Running a private clinic
A new patient fills a questionnaire in WhatsApp, the practitioner does not see it before the session, and a no-show stays a dead slot on the calendar. A series of ten sessions is counted from memory.
Who it is for
For a clinic with reception and practitioners, where the visit is part of a series: physiotherapy, complementary care, or therapy. A poor fit for a practice where every visit is one-off and untracked.
Problems this page addresses
Intake never reaches the practitioner
The form was sent, the answers sit in chat, and the practitioner starts the session without knowing what reception was already told.
A series with no counter
Eight sessions were agreed. After the fifth, nobody knows how many remain, because the calendar shows dates, not a balance.
A no-show with no rule
A last-minute cancel and a missed visit look the same. There is no shared policy and no mark on the patient.
What you get
Intake before the first session
A short form is tied to the chart. The practitioner sees it before the patient walks in, without asking reception for a screenshot.
A remaining-session balance
The series sits on the patient: how many were agreed, how many happened, how many are left. The next booking respects that balance.
A no-show mark
A late cancel and a missed visit are recorded separately. Reception sees who repeats it before booking them into a busy hour again.
Common questions
How is this different from the dental page?
Dentistry has a clinical plan with steps in the room. A private clinic is mainly a series of sessions, intake before the first one, and a rule for people who do not arrive. The screens are not the same.
Do practitioners have to learn a new system?
The first training is for reception and for the practitioner who opens a series. The practitioner sees intake and the balance, not every setting.
What about a walk-in?
You can open a same-day session and attach it to an existing series, or open a new chart if it is the first time. The calendar is not the only source.
Related pages
A CRM shaped around how you already work
An off-the-shelf CRM asks the team to adopt someone else’s stages and fields. We build the record around the approvals, statuses, and fields that already decide who the customer is and what happens next.
Rollout and training the team actually uses
A system without practice slides back to WhatsApp in the second week. We hand it over with drills on real routines, a short page per role, and a clear order for permissions and backup so work continues if the person who knew the system leaves.
Running a dental clinic
Reception books the appointment, the dentist changes the treatment plan in the room, and the patient leaves without knowing the next step. The recall depends on a note, not on a date on the chart.