Secure sign-in
Patients sign in with an email code or Google, and see only their own records. The check happens on the server, not just in the page, and access is logged.
Clinics × Client portals
A patient portal that answers the phone for you.
Patients log in to see their appointments, fill in forms before the visit, pay invoices, download documents and message the clinic. Each patient sees only their own information. It is a client portal built on your booking and record system, not a separate app that has to be kept in step.
Sound familiar?
Half the calls are patients asking for something you’ve already sent.
What time is my appointment? Can you resend the invoice for my insurer? Where do I find the exercise sheet? Did you get the form? Each call is short and each one pulls reception away from the person standing at the desk. A portal moves those questions to a place patients can answer themselves, at nine at night if they like.
- Patients ask for invoices, letters and exercise plans by email or WhatsApp, again and again.
- Intake forms arrive half-filled, late or not at all.
- Appointment details are repeated in three messages and still misread.
- Clinical documents sent over WhatsApp or ordinary email are hard to control and hard to take back.
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.
Appointments
Upcoming and past visits, with the address, practitioner and any preparation instructions, plus confirm, reschedule or cancel within the rules you set.
Forms before the visit
Medical history, consent and questionnaires completed on the phone before arrival, signed and stored on the record, so the first ten minutes are not spent on a clipboard.
Invoices and payments
Invoices, receipts and balances, with card payment for outstanding amounts and a downloadable receipt for insurers or employers.
Documents you choose to share
Exercise plans, aftercare sheets, referral letters and reports, published to the patient by the clinician. Nothing appears in the portal unless a member of staff releases it.
Messages that land on the record
Questions from patients arrive in the clinic’s inbox against the right record, for the right team to answer, instead of on a practitioner’s personal phone.
Family and guardian access
A parent can manage a child’s appointments and forms from their own login without seeing anything about other family members. Bookings come from the clinic booking system.
Your branding, your domain
Your logo, colours and address, so patients see your clinic rather than a third-party tool, and it installs on the home screen like an app.
Connects to
- Your booking system
- Your patient records
- Stripe
- Google sign-in
- Gmail
- Google Drive
A good fit if
- Reception spends a real part of the day on “where is my…” questions.
- You run courses of treatment where patients come back many times.
- Intake and consent forms should be done before the patient walks in.
- You already have, or want, bookings and records in one system the portal can sit on.
Not the right call if
- Your patients mostly come once and never return. A good confirmation email and a reminder will do.
- You expect to share full clinical notes or results through the portal on day one. I’d start with appointments, forms and invoices and add more once the data rules are agreed.
Proof
Built before, running now.
I haven’t built a patient portal for a named client yet. The sign-in, the per-person access rules and the document sharing are the same building blocks running live elsewhere.
Education · LiveMCMA
Student and tutor portals on one system: schedules, payments, homework, progress reports and messages.
Read the case study Storage & logistics · Live · in daily useStorexA customer portal with statements, files, stored items and service requests, next to the staff system.
Read the case study Music & events · LiveMusicPlaygroundTickets readable only by admins and the ticket holder, with the lockdown shipped after 35 security-rule test cases.
Read the case studyHow it runs
From first call to daily use.
The same five steps on every project, sized to yours.
- 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.
- 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.
- 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.
- 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.
- 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.
How do you keep one patient from seeing another’s information?
Each record is tied to a person and the server checks that on every request, so a patient can only ever ask for their own data. The rules are tested before launch. MusicPlayground’s equivalent lockdown shipped with 35 security-rule test cases. Your data protection set-up is agreed in the proposal.
Do patients need to download an app?
No. The portal works in the phone browser and can be installed to the home screen. A native iPhone and Android app on the same backend is an option if you want one.
Can we limit what appears in the portal?
Yes, and I’d start narrow. Appointments, forms, invoices and the documents a clinician releases are the usual first phase. Anything clinical is a decision for you, taken deliberately, not a default.
Does it need the booking system first?
It works best on top of one, because appointments, invoices and forms hang off the same record. If you already have a booking tool with an API, the portal can sit on it. Otherwise I’d build the booking system and the portal together.
How long does a portal take?
Roughly 55 to 130 hours of build for the portal itself, on top of 30 to 50 hours of shared groundwork, which is a matter of weeks. The quote builder shows the figure as you add modules, and the fixed quote sets out phases so the forms and appointments go live first.
Go deeper
Read next, then decide.
ServiceClient portals
A secure login for clients: invoices, documents, bookings, payments and messages.
IndustryClinicsBooking, reminders, deposits, patient records and a patient portal.
SystemClinic booking systemPractitioners, rooms, deposits, WhatsApp reminders, recalls and a waitlist for clinics.
SystemPatient management systemPatient history, consent forms, documents and invoices in one record, with roles and an audit trail.
Case studyMCMAA music academy run end to end from one platform: applications, scheduling, payments, portals and programmes.
Case studyStorexA storage and logistics company’s whole operation in one custom system: quotes, clients, invoicing, the warehouse and the crew in the field.
Case studyMusicPlaygroundMalta’s alternative music community on one platform: events, tickets, memberships and curator payouts, built with the MusicPlayground team.
IntegrationStripeCheckout, deposits, subscriptions and payment links tied to your invoices and bookings.
Often built together
Related systems.
Client portals
A secure login for clients: invoices, documents, bookings, payments and messages.
ClinicsBooking, reminders, deposits, patient records and a patient portal.
Booking systemsOnline booking with your rules: deposits, reminders, waitlists and calendar sync.
Custom CRMEnquiries, 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.