Clinics × Booking systems

Fill the diary. Keep the front desk calm.

Patients book the right practitioner, treatment and room online, pay a deposit where you want one, and get a WhatsApp reminder with a reschedule link. The slot lands in the practitioner’s calendar and on the patient’s record. It sits on the same booking engine I build for other businesses, shaped to how a clinic actually runs.

Get a quote for this See it runningA first version: 6–10 weeks
Sound familiar?

The diary is full of rules that live in reception’s head.

A first physio consultation is 45 minutes, a follow-up is 30, and only two of your four practitioners do dry needling. The laser room is shared. The dentist wants a 15-minute buffer after extractions. Generic booking apps ask for one duration per service and one calendar per person, so reception ends up taking the awkward ones by phone anyway. If your rules are simple, a standard booking app is the better buy; this page is for when they are not.

  • New and returning patients need different appointment lengths and different questions.
  • A treatment needs a person, a room and sometimes a machine, all free at once.
  • No-shows leave a gap at 4pm that nobody refills in time.
  • Six-month recalls (check-ups, reviews, scans) depend on someone remembering to send them.
  • Patients message the practitioner’s personal WhatsApp to move a slot, and the diary never hears about it.
What gets built

The parts, shaped to you.

Pick the ones you need. Each is built around how your team already works, then joined up on one set of data.

Rules by treatment

Each treatment has its own duration, buffer, price and list of practitioners who can do it. First visit versus follow-up are separate appointment types, so a new patient can’t book a 15-minute slot for a 45-minute assessment.

Rooms and equipment as resources

A booking needs a practitioner, a room and, where relevant, a machine. The system only offers times when all three are free, across one site or several, so the laser room is never double-booked.

Deposits and cancellation windows

Take a deposit for the treatments that need one, with a cancellation window you set (say 24 or 48 hours) and a refund rule applied automatically. Card payments run through Stripe.

WhatsApp reminders that move the slot

Reminders by WhatsApp, SMS or email, each with a confirm and a reschedule link. A patient who can’t make it moves the appointment in two taps instead of replying to nobody.

Waitlist and short-notice offers

When a slot frees up, waiting patients are offered it in order. The first to accept gets it and the others are told it has gone, so the gap is filled without reception making calls.

Recalls and treatment courses

Six-month check-ups, review appointments and courses of sessions are booked or prompted automatically, so a physio plan of eight visits is one booking, not eight phone calls.

Practitioner calendars

Two-way sync with Google Calendar: blocked time, leave and locum days stop slots being offered, and bookings appear where practitioners already look.

Front-desk day view

Arrivals, late patients, walk-ins and an end-of-day no-show list for reception, with utilisation per practitioner and room for the practice manager.

Connects to
  • Google Calendar
  • WhatsApp
  • Stripe
  • Gmail
  • Your website
  • Your patient records
How integrations work
A good fit if
  • You have several practitioners, rooms or machines and booking rules reception has to memorise.
  • No-shows or late cancellations cost real revenue and you want deposits and tighter windows.
  • Bookings should land on the patient record and feed invoices and recalls.
  • You run more than one site or share rooms between practitioners.
Not the right call if
  • One practitioner, one treatment type and a simple diary. A standard booking app will serve you well, and costs less.
  • You need certified clinical or medical-device software. That is a specialist product, not a custom build.
How it runs

From first call to daily use.

The same five steps on every project, sized to yours.

  1. 01A short call or the quote builder

    Tell me how the business runs today: the tools, the workarounds, the bit that drives you mad. The quote builder takes about five minutes and gives me a scoped brief.

  2. 02A fixed quote, in phases

    I reply with a fixed price and a phase plan. The must-haves go first, so you are using the system while the rest is still being built.

  3. 03Previews as it’s built

    You see the real system on a private link while it is being built, with your own data in it as early as possible. Changes are cheap at this stage, so this is where we make them.

  4. 04Your data moved across

    Spreadsheets, an old system, email threads: the data comes with you, checked against the source so nothing is lost on the way.

  5. 05Launch, then care

    Your team gets a walkthrough, and I stay on for fixes and new features, either on a monthly support plan or pay as you go.

FAQ

Questions, answered.

Can patients choose a practitioner, or only a treatment?

Both. You decide per treatment: let patients pick a person, or let the system offer the next free slot with anyone qualified. Some practices do one for new patients and the other for follow-ups.

Will reminders really cut no-shows?

A reminder with a one-tap reschedule link turns many no-shows into moved appointments, and the waitlist refills the gap. How much that is worth depends on your patients. The system reports your no-show rate, so you see the effect instead of guessing.

Is it safe to hold patient details in a booking system?

Bookings carry the minimum: name, contact details, treatment and time. Anything clinical sits in the patient record, with access by role and an audit trail, and the data protection set-up is agreed in the proposal before any patient data moves. See patient records for clinics.

How long does it take to build?

A focused booking system with deposits and reminders is typically a few weeks. The quote builder gives a rough figure as you pick modules, and the fixed quote sets out the phases. The booking rules take the longest to pin down, so a good first call about them saves time.

Can it embed on our current website?

Yes. It can sit on your existing site, Wix or WordPress included, or on its own page on your domain, in your colours.

Go deeper

Read next, then decide.

ServiceBooking systems

Online booking with your rules: deposits, reminders, waitlists and calendar sync.

IndustryClinics

Booking, reminders, deposits, patient records and a patient portal.

SystemPatient management system

Patient history, consent forms, documents and invoices in one record, with roles and an audit trail.

SystemPatient portal

Appointments, pre-visit forms, invoices, documents and messages for each patient, behind a login.

ComparisonCustom booking vs booking apps

Calendly, Fresha, SimplyBook or custom: which fits your rooms, staff, deposits and rules.

IntegrationWhatsApp

Messages filed against the client, reminders and updates sent from your CRM or booking system.

IntegrationStripe

Checkout, deposits, subscriptions and payment links tied to your invoices and bookings.

Case studyMCMA

A music academy run end to end from one platform: applications, scheduling, payments, portals and programmes.

Often built together

Related systems.

Booking systems

Online booking with your rules: deposits, reminders, waitlists and calendar sync.

Clinics

Booking, reminders, deposits, patient records and a patient portal.

Client portals

A secure login for clients: invoices, documents, bookings, payments and messages.

Custom CRM

Enquiries, clients, pipeline and follow-ups in one place, shaped to how you sell.

How pricing works · Digitalise Your SME grants · All case studies

Start here

Get a fixed quote.

The quote builder opens with the parts on this page already switched on. Add or remove what you like, and I reply with a fixed quote.

Start the quote builder Or talk to me first
Logo