Clinical X-Rays
Every install
documented.
Numbers only.
We name the manual job, show what it costs, deploy the agent, and measure the result. Cases across NDIS, real estate, trades, and professional services.
Case Files
8 documented
Melbourne SIL Provider — 3 group homes, 12 support workers
Corrective action avoided. Audit-ready in 14 days.
Presenting Symptom
A mid-registration audit flagged gaps in incident documentation and policy review evidence. The provider had 30 days to respond or enter corrective action — a process that typically costs $8,000–$15,000 in consultant fees before the Commission considers renewal. Everything was manual: policy review schedules lived in a shared calendar, incident reports were filed by hand, evidence packages were assembled from email threads.
Actual Diagnosis
| Manual Job | Est. Annual Cost |
|---|---|
| Policy review tracking and evidence assembly | $28,000 |
| Incident documentation (after-hours) | $34,000 |
| Audit response preparation | $22,000 |
| Staff compliance training records | $16,000 |
The Result
Audit response time
Compliance evidence completeness
Incident documentation rate
Corrective action entered
Queensland SIL Provider — 4 SIL homes, 24hr rostering
After-hours incidents: 8–14 hours to log, down to 12 minutes.
Presenting Symptom
Incidents reported after 5pm went to the on-call manager's personal mobile. Logging was inconsistent — some incidents were written up the next morning from memory, others not at all. The Commission's incident reporting requirements mandate logging within 24 hours. Three near-misses in one quarter put the registration at risk. The provider had no systematic way to capture, categorise, or escalate incidents without a human in the loop.
Actual Diagnosis
| Manual Job | Est. Annual Cost |
|---|---|
| After-hours incident intake and logging | $41,000 |
| On-call manager coordination | $28,000 |
| Incident categorisation and escalation routing | $19,000 |
| 24hr reporting compliance documentation | $24,000 |
The Result
After-hours incidents captured
Avg logging time post-incident
24hr reporting compliance
On-call manager call volume
Sydney Disability Services Provider — community access and SIL
2 referral conversations a month became 20. In 30 days.
Presenting Symptom
Referral development was entirely relationship-dependent — if the founder wasn't personally calling support coordinators, the pipeline was silent. The provider had capacity for 8 new participants but averaged 2 referral conversations per month. No systematic outreach, no follow-up cadence, no record of which coordinators had been contacted. Growth was capped at whoever the founder happened to speak to.
Actual Diagnosis
| Manual Job | Est. Annual Cost |
|---|---|
| Support coordinator outreach and follow-up | $52,000 |
| Referral pipeline tracking | $18,000 |
| Coordinator relationship maintenance | $24,000 |
| Vacancy communication to referral network | $14,000 |
The Result
Referral conversations/month
Active coordinator relationships
Follow-up rate on warm leads
Time to first 5 conversations
Adelaide Community Care Provider — 18 support workers, SCHADS Award
SCHADS breach risk eliminated before payroll, not after.
Presenting Symptom
Roster changes were made in a shared spreadsheet. No one was checking SCHADS Award compliance before publishing — broken periods, insufficient rest between shifts, and overtime triggers were only caught when payroll flagged them at the end of the fortnight. Three SCHADS breaches in six months created $14,000 in back-pay liability and one unfair dismissal risk that required legal advice. The ops manager was spending 6 hours each week on manual compliance checks that were still missing things.
Actual Diagnosis
| Manual Job | Est. Annual Cost |
|---|---|
| SCHADS compliance checking before roster publication | $31,000 |
| Shift change impact assessment | $22,000 |
| Payroll error remediation and back-pay processing | $19,000 |
| Award interpretation for casual/part-time staff | $16,000 |
The Result
SCHADS breaches caught pre-publish
Back-pay liability (6-month period)
Ops manager time on roster compliance
Roster change turnaround time
Companion Health
$222K+ saved in operational costs
Presenting Symptom
Compliance tracking was manual and reactive — policy reviews were missed, evidence packages assembled under pressure before audits. Coordinator outreach ran from a spreadsheet with no follow-up cadence. At 20+ hours a week of admin, the operation was funding its own inefficiency.
Actual Diagnosis
| Manual Job | Est. Annual Cost |
|---|---|
| Policy review tracking | $38,000 |
| Coordinator outreach | $52,000 |
| Evidence package assembly | $28,000 |
| Supplies & maintenance tracking | $44,000 |
| Client engagement follow-up | $60,000 |
The Result
Admin hours saved
Compliance readiness
Referral conversations
Annual cost savings
Horizon Property Group
4x appraisal bookings in 60 days
Presenting Symptom
Leads from portals and open homes sat in a spreadsheet. Follow-up was manual — if it happened at all. Response time averaged 4+ hours. Competitors were calling back in minutes.
Actual Diagnosis
| Manual Job | Est. Annual Cost |
|---|---|
| Portal lead follow-up | $46,000 |
| Open home attendee nurture | $28,000 |
| Appraisal booking and reminders | $18,000 |
| CRM data entry and tagging | $22,000 |
The Result
Avg lead response time
Appraisals booked/month
Lead follow-up rate
Manual admin hours
Southside Electrical
$67K in recovered revenue per year
Presenting Symptom
After-hours emergency calls went to voicemail or the owner's personal phone. Quotes were sent manually and never followed up. Invoices were sent late and 12% were disputed.
Actual Diagnosis
| Manual Job | Est. Annual Cost |
|---|---|
| After-hours call handling | $32,000 |
| Quote follow-up | $24,000 |
| Invoice chasing and disputes | $28,000 |
| Job scheduling coordination | $18,000 |
The Result
After-hours calls captured
Quote follow-up rate
Invoice dispute rate
Revenue recovered annually
Apex Consulting
18 inbound leads/month from zero content presence
Presenting Symptom
No content strategy, no social presence, no inbound pipeline. All leads came from referrals and the founder's personal network. Growth was capped at the founder's calendar.
Actual Diagnosis
| Manual Job | Est. Annual Cost |
|---|---|
| Content creation and posting | $36,000 |
| Lead research before calls | $22,000 |
| Proposal writing | $28,000 |
| Client reporting | $16,000 |
The Result
Inbound leads/month
Content pieces/week
Pre-call research time
Founder hours on marketing
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