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?
Yes — share your hosted booking link (/book). Enquiries land on your Waitlist so your team can confirm the right practitioner and time.
How do telehealth visits work?
Mark an appointment as telehealth and start the visit — the patient joins from a secure link (/visit). Connect a video provider (Daily, Whereby, Microsoft Teams or Zoom) for real calls, or use the built-in room to demo.
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, 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 Notes page or a completed appointment, 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 — patients pay by card. Connect Stripe (add your keys) for real card payments, or use the built-in simulator to demo. You can also record EFTPOS/manual payments.
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 and lodges them through its built-in claiming workflow. Direct electronic lodgement to Medicare and DVA through Tyro Health or HICAPS is on the roadmap and needs a merchant account with them; connecting Tyro today turns on card payments, not claiming.
Exercise videos & the patient portal
Prescribe home-exercise videos patients actually watch.
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?
The Team page shows a credentials matrix — who's compliant and who needs chasing before anything expires. Incidents & Complaints logs and tracks safety events to close.
Is there a knowledge base for procedures?
Yes — the Knowledge Base 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 export.
AspireAi — the AI assistant
Ask instead of navigating. AspireAi runs the busywork on your say-so.
What can AspireAi do?
Ask AspireAi to draft invoices, summarise a patient, write a referral letter or SOAP note, or surface what needs attention today. It always confirms before acting.
Does AspireAi need any setup?
No — AspireAi runs on the AspireOS engine out of the box, grounded in your practice data. There is nothing to configure.
Going live & the app on your phone
Move from demo 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?
Explore the demo, or set up your own practice in a couple of minutes.
Get started free