Surveillance recall automation
Polly never forgets a recall.
Surveillance recall automation for gastroenterology practices. Polly reads the histology, applies the current Australian guidelines, and makes sure every patient comes back when they should.
The problem
Most practices track surveillance in spreadsheets. Patients fall through.
Every colonoscopy with polyps creates an obligation years in the future — an interval that depends on histology, prior findings, and guidelines that keep evolving. In most private rooms, that obligation lives in a spreadsheet, a practice software recall field somebody has to remember to fill in, or one indispensable staff member’s head.
Every missed recall is a patient at risk, a medicolegal exposure, and a procedure that never gets booked.
Up to two-thirds of surveillance colonoscopies occur at inappropriate intervals — some too early, some too late.
Too early wastes list capacity and exposes patients to unnecessary procedures. Too late risks cancer. Both are recall failures.
How Polly works
Four steps, from pathology report to booked recall.
Reads
Histology and procedure reports arrive; Polly extracts the findings and shows them to your team for verification.
Recommends
A deterministic guideline engine applies the current NHMRC recommendations — including prior-examination logic — and cites the exact rule behind every interval.
Confirms
The doctor reviews and confirms in one click, or overrides with a reason. Clinical decisions always rest with the treating clinician; Polly does the tracking, not the deciding.
Recalls
Letters and SMS go out on schedule, escalate when patients don't respond, and every contact is logged. Nothing relies on anyone remembering anything.
A complete surveillance registry with an audit trail behind every patient — who was due, what was done, when, and by whom.
Why practices care
Four reasons rooms are paying attention.
Safer patients
Guideline-correct intervals, systematically applied — the intervention shown in Australian studies to lift adherence from a third of patients to nearly all of them.
Defensible records
If a recall is ever questioned, the complete history is one click away: recommendation, confirmation, every contact attempt, every outcome.
Recovered revenue
Overdue patients aren't just a clinical risk — they're procedures that were never rebooked. Polly's overdue queue turns lost follow-ups into booked lists.
Less admin gravity
No more spreadsheet archaeology, no single point of failure when your recall person is on leave.
By gastroenterology, for gastroenterology
Polly is being built in Sydney by Dr Shamus Toomath, a gastroenterology advanced trainee. Surveillance tracking is one of the hardest jobs in any busy practice — intervals that hang on histology, guidelines that keep moving, and recall lists that have to outlast staff changes and software migrations. Even excellent practices carry that risk; the national adherence data says so.
Polly is being built alongside the clinicians and practice teams who live with that work — to make the safe thing the easy thing.
Designed for Australian guidelines, Australian pathology workflows, and the practice software specialists actually use. Australian-hosted data.
Pilot practices
Polly is in development. Founding pilot practices are being selected now.
Pilot practices get early access, direct input into what Polly becomes, and founding-practice pricing — permanently. If your rooms run on goodwill and a spreadsheet, we should talk.
- Early access before general release
- Direct input into the roadmap
- Founding-practice pricing, permanently