This article takes you from the free leak report to your first sync in RIFT, and explains what the RIFT Home view shows once your data is in.
What RIFT does
RIFT (Rapid Intelligence Financial Tracking) reads your practice-management data from Zanda, Cliniko or Nookal and finds money your clinic has earned but not collected: appointments never invoiced, invoices past their payment terms, cancellation fees never charged, and claims not confirmed paid. It sorts what it finds into a list your reception can work through, and can draft follow-up emails to patients (sending them needs a live connection to Zanda, Cliniko or Nookal - see Follow-ups and patient emails). RIFT is read-only: nothing in your practice software is ever changed.
Run the free first report (no account needed)
The free leak report lives at https://rift.rapidintelligence.com.au/try and needs no account.
- Open the page and choose your practice software with the Zanda / Cliniko / Nookal toggle. The steps on the page change to match.
- Optional: open See a sample report first to see the layout with made-up figures before you share anything.
- Fill in Your name, Practice name and Email for your report, and tick the data agreement (it links to the Data Processing Agreement at
/dpa). Nothing is analysed until this is ticked. - Get your data in:
- Zanda: in Zanda go to Tools > Data Export and tick just these seven: Client Profiles, Appointments, Invoices, Payments, Client Session Packs, Medicare Claims and Referrals (not Referrer Profiles). Leave the rest unticked - RIFT never reads Notes, Forms, Communication, Diagnoses or Insurance. Zip the export folder and drop the ZIP (up to 40MB) onto the page.
- Cliniko: in Cliniko go to My Info > Manage API keys, create a key and paste it into the Cliniko API key field. The pull is read-only and treatment notes are never read. You can delete the key in Cliniko straight afterwards.
- Nookal: in Nookal go to Setup > Connections > API Keys and click Generate API Key. On the new key, tick every location, tick Invoices and switch Status on, then Save Changes - a new key has all three off. Paste it into the Nookal API key field. RIFT only reads, and treatment notes are never requested. You can delete the key in Nookal straight afterwards.
- Click Run my leak report. A Zanda export is analysed in seconds. A Cliniko pull takes a minute or two for most practices and a Nookal pull a few minutes; larger ones keep running after you leave the page and the report is emailed when it finishes.
The report has up to four sections: Owed and chaseable now (invoices past terms and claims not confirmed paid), Worth checking (appointments with no invoice, uncharged fees and unallocated payments), Bookable funded work (clients with funded sessions left and nothing booked - not a leak) and Billing codes worth checking (automated estimates only, never counted in the figures above). A copy is emailed to you. An uploaded file is read in memory and deleted; a pasted Cliniko or Nookal key is used for one pull and discarded. Only the totals are kept.
If RIFT cannot read your export automatically, the page tells you so and a person runs the report by hand within a day. If you are not at the practice computer, use Email me the steps on the same page to get the instructions and link by email (one email, no mailing list).
Create your RIFT account
- Start the 14-day free trial from the RIFT page at
/rift(it adds RIFT to your cart at/cart?add=rift). A card is kept on file; nothing is charged during the trial. - Sign in at
/app/login. One login covers every Rapid Intelligence product. - After signing in you land on the product hub at
/app/hub. Click the RIFT card to open RIFT. It opens inside the app at/app/rift/; the same dashboard is also available at https://rift.rapidintelligence.com.au.
The first time RIFT opens you see a Welcome to RIFT card explaining that your clinic type, cancellation fees, payment terms and email preferences all shape what RIFT finds. Click Go to Settings to start with the Data source card, or I'll do this later to explore first.
Connect your practice software
In RIFT open Settings and click the Data source card. It has a section for each system - Zanda, Cliniko and Nookal - so use the one for your practice software. A clinic reads from one system at a time, and can switch to another later from the same card.
- Zanda: click Upload an export in the Zanda section. Zanda has not opened its API to new practices, so RIFT reads your export. Only use Connect for automatic syncing if Zanda has already given your practice an API key.
- Cliniko: create a key in Cliniko under My Info > Manage API keys, paste it under Connect Cliniko in the Cliniko section of the Data source card and click Connect.
- Nookal: generate a key in Nookal under Setup > Connections > API Keys. On the new key, tick every location, tick Invoices, switch Status on and click Save Changes - a new key has all three off. Then paste it under Connect Nookal in the Nookal section of the Data source card and click Connect.
Each is covered step by step in Connect Zanda, Cliniko or Nookal.
Your first sync in RIFT
There is nothing to sync until RIFT has a data source, so if you are brand new, connect Cliniko or Nookal, or upload a Zanda export, first (Settings > Data source, see the section above). The first sync then runs by itself as soon as the key is accepted or the export is uploaded (it can take a few minutes). When it finishes:
- The four figures in the dark strip at the top of every RIFT page fill in.
- The Leaks and Follow-ups entries in the sidebar show a count of open items.
- A Data confidence banner may appear under the strip if RIFT found something about your data it wants you to review before trusting the numbers (for example, appointments not being marked as attended). Read it - it says which lists it affects.
- The header line next to Sync now shows how old the numbers are and how far back RIFT is looking.
Use Sync now in the header whenever you want fresh numbers. If your data comes from an uploaded export, the header shows Upload a fresh export instead, because a snapshot cannot refresh itself.
What the RIFT Home view shows
The dark strip at the top of every RIFT page carries four figures (hover each for a plain-English explanation):
- Recovered this month - money that came in on items RIFT was tracking, confirmed from your practice software at a sync.
- Leak estimate - RIFT's estimate of money earned but never paid, after your own rules. This is the number to shrink. Under it, RIFT may show extra lines such as "uninvoiced, needs checking" or "flagged, check first" for money it has deliberately kept out of the estimate until someone confirms it.
- On the list - the total of everything open on the Leaks tab right now.
- Follow-up opportunity - not money owed: clients with funded sessions they have not booked. Counted separately so it never inflates the leak.
Below the strip, the Home view shows:
- Needs attention - today's worklist: chase emails awaiting your approval, items whose email sequence has finished and now need a phone call, items possibly already paid, and data-confidence warnings. Each row jumps to the right place.
- Practice vitals - active clinicians, open leak items, emails awaiting approval, items needing a call, items to check before chasing, and the date RIFT has been watching from.
- The rift, day by day - the leak estimate against money recovered, sync by sync (the full version is the Trends view).
- Biggest open leak - the single largest open item, how long it has been sitting and where it is in its email sequence, with the next two largest under it.
- Where the money leaks - open leak dollars by type.
- How old the leaks are - open leaks in 0-30, 31-60, 61-90 and 90+ day bands. Older money is harder to recover.
- Chase pipeline - how many open items are not emailed, mid-sequence or waiting on a call, plus the number of chase emails sent each week for the last eight weeks.
Getting help with RIFT
Click Support in the RIFT header to email support@rapidintelligence.com.au - include your clinic name and, for a specific item or email, the client and amount so it can be found quickly. All products in the sidebar footer returns you to the hub, Patient email rules opens the in-app guidance on health advertising rules, and Sign out ends your session.