Admin Automation Checklist for Doulas

Client Intake & Birth Planning

Transcribing handwritten prenatal notes into digital birth plans
Voice-note visit details; Christine types structured preferences like 'no epidural unless asked 3x'.
1h 30m/week
Automatable
Sending birth plan summaries to partners and hospital bags checklists
Text 'Email Alicia her plan'; Christine drafts and sends it with specific family constraints.
45 min/week
Automatable
Initial client consultation and contract negotiation
You need a personal connection to assess fit; Christine just formats the final agreement.
1h/week
Manual

Tracking status of multiple clients due within same 2-week window
Text updates like 'Alicia 38w, Maria 39w'; Christine logs status and flags overlaps.
40 min/week
Automatable
Scheduling postpartum visits around unpredictable birth times
Text 'Schedule Alicia's Day 3 visit'; Christine finds slots avoiding other clients' due dates.
35 min/week
Automatable
Setting on-call reminders for bag checks and backup doula briefings
Automated alerts start at 37 weeks so you never forget backup protocols.
20 min/week
Automatable

Creating custom superbills with CPT codes for insurance reimbursement
Text 'Superbill for Maria'; Christine generates a PDF with correct codes and totals.
50 min/week
Automatable
Invoicing complex packages with add-ons like meal trains or lactation consults
Text 'Invoice Alicia $200 extra'; Christine adds line items to the base $1,800 package.
45 min/week
Automatable
Chasing late payments from families stressed by new baby costs
Sensitive conversations need human empathy; Christine only sends the initial polite nudge.
30 min/week
Manual

Check off automatable tasks above to see how much time and money Christine could save you each month.

Ready to automate your admin?

Christine handles your emails, scheduling, documents, and more — so you can focus on doulas.

Automatable — Christine handles this for youManual — requires your personal judgment or presenceEstimated weekly time cost for this task