One record per patient
Contact details, date of birth, history, notes, documents, appointments and invoices on one page, with duplicate detection so one person doesn’t become three records over the years.
Clinics × Custom CRM
Patient records that reception and clinicians can both use.
One record per patient with their history, notes, documents, consent forms, appointments and invoices. Access is limited by role and every view and change is logged. It is a custom CRM shaped like a clinic, not a sales tool with the labels changed.
Sound familiar?
The patient’s story is in five places.
The appointment is in the diary, the notes are in a document on the practitioner’s laptop, the signed consent is a photo on someone’s phone, and the referral letter is in a mailbox. When a patient rings to ask about last month’s visit, reception puts them on hold and goes looking. Moving a clinic off spreadsheets and paper is mostly a data job, and the guide on moving from spreadsheets covers how that goes in general.
- Reception sees too much or too little, because everything is shared or nothing is.
- Consent forms and referral letters are scanned, emailed or photographed and then lost.
- Nobody can answer “who looked at this record?” if a patient asks.
- Family members, guardians and company-paid patients need linking without merging their histories.
- Moving to a new system means re-typing years of history by hand.
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.
Access by role and an audit trail
Reception sees contact details and appointments, clinicians see clinical notes for their own patients, the practice manager sees finance. Every view and change is logged, so you can answer who opened a record and when.
Consent forms and intake
Medical history questionnaires and consent forms filled in on the patient’s phone before the visit, signed and stored on the record, instead of clipboards in the waiting room.
Notes and templates
Visit notes with templates per treatment, so a physio review or a dental check-up starts from the structure you use rather than a blank box.
Documents and referrals
Referral letters, scans, reports and photos filed against the patient. Files are kept in your own storage and linked from the record, not scattered across inboxes.
Families and guardians
Link a parent to their children or a company to its employees, with separate records and clear rules on who can see what. A guardian can book for a child without seeing an adult’s notes.
Invoices and receipts per visit
Invoices and receipts generated from the visit, per appointment or per treatment plan, with card payments and a clear balance on the record.
Migration from what you have
Records come across from spreadsheets, an old clinic system or exports, checked against the source before you switch. See data migration.
A good fit if
- Records are split across diaries, laptops, paper and inboxes, and finding one takes minutes.
- Different staff should see different parts of a record, and you want a log of who looked.
- You want bookings, records and invoicing in one system rather than three.
- Your old system is slow, dated or closed, and you want your data out of it.
Not the right call if
- You need certified clinical or medical-device software, or a national health-record integration. That is a specialist product, not a custom build.
- One practitioner with a handful of patients. A paper file or a simple template is enough.
Proof
Built before, running now.
I haven’t built a clinic system for a named client yet. The record, the roles and the audit trail are the same building blocks running live in an academy and a storage company.
Education · LiveMCMA
Student records with role-based access, an audit log, soft-deleted records you can recover and admin exports.
Read the case study Storage & logistics · Live · in daily useStorexClient records with documents filed in Google Drive, a full history of messages, quotes and invoices, and a customer portal.
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.
Is health data safe in a custom system?
Health data is a special category under GDPR, so I build for it carefully: access by role, an audit trail of views and changes, and storage on established cloud platforms. I don’t claim compliance certifications. The data protection set-up is agreed in the proposal before any patient data is loaded.
Can clinicians and reception see different things?
Yes. Roles control which parts of a record each person sees, enforced on the server rather than just hidden on screen. A clinician sees their own patients’ notes; reception sees the booking and billing side.
Can you import our existing records?
Yes, from spreadsheets, an old clinic system or exports. I map the fields, import a sample for you to check, then run the full import and verify it against the source before you switch.
Can patients see their own record?
Parts of it, if you want that: upcoming appointments, invoices, documents you choose to share and forms to fill in. That is the patient portal. Nothing clinical is shown unless you decide it should be.
Do we need this, or is clinic software off the shelf enough?
If an off-the-shelf clinic package fits how you work, use it. A custom system makes sense when your treatments, billing or intake do not fit the package, or when the record has to drive bookings, payments and a portal as well. Tell me what gets in your way and I’ll say which side of the line you are on.
Go deeper
Read next, then decide.
ServiceCustom CRM
Enquiries, clients, pipeline and follow-ups in one place, shaped to how you sell.
IndustryClinicsBooking, reminders, deposits, patient records and a patient portal.
SystemClinic booking systemPractitioners, rooms, deposits, WhatsApp reminders, recalls and a waitlist for clinics.
SystemPatient portalAppointments, pre-visit forms, invoices, documents and messages for each patient, behind a login.
GuideSpreadsheets to a CRMA step-by-step plan for leaving the spreadsheet behind without losing a single client.
GuideData migration checklistA checklist for moving data to a new system: mapping, cleaning, duplicates, test imports and cut-over.
ComparisonSpreadsheets vs a systemWhen Excel or Google Sheets is enough, and the signs it’s time for a system.
Case studyMCMAA music academy run end to end from one platform: applications, scheduling, payments, portals and programmes.
Often built together
Related systems.
Custom CRM
Enquiries, clients, pipeline and follow-ups in one place, shaped to how you sell.
ClinicsBooking, reminders, deposits, patient records and a patient portal.
Client portalsA secure login for clients: invoices, documents, bookings, payments and messages.
Booking systemsOnline booking with your rules: deposits, reminders, waitlists and calendar sync.
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.