One platform for the whole practice
Intellicore replaces the patchwork of scheduling tools, spreadsheets, messaging apps and invoicing software with a single secure platform — built dental-first for Australian practices, with the same clinical-grade foundations serving medical and allied health.
What Intellicore does
Multi-tenant foundation
Every practice runs in its own isolated database schema — true hard isolation, not row filtering. Multi-location support is built in, with per-location operating hours, holiday closures and team membership.
Identity, access & permissions
Role-based and record-level permissions, configurable per practice. Humans and AI agents live in the same accounts model, so access control and auditing work identically for both. Time-limited, auditable access grants for temporary staff.
Patient & client management
A universal person record that speaks your language — patient or client. Folders, attachments, rich notes with mentions, chronological timelines, health-profile extensions for clinical settings, and advanced search and filtering.
Dental clinical suite
Interactive tooth charting on photographic imagery — full permanent dentition in FDI notation, per-surface pathology and restorations with materials, crowns and bridge units, root treatments, implants and missing teeth. Charting is event-sourced: every entry is an immutable dated record, so the chart is derived from a history that can never be overwritten.
Treatment planning & ADA coding
Plan proposed work per tooth with prerequisite chains — extraction → implant → implant crown — through draft, approved and completed states, with what-if projection onto the chart. A 51-code ADA starter catalogue ships out of the box (import your own priced fee schedule at onboarding), plan items compose into GST-compliant quotes and invoices, and a worklist surfaces accepted-but-unbilled treatment.
Operatory & chairside station
A dedicated operatory display mode with movable, resizable cards — today's patients, the in-room patient, notes, history and files — plus a chairside toolbar for clinical notes, x-ray and photo capture, charting, treatment plans and visit completion. A patient-flow board tracks arrival to departure across the practice's devices, health alerts stay always visible, and kiosk fullscreen suits wall-mounted screens.
Visit voice scribe
With the patient's consent, visits are dictated and transcribed live in the browser (Australian English) with an always-visible recording indicator. The clinician reviews and edits the transcript before anything is saved, and the audio stays on the practice device — it is never uploaded. Saved transcripts file as notes pinned to the appointment.
Scheduling & service catalogue
The full appointment lifecycle — scheduled, confirmed, checked in, completed or no-show — with recurring visits, waiting-time tracking, a five-step booking wizard, secure patient confirm/cancel links, and a practice-defined service catalogue.
Staff scheduling & rostering
Weekly availability per practitioner and location with bookable, shift, on-call and walk-in types and effective date ranges — availability drives exactly what the calendar offers.
Communications hub
A unified inbox for email threads and SMS conversations, templates for both channels, bulk SMS with provider-aware batching and failover, email campaigns with open and bounce tracking, and channel-policy routing per patient preference.
Billing & accounting engine
Quotes with revisions that convert to GST-compliant invoices, payment allocation across invoices, refunds with approval workflows, deposits and stored credit, personal/family/business billing accounts, statements, cash-ups and bank reconciliation — built for Australian health-fund realities, with Medicare, DVA and private health fund claims (batches, remittances, reconciliation) and concession-card policies modelled end to end in a claiming-ready engine.
Files & documents
Per-practice file storage with folder hierarchies, a visual file manager (grid and list views, tags, preview, drag-and-drop, keyboard shortcuts), time-limited sharing links, and automatic image pipelines.
Notes, timelines & notifications
Searchable notes with mentions and record links, activity timelines in Gantt, point and list views, and a notifications centre with filtering. Clinical visit notes run as chat-style threads that lock read-only 24 hours after creation, and notes pin to appointments, quotes and invoices.
Task & automation engine
A state-machine task engine with queues, assignment rules and audit logging powers the automation layer — appointment reminders, confirmation requests and unconfirmed-appointment chasing run on schedules today, with a visual workflow builder on the roadmap.
AI agent foundation
AI agents live in the same accounts model as your team, with explicit capability matrices, per-agent capacity controls, response-time SLAs and human takeover — every handoff recorded with who, when and why. It powers the SMS receptionist available in early access today: inbound patient texts triaged with permission-scoped tools, every outgoing message approved by a human before it sends.
Integrations
An integrations framework with OAuth connection flows, field mappings, sync jobs and logs — with a public API and webhooks on the roadmap.
Dashboards & interface
A customisable dashboard with movable, resizable cards. Dark mode, responsive on desktop, tablet and mobile, and settings that put practice managers in control.
Three layers, and yours is sealed off
Intellicore doesn’t filter your data out of a shared table — your practice gets its own database schema. Nothing we run to operate the platform can see inside it.
Layer 1 · Registry
The registry
Knows only which practices exist and which address belongs to whom. No patient data ever lives here.
Layer 2 · Operator
Our control plane
Where our team provisions practices and manages plans — in its own isolated schema, with no product data in it at all.
Layer 3 · Your practice
Your own schema
Every module and every record you own, in a schema that is yours alone. One per practice — never shared, never queried across.
Four rungs, per part of the practice
Access isn’t one big switch. Each area — patients, scheduling, billing, communications, staff — has its own four-rung ladder, and each rung includes everything below it. Give your receptionist Editor on scheduling and Viewer on billing, and that’s exactly what they get.
Look and search. Nothing changes hands.
Viewer, plus create and edit day-to-day records.
Editor, plus assign staff, see history and reports.
Manager, plus delete, archive and manage roles.
A person can hold several roles at once, and a role in use can’t be deleted out from under them — the platform tells you who it would affect first.
Your AI agents answer to the same rules as your staff
There is no separate, looser system for automation. Every permission is marked for people, for agents, or for both — so an agent literally cannot be granted something you’ve reserved for a human.
People
PERMISSION
SET
AI agents
Nothing gets quietly rewritten
Every message, appointment change, record edit and note is written once, dated, and left alone. The history is append-only by design — so what the chart or timeline shows you is what actually happened, not the latest version of someone’s memory.
↑ Newest on top · rows are added, never edited
Written once
Every entry is dated and kept. Corrections are new entries, so the original stays visible.
Notes lock at 24 h
Clinical notes go read-only a day after creation — no quiet edits weeks later.
Nothing is destroyed
Patient records are soft-deleted only. The trail survives the deletion.
Agents are in it too
Every AI handoff is recorded with who, when and why, in the same log as your team.
The chart is the record
Charting is event-sourced: every entry is an immutable dated record, so the chart is derived from a history that can never be overwritten.
Built for Australian realities
GST-compliant invoices, payment allocation, statements, cash-ups and bank reconciliation — with Medicare, DVA and health-fund claims modelled end to end.
Medicare, DVA and concession cards — modelled properly
Not a free-text “insurance” box. Real fields, real validity checks, and the entitlement logic your front desk already carries in its head.
Medicare
Card number, the patient’s reference number on the card, and expiry — with the platform telling you when a card has expired or is about to.
DVA
Card colour resolves to the entitlement, so nobody has to remember which is which.
Concession cards
Every Australian card type, and a patient can hold more than one at once.
Private health funds
Several policies per patient — hospital with one fund, extras with another — with one marked primary and expiry tracked on each.
Everyone can see where every patient is
One live board, arrival to departure, on the front desk screen and every operatory at once — so nobody walks the corridor to ask who’s ready.
Approaching
K. Bright
10:00 · check-up
Arrived
P. Nair
waiting 4 min
T. Whelan
waiting 1 min
In room
E. Harrison
Chair 2 · Dr Chen
Ready to close
M. Higgins
invoice pending
Departed
A. Rahman
paid · rebooked
Your providers, swappable
SMS, email and file storage are slots, not hard-wiring. Change providers — or bring your own account — and the rest of the platform doesn’t notice.
Slot · SMS
Text messaging
Slot · Email
Email delivery
Slot · Files
Document storage
Connection setup, field mapping and sync logs are built in — with a public API and webhooks on the roadmap.
Connecting to the tools your practice already trusts
Beyond swappable infrastructure providers, Intellicore is building direct integrations with best-of-breed partners — accounting, business services and AI assistance — so the platform meets your practice's wider stack, not just its front desk.
Xero
Accounting
Invoices, payments and end-of-day figures flowing from Intellicore's billing engine straight into your Xero ledgers — so your bookkeeper reconciles one source of truth instead of re-keying day sheets.
xero.com →
Microsoft 365
Business services
Connecting the practice's email, calendars and documents with the Microsoft tools your team already lives in — Outlook, Teams and OneDrive working alongside Intellicore rather than beside it.
microsoft.com →
Maire Health
AI assistant
An Australian healthcare AI assistant for appointment scheduling, patient communication and document processing — integrating with Intellicore's human-approved agent framework and audit trail.
mairehealth.com →
HICAPS
Claims & payments
Australia's health-fund claiming and payments terminals — on-the-spot private health claims and EFTPOS settling into Intellicore's claiming-ready billing engine, with end-of-day reconciliation built in.
hicaps.com.au →
Tyro
EFTPOS payments
Australia's EFTPOS provider built for healthcare — integrated terminals that take payment at the chair, with health-fund claiming and settlement flowing back into Intellicore's billing engine instead of being keyed in twice.
tyro.com →Partner integrations are in active development and will be announced as they go live. All product names and logos are trademarks of their respective owners.
A real operations desk behind your practice
Your tenancy isn’t managed by someone poking at a database. We run it from a purpose-built console — separate from your data, with its own sign-in and its own audit trail.
We provision you
Your practice, schema and configuration are created by our team — not a self-serve form.
Plans & entitlements
Features like MFA enforcement and IP allowlisting are switched on per practice, by us, on request.
Operator MFA
Our own team signs in to the console with multi-factor authentication. No shared credentials.
Audited from our side too
Every operator action on your tenancy is logged in the console’s own trail.
Security & compliance
Security & compliance
Built from day one for practices that handle sensitive personal information.
Schema-per-tenant isolation
Each practice's data lives in its own PostgreSQL schema — the strongest isolation pattern short of physically separate databases. No shared tables, no cross-tenant queries.
Australian data residency
All patient and practice data is hosted in AWS Sydney by default. Your data stays onshore, under Australian jurisdiction.
Privacy Act 1988 aligned
Per-practice compliance flags support obligations under the Privacy Act and the Australian Privacy Principles, with GDPR and HIPAA-equivalent postures available per practice type.
Audit everything
Every action is logged. Patient records are soft-deleted only — nothing is ever silently destroyed — and every AI-agent handoff is recorded with who, when and why.
A real operations control plane
The platform is run from a dedicated operator console — tenant provisioning, plans and entitlements, operator MFA and a full audit trail behind every practice.
Per-practice security controls
Practices can require multi-factor authentication for staff sign-in and restrict access with IP allowlisting — available as per-practice entitlements.
Where Intellicore is heading
The platform ships new capability continuously. Coming next:
AI Copilot
Bring-your-own-model AI assistance across the platform — use the AI provider you trust, with per-practice encrypted keys.
AI visit summaries
The visit scribe's next step: clean transcripts distilled into draft clinical summaries — always reviewed by the clinician.
Voice receptionist & telephony
Call recording, transcription and an AI voice agent for inbound calls — extending the SMS receptionist that's live today.
MCP integration
Model Context Protocol support so your own AI tools can securely read context and act inside Intellicore.
Online booking
An embeddable self-booking widget for your website, feeding straight into the scheduling engine.
Payments online
Card payment on invoice links with automatic reconciliation.
Native mobile apps
iOS and Android apps, designed chair-side and bedside first.
Public API & webhooks
Programmatic access with API keys and webhook subscriptions for tenant-side systems.
Roadmap items are in development or planned and not yet generally available. Timing and scope may change.
Frequently asked questions
Where is my data hosted?
In AWS Sydney (ap-southeast-2) by default. Your data stays in Australia, under Australian jurisdiction.
How is my data separated from other practices on the platform?
Every business runs in its own isolated PostgreSQL schema — the strongest isolation pattern short of physically separate databases. There are no shared data tables and no cross-tenant queries.
Does Intellicore include dental clinical charting?
Yes. Interactive tooth charting on photographic tooth imagery (FDI notation) covers per-surface pathology and restorations, crowns and bridges, root treatments, implants and missing teeth — with treatment planning, ADA item coding and chart-to-invoice billing built in. Charting is event-sourced: every entry is an immutable dated record, so the clinical history is audit-proof by construction.
Is there an AI receptionist?
Yes — in early access, enabled per practice. The SMS receptionist reads inbound patient texts and prepares replies, appointment drafts or escalations using permission-scoped tools. It cannot send anything on its own: a human approves every outgoing message, and every step is audit-logged. An AI voice receptionist for phone calls is on the roadmap.
Can AI agents act without a human knowing?
No. Every agent has an explicit capability matrix, capacity limits and a response-time SLA. Humans can pause, take over or reassign any task at any time, and every handoff is recorded in an audit trail. Agents whose success rate drops are automatically stood down.
Does Intellicore support multiple locations?
Yes — multi-location support is core. Each location has its own operating hours and configuration, and scheduling availability follows them automatically.
Is Intellicore right for my practice?
Intellicore is built dental-first — tooth charting, ADA coding and chairside workflows are core product — with the same clinical-grade foundations serving medical and allied-health practices: health profiles, insurance and concession cards, clinical scheduling and Australian billing. Support for more industries is on the roadmap.
Can I sign up online or start a free trial?
There's no self-serve signup — every practice is set up, migrated and trained by our team, so you go live with your data and workflows in place rather than an empty account. Start by booking a demo, or send us your details through the get-started form at app.intellicore.au/signup and we'll be in touch.
We're on another system today — how hard is switching?
Our team runs the whole move: we install and configure Intellicore for your practice, migrate your patients, appointments, balances and documents from your current system, test everything with your team, and only then cut over to production. You get training along the way and the same team supporting you after go-live.
Where do existing customers log in?
At app.intellicore.au/login — your team signs in there on any device, including the operatory and front desk.
How do I get started?
Book a demo through the contact page. We'll walk through your current setup, show you the platform working with your kind of data, and scope a migration plan together.
See Intellicore working with your kind of data
Book a demo and we'll walk your team through the platform, end to end.