Management system for private clinics and medical practices
Multi-doctor diary, medical records and invoicing that talk to each other. The front office stops being the bridge between three programs and a notebook.
The problem
The front office keeps five doctors' diaries in one program, the records in a cabinet and the invoices in yet another program. A double booking gets discovered when both patients are in the waiting room, and the doctor reconstructs the clinical history from memory, visit by visit.
Worth considering if today
- Double bookings get discovered in the waiting room
- The patient's history is split between a paper archive and the doctor's memory
- Invoices are issued by hand, one at a time, at the end of the day
- Nobody counts the no-shows, but the holes in the diary are visible
What is included
Diary by doctor and by room
Every slot knows its doctor, room and visit type. A double booking is no longer physically possible.
Medical records
History, notes, results and signed consents in the same file, visible only to those whose role allows it.
Patient reminders
Confirmation at booking and a reminder before the visit, by SMS or email. No-shows drop because people forget less.
Connected invoicing
A closed visit generates the receipt, with the submission to the national health card system for the patient's tax deductions.
Patient portal
Online booking, results and payments from home, so the front office phone rings less.
What changes
The front office books without fearing duplicates, the doctor opens the visit with the history in front of them, and the invoice goes out when the patient does, not at the end of the evening.
The nearest proof
This one does not have a public demo of its own yet, and I would rather say so. Below are the projects that demonstrate the parts it is made of: if a back office handles a diary, stock and products, the same back office can handle another diary and another stock. Look at those and judge from them.
Phases and timing
- Roles and pathways1-2 weeks
Who sees what, how a patient comes in, how an invoice goes out. In healthcare this map is written first, not after.
- Diary and records4-6 weeks
Bookings, records and consents. Tested with dummy data until the pathway runs smooth.
- Payments and portal2-3 weeks
Invoicing, the health card system and the portal where patients help themselves.
In total8 to 12 weeks, depending on how many doctors and what needs migrating.
Practical details
What is not included, what it connects to and the frequent questions: the part worth reading before asking for a quote, opened with one tap.
What is not included
- The radiology viewer and the machines: I connect to what is there, I do not supply it
- The clinical content of the reports, which stays with the doctors: I build the container, not the content
What it connects to
- The national health card system (Tessera Sanitaria)
- POS and online payments
- SMS, email and WhatsApp for reminders
- Digital signature for consents
- Your accounting software
- Google Calendar
Frequent questions
Where does patient data live?
On servers in Europe, encrypted, with role-based access and a log of who saw what. This is health data in the full GDPR sense and it is treated as such: this is the sector where shortcuts get a no.
Can we migrate the old records?
The digital ones yes, with an import we test together before discarding anything. Paper gets digitised gradually, starting with active patients.
Do we need a connection to work?
The diary and records live online, but the day's calendar stays readable even if the line drops. No visit is lost to the wi-fi.
Does it work for a practice with two doctors?
Yes, and that is in fact the size where it pays off immediately: without a dedicated front office, every automation is clinical time recovered.
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Want this one, with your name on it?
A twenty-minute call and I'll tell you whether it makes sense for you, what I'd build and what it costs. You know the price before we start.