The Challenge
Blue Horizon Allied Health provides occupational therapy and physiotherapy services to NDIS participants across metropolitan Adelaide. For years, the practice had operated with a paper-based clinical documentation system that every clinician quietly hated.
“We had boxes of consent forms that had to be filed. Referral forms came in by fax. Session notes were written by hand and then typed up later,” says practice manager Sophie L. “It was 2023 and we were still using a fax machine.”
The Digital Forms Rollout
Blue Horizon chose Maxpilot specifically for its digital forms capability. Within the first week, the practice had recreated all 14 of its standard forms — intake assessment, consent to service, session notes, goal review, and equipment recommendation — in Maxpilot’s form builder.
Participants now complete intake forms electronically before their first appointment, either at home via a link sent by email, or on a tablet in the waiting room. Clinicians complete session notes on their devices immediately after each session, with pre-built templates for different therapy types reducing documentation time.
We sent the last fax on a Tuesday and went fully digital by Thursday. I don’t miss the fax machine at all.
Clinical Time Reclaimed
Each clinician at Blue Horizon estimates they save between 2.5 and 4 hours per week that was previously spent on paper-based documentation. Across a team of six clinicians, that’s up to 24 hours per week returned to patient care.
Compliance Confidence
As a registered NDIS provider, Blue Horizon is required to maintain complete documentation for every participant interaction. The practice’s previous paper system made audits stressful and time-consuming. Since implementing Maxpilot, every form, note, and consent record is searchable, timestamped, and instantly retrievable.