01
Processes
The steps of a week, written down and lined up in the same order every time.
- Client onboarding
- Staff onboarding
- Documenting processes & procedures
- Clearer day-to-day workflows
Systems, automation & practical AI for allied health
Help your clinic find its rhythm.
Most of the pressure in a clinic isn't the clinical work. It's the admin around it. By.Cadence helps allied health practices spend less time fighting their systems, and more time on the work that matters.
One person, not an agency. 10+ years in technology, operations and leadership, and co-founder of a paediatric OT clinic on the Gold Coast.
Example · enquiry
New enquiry
Example · lead tracker
Lead tracker updated
Moving
Example · follow-up
Intake sent, follow-up set
Illustrative example, not a live system
Brandon
Founder of By.Cadence, and the business & operations side of Wildflower Kids Therapy.
Why By.Cadence exists
A lot of the pressure in a clinic isn't clinical at all.
For more than a decade I've worked in technology, operations and leadership, helping businesses improve systems, streamline processes and solve complex operational challenges.
In 2023 my wife and I started Wildflower Kids Therapy, a paediatric occupational therapy clinic on the Gold Coast. She focused on supporting children and families. I took on the business, operations and technology side of running the practice.
The more time I spent in that world, the more obvious one thing became. A lot of the pressure clinic owners carry isn't clinical at all. It's the admin around the clinical work.
It's the process sitting in someone's head. The systems that don't quite talk to each other. The notes that take too long and the repeated manual tasks that slowly wear a team down.
It's not that anyone's doing anything wrong. They're just busy supporting their clients, leading teams and running a business.
That's why I started By.Cadence. To help allied health clinics find their rhythm through better systems, practical technology and simpler ways of working.
The goal is simple. Help good people spend less time fighting their systems, and more time on the work that matters.
Focus areas
Most clinics don't need more software. They need simpler ways of working.
Whether it's processes, systems, technology or automation. The goal is the same. Less time fighting admin, more time on the work that matters.
02
Technology
The tools you already pay for, set up properly and actually talking to each other.
- Splose implementation
- Making your existing tools work harder
- Getting systems talking
- Reporting improvements
03
AI & Automation
Repetitive admin turned into a structured draft that a person still reviews.
- AI-assisted session notes & clinical documentation
- Workflow automation
- Document & report generation
- Cutting repetitive admin
How it works
Four steps. No noise.
A clear, honest way of working. Shaped around your clinic, not a template.
- 01
Listen
We start with a conversation. What's working, what's wearing the team down, and what would make next week feel calmer.
- 02
Map
Together we map the moments where work gets stuck. The small leaks of time that add up across a month.
- 03
Build
We design the process, set up the tech, or build the automation. Practical, documented, and tested in real work.
- 04
Embed
Tools only help if the team actually uses them. We stay close while it beds in, then step back when it sticks.
In practice
Small workflows. Better rhythm.
Finding your rhythm isn't always about rebuilding everything. Sometimes it's noticing the small moments where work gets stuck.
See how we build them→Example · enquiry
New enquiry received
Example · lead tracker
Row created and status set
Example · next step
Intake sent, follow-up scheduled
An enquiry arrives, the tracker updates, and the follow-up is already set.
New enquiries can create a lot of small admin steps before a new client is even booked in. Leads need to be created, intake forms sent and returned, statuses updated, and someone has to remember when to follow up.
This workflow connects new enquiries with lead tracking across Splose and Monday. Client details are added to the right trackers, with automated reminders and status updates moving between both platforms as the client progresses through onboarding.
What changes
Instead of admin manually copying details, checking multiple systems and remembering each follow-up, the intake process keeps moving. Families are less likely to get stuck between enquiry and onboarding, and the clinic has a clearer view of where each new client is up to.
Example · enquiry
New enquiry received
Example · lead tracker
Row created and status set
Example · next step
Intake sent, follow-up scheduled
An enquiry arrives, the tracker updates, and the follow-up is already set.
On AI
AI won't run your clinic. But it can help it grow.
Strip back the buzzwords, and AI done well is a genuinely useful sidekick.
There's a lot of hype around AI right now, and for most clinic owners and teams it can feel futuristic and out of reach for a busy clinic.
It's good at the admin that wears teams down. Drafting session notes. Rebuilding and formatting documents. Following up enquiries before they go cold. The repetitive work that sits around the clinical work.
And this isn't just about getting time back. Every hour a clinician isn't writing notes is capacity. Another session, a shorter waitlist, a team that gets home on time. Enquiries that keep moving become clients instead of missed calls. The same tools that cut admin are the ones that make room to grow.
The way I bring it in is deliberately unexciting. Inside the tools you already use, shaped with your team, with client privacy treated as non-negotiable and a simple rule that AI never invents clinical content.
No hype, no jargon, and definitely no reinventing the wheel for the sake of it. Whether that's one workflow that gives your evenings back or a clinic that wants to go all in, it starts the same way. Time back, and room to take on more.
What it's like to work with us
Kind words from people we've worked with.
Working with Brandon from By.Cadence has been a game changer for our practice. He took the time to genuinely understand how our paediatric OT business runs before building AI prompts tailored to our clinical work and our therapy team's writing style, the result is something that actually sounds like us, not a generic template. Brandon felt like an instant part of the team, and the level of support he provided throughout was outstanding. We're already looking forward to working with him again on future automations to streamline our business workflows. Highly recommend.
Jake Du Chateau
Director & Senior Paediatric Occupational Therapist, Foundations Therapy & Support
From the very beginning of our project through to the end Brandon was incredibly helpful, knowledgeable, and always went above and beyond for our business. Nothing was ever too much trouble, and we couldn't be happier with our new setup. We're already talking about working with him again to help streamline other areas of our business. We highly recommend Brandon to anyone looking for exceptional service and expertise.
Brie Dean
Co-Founder & Coach, Evexia Therapies
I felt really uneasy about using AI and tended to avoid things I couldn't make sense of. Brandon broke down the practicalities of AI in a way that made sense for me and my specific OT business. The note-taking prompts he created have completely changed how I structure my notes, and made it much easier to link my documentation back to my clients' NDIS goals. What once felt mentally demanding and time-consuming is now so much easier and more manageable.
Sarina A'Vard
Occupational Therapist, Lavender Kind
I ended up getting help from Brandon at By.Cadence. Couldn't speak highly enough of his work, and his willingness to help. Particularly in my case with basic operational setup, AI integration and prompting, and general Splose optimisation.
Jason Leonidas
Principal Physiotherapist, Nightingale Physiotherapy
I had a fantastic experience working with Brandon to set up the progress note template/prompt in Splose for my small speech pathology clinic. He was easy to communicate with, non-judgemental, genuinely listened to what I wanted, and was more than happy to work through things with me until we got it right. The prompt he created is working really well and is producing thorough, professional progress notes that require minimal tweaking. It has made my documentation process so much more efficient. I'm thrilled with the result and would highly recommend his service to allied health clinics big and small!
Katie Frith
Speech Pathologist, Roma Speech Pathology
Get in touch
Let's help your clinic find its rhythm.
A 30-minute call. No pitch, no pressure. Just a conversation about where your week is getting stuck and whether I can help.
Or send a message