Online booking and the patient flow behind it

We set up the system you already pay for

Cliniko, Jane, Pabau, WriteUpp, TM3, Nookal, SimplyBook. Most clinics buy one, use about a fifth of it, and keep a paper diary alongside “just for now”. We configure what you have rather than selling you something new.

That means appointment types with realistic durations, buffer time that reflects how you actually work, room and equipment resources, clinician availability rules, and online booking that only offers slots you genuinely want filled.

Stop losing patients to the gap

The dangerous moments are the gap between enquiry and first appointment, and the gap between first appointment and second. Both leak, and both are fixable with sequencing.

• Confirmation immediately on booking, with directions, parking and what to wear
• Intake and consent forms sent straight away, completed before arrival
• Reminder at 48 hours and again at 2 hours, by text and email
• A cancellation policy that is stated clearly and applied consistently
• A waiting list that automatically offers freed slots
• Rebooking prompt at the end of the first session, not left to the patient to remember

Missed calls are lost patients

Clinics run by clinicians miss calls, because the clinician is with a patient. We set up call handling so a missed call triggers an automatic text within a minute offering a booking link. This is the cheapest fix in the whole stack and it consistently recovers bookings that would otherwise be gone.

Discharge and recall

Discharge is not the end of the relationship. A structured recall at six and twelve weeks, plus an annual check-in, brings back patients who would otherwise search for a new clinic when the next flare-up arrives. We write the sequences and set them to run.