How it works · updated 6 October 2026

How our software works, in plain words.

Most of it is simple automation: rules you set, like a reminder two days before an appointment. We use AI only where something has to be read, like a scanned page or a handwritten note, and a person checks anything it is unsure of. If you are a practice manager, an accountant or a patient, this page is for you.

The short version

1Most of what we do is plain automation, not AI. Reminders, recalls and the waiting list follow rules you set. AI is used only where something must be read: a scanned page, a handwritten note, a referral letter.
2Nothing important is guessed. When the software is not sure, a person decides. It never makes clinical, financial or legal decisions.
3Your records stay in South Africa and are not sent to outside AI services unless you agree in writing.
4Automatic messages say they are automatic, so nobody thinks a person typed them.
5One named person answers for it: Omphile Molahloe, 063 498 9311, automate@voypelo.co.za.

What each part does

Part by part.

Reads documents

Patient files: scanning your old files into your practice software

What the software does

Reads the front of each paper file (name, date of birth, file number, medical-aid number), labels each page (note, script, lab result, letter) and its date, and matches the file to the patient list from your software.

What a person decides

Any file the software is not sure belongs to a patient is matched by a person, never guessed. Your practice checks a sample and signs off before any paper is shredded.

Where it goes

Read on an encrypted laptop at your practice, then filed into your own software. No outside AI service, unless you agree in writing; even then it sees only a cut-out with no name, ID or medical-aid number on it.

Simple automation

Reception: patient forms, reminders, recalls and the waiting list

What the software does

Checks an ID number and a medical-aid number as the patient types them; sends reminders and recalls on the schedule you set; offers a cancelled slot to your waiting list. This is rules-based automation, not AI.

What a person decides

Anything that needs judgement, and everything clinical. Medical history on a form is collected and passed on, never interpreted.

Where it goes

Into the system your practice chooses. WhatsApp and SMS messages travel through those services like any other message, carrying only what the message needs: a first name, the practice and a time.

Reads documents

Referral letters and lab results

What the software does

Reads a referral letter into a draft booking, and files each lab result to the patient by name and date of birth.

What a person decides

A near-match always waits for a person. Results are filed, never read for meaning; what a result means is the doctor's call.

Where it goes

Into your own software, on your own systems.

Reads documents

Alpecca, for distributors: delivery notes

What the software does

Reads signed delivery notes, including handwritten shorts and returns, and drafts credit notes and lists of notes to chase.

What a person decides

Every line is a draft. Your team checks it and captures what is right. We never write into your accounting system.

Where it goes

Read on our own computer in South Africa, not in a cloud folder and not by an outside AI service. Deleted within 30 days after a trial, or when you ask.

What runs on its own

Every client starts on drafts only.

Software earns more freedom one step at a time, and only once it has proved itself on your own work. The steps are written down for each client, and you can see them.

Step	What it means	Example
1. Drafts only	The software prepares; a person checks and sends or captures. Where every client starts.	Credit-note drafts; a referral read into a draft booking
2. Routine, approved in advance	Messages and tasks you have approved word for word run on their own, on your schedule.	A reminder two days before an appointment
Never on its own	Payments, deleting records, anything clinical, anything the software is unsure of.	Matching a file it cannot read clearly

Every automatic action is logged with the time, what was done and why. Ask and we send you the log.

How we check it

The checks audit offices use before they trust software like this.

Check	What we do
Same answer on another day	We run a sample again on a second day. The results must match.
Run beside your current way	During every trial your usual way keeps going, so you compare every result before relying on any of it.
A trail back to the source	Every filed page keeps its original scan; every draft shows where it came from.
Learn by doing	Your staff use it themselves on day one, with us beside them. Training without use fades.
Simplest tool that works	Where plain rules or matching do the job, we use those instead of AI.

From the OECD's 2026 work on AI in public audit, where the most careful users of AI explained what makes them trust it.

Automatic messages

They always say so.

Every message our software sends without a person pressing send ends with a short line saying it is automatic and how to reach a person. For example:

Good morning Thandi, your appointment at Example Dental is tomorrow at 10:00. Reply CHANGE if you need a different time.Automatic reminder from Example Dental. Reply HELP to speak to reception.

The standard we hold ourselves to

The OECD AI Principles, and how we meet each.

Principle	How we meet it
Inclusive growth and well-being	We remove drudgery, never jobs. Your staff keep their work and lose the retyping.
Human rights, fairness and privacy	You stay the responsible party under POPIA and we sign an operator agreement. Your records stay in South Africa; offers go only to people who said yes.
Transparency and explainability	This page; automatic messages labelled; every result traceable to its source.
Robustness, security and safety	Encrypted laptops, second-day checks, trials run beside your current way, nothing guessed.
Accountability	One named person answers for every client, and every automatic action is logged.

The OECD AI Principles were adopted in May 2019 and updated in May 2024. We are not affiliated with the OECD; we use its principles as our standard.

Your information

Questions, a copy, or deletion.

Ask Omphile Molahloe on 063 498 9311 or automate@voypelo.co.za. Our full privacy policy (POPIA) covers what we collect, why, and your rights.