Admin that runs itself.
The average clinic team spends 15 to 20 hours per week on admin that has nothing to do with patient care. Invoicing, chasing payments, managing patient records, generating compliance reports, and answering routine queries that a self-service portal could handle instantly.
Our clinical admin system centralises everything in one place. Invoices send themselves. Payments chase themselves. Patients manage their own bookings, prescriptions, and documents through a portal. And when the inspector arrives, you generate your compliance report in under a minute.
- Admin saved weekly
- 10 hrs
- Invoice collection rate
- 98%
- Compliance report
- 60 sec
How it works
From first login to a fully self-serving patient base, in three straightforward steps that fit around how your clinic already works.
Centralise your records
We bring consultation notes, patient records, prescriptions and documents into one secure hub. Existing data is imported cleanly, so day one starts with a complete, tidy clinical history rather than a blank slate.
Invite patients to the portal
Patients are invited to a secure, branded portal where they can rebook, view and download their letters and documents, and reorder repeat items. Access is controlled by you, so people only ever see what they should.
Watch the admin fall away
Routine calls and email chains give way to self-service and secure messaging, while every action is logged for your audit trail. Your team spends its time on patient care instead of answering the same questions on the phone.
What the patient portal does
A self-service portal built for UK clinics and pharmacies, designed to answer routine questions before they ever reach your reception desk.
Rebook and manage appointments
Patients book, reschedule and cancel from their own account, with changes syncing straight into your calendars and rota. Fewer phone calls, fewer no-shows, and a diary that always reflects reality.
View and download documents
Clinic letters, results, consent forms and aftercare instructions are available to download as PDFs on demand. Patients stop ringing for copies, and every download is captured in your audit log.
Reorder repeats and prescriptions
Repeat items and pharmacy orders can be requested through the portal and routed to the right clinician or fulfilment step. Requests are tied to the patient record, so nothing slips through the cracks.
Message the clinic securely
Encrypted two-way messaging keeps patient conversations off email and phone and safely attached to the record. Messages reach the right team member and leave a clear, auditable trail.
Frequently asked questions
Common questions from UK clinic and pharmacy teams about clinical admin, patient records, and the self-service portal.
What is a patient portal and why does it reduce calls?
A patient portal is a secure area where your patients log in to rebook appointments, view their documents, download letters, and reorder repeat items without phoning the clinic. Because the routine questions that fill your reception phone lines, such as "when is my appointment" or "can I have a copy of my letter", are answered instantly online, most clinics see inbound call volume drop sharply within the first few weeks.
Can patients view their records, letters and documents themselves?
Yes. Patients can securely view the records and documents you choose to share, download clinic letters and results as PDFs, and access consent forms or aftercare instructions on demand. You control exactly what is visible, so sensitive items stay hidden until a clinician releases them, and every download is logged for your audit trail.
How are consultation notes and prescriptions managed?
Clinicians write consultation notes directly against the patient record, with templates for common appointment types so nothing is missed. Prescriptions and repeat items are tracked in the same place, linked to the relevant consultation, and can flow through to your pharmacy or e-commerce fulfilment. Every note is timestamped and attributed to the author, giving you a complete, chronological clinical history.
Is patient data secure and GDPR compliant?
Yes. Data is encrypted in transit and at rest, access is role-based so staff only see what their role requires, and every view, edit and download is captured in an immutable audit log. The system is built around UK GDPR and Data Protection Act 2018 requirements, so you can evidence lawful access, respond to subject access requests quickly, and stay inspection-ready for CQC or GPhC.
Does it integrate with booking and forms?
It does. Online bookings and digital intake forms feed straight into the patient record with no re-keying, so consent, questionnaires and appointment details are filed automatically the moment a patient submits them. Because admin, booking and forms share one source of truth, your records stay accurate and your team never enters the same information twice.
Can patients message the clinic securely?
Yes. The portal includes secure two-way messaging so patients can ask questions, share updates, or request changes without resorting to email or phone. Messages are attached to the patient record and routed to the right team member, keeping conversations organised, auditable, and safely away from unencrypted channels.
Part of the full solution
Clinical admin connects to every part of your clinic. These services feed data in and out so you never re-enter information twice.
Book a discovery call
Thirty minutes with Dom. He'll open a live clinic on the platform, show you where your bookings are leaking, and tell you straight whether Clinic Pro is worth it.