Book your free demo today! Call us on 0800 0789333 or book online

DIARY MANAGEMENT

 

Our trained receptionists can keep your diary up to date, booking in new appointments and updating existing ones as required.

 

When you join Clinic Appointments you can choose to use our fully-featured, in-house diary system, designed to suit the needs of clinics of all sizes. If you already use another diary system that’s not a problem either – we fully support a number of popular diary systems, such as Cliniko, PPS, TM3 and others.

 

If your current diary system is not listed above, please contact us today to see if we can support it.



WHICH DIARY SOFTWARE DO YOU USE?





CLINIKO DIARY

We are an approved partner of Cliniko - a great diary management system we recommend.



PPS DIARY

PPS is a highly regarded diary management system we are pleased to recommend. We are an approved partner.



CLINIC DIARY

Our in-house diary management software has everything you need to manage your appointments. Read more below:



TM3

TM3 is another quality diary management system we recommend and can fully support. Contact us to get started.



OTHER DIARY

Don't see your current diary management software listed here? We can support other options too - please contact us to find out more.



Managing your Clinic’s diary is an important part of keeping your business running smoothly.

 

When it comes to choosing your clinic management software you have many options. You may already be using software to run your diary, or you may be looking for the right service to best suit your needs.

 

At Clinic Appointments we have developed our own diary management software specifically for clinics of all sizes. However, we recognize that some clients already have a solution in place but would still like to take advantage of our call answering service. For this reason, our highly skilled operatives are also trained to use many of the most popular diary services available.

 

We are approved by top providers Cliniko, TM3, and Private Practice Software to use their software on behalf of their customers and integrate it with our call answering service.

THE CLINIC APPOINTMENTS DIARY

 

Our secure diary management software is easy to use and available 24/7. Anyone in your business can access it (as long as you give them permission), including other practitioners or in-house receptionists.

 

Our diary management package offers three diary rooms as standard. Additional diary rooms can be added for only £5/month each.

 

No matter how many diary rooms you have, you can add as many therapists and users as you like for no additional charges (for example, five therapists sharing three rooms are all covered under the regular package).

 

Our software is simple to use, so you won’t be wasting time trying to figure out how everything works. We also provide full training and support to make sure you’re getting the most out of it.

 

When combined with our call answering service, our friendly receptionists can handle enquiries and manage your bookings whilst you’re busy treating a client.

FEATURES

 

  • Quick to setup
  • Easy to access – available 24/7 from any internet-enabled PC
  • Manage and schedule unlimited therapists and their appointments
  • Allow multiple users
  • Send marketing SMS texts
  • Send appointment reminders by text or email
  • Inbuilt body, face and feet charts
  • On-screen consent signature forms
  • Client invoicing capability
  • Organise clinical notes and upload documents (e.g. MRI and X-Ray images. GP letters, etc.)
    Manage class bookings (e.g. pilates or yoga)
  • Optimize your time and organize your diary and practice management with Clinic Appointments – use your current provider or talk to us about our fully-featured diary management software.

 

To find out more, call us on 0800 0789333 or book a call today.

ONLINE BOOKING

 

Give your clients the option to book their next session on the web by adding an online booking facility to your website with Clinic Appointments. All online bookings integrate seamlessly with your existing Clinic Appointments diary system.

 

The service is secure and easy to use, allowing your clients to book a session with you whenever and wherever they like, without having to call you.

 

With the online booking service you can also ask for up-front payment for bookings if you want to.

 

Alternatively, you could choose to pre-authorise a charge on your client’s card, so you can quickly and easily bill them after treatment. With this pre-authorisation you can also automatically apply a no-show charge to your client (in accordance with your terms and conditions) if they fail to attend their appointment.

 

This often has the effect of improving attendance, or at the least minimising the financial cost of missed bookings for your clinic.

 

You have full control over all aspects of your online booking system:

 

  • You can make it available to anyone, including new patients, or just allow existing clients only to register and use it.
  • Choose which days and time slots are shown as available for online booking. There’s no need to open up your whole diary if you prefer not to.
  • Decide which venues, therapies and practitioners will accept bookings online.
  • Combine any of the above to create the best system for you. It’s easy to update these settings in your online account control panel should you ever need to.

 

The online booking system operates alongside your Clinic Appointments telephone answering service and diary booking system. It is not available as a stand-alone option.

 

A step-by-step on-screen set up guide helps you through the initial creation of the service, in tandem with the details already held within your diary system. Of course, we are always happy to offer any additional assistance you may need to get started.

SECURE CARD PAYMENT PROCESSING

 

Let Clinic Appointments handle your offsite card payments with our Secure Card Payment Processing service.

 

When somebody books online you can choose to have them confirm their booking with a debit or credit card. We will then pre-authorize their card, meaning we reserve a balance on their card ready for collection after they receive their treatment.

 

Asking for card details up front helps reduce the number of no-shows.

 

If your clients choose to pay by cash or cheque at the treatment, you simply cancel the pre-authorization and their card will not be charged.

 

Should they cancel their booking or just not turn up, you can process a payment on their card in line with your stated cancellation policy.

 

Any payments made will be forwarded on to you in full as soon as the payment is cleared. You can expect to receive the cash in your account approximately one week after the appointment.

 

There are fees involved in processing card payments – a fixed £1.50 fee for a debit card transaction and £1.50 + 3% for a credit card transaction. At the end of every month we will add up these charges and invoice you for this amount included in your regular monthly bill.

 

There is a minimum charge for card processing fees of £15/month.


TESTIMONIALS


Contact us today to discover how Clinic Appointments can help your clinic. Book your free demo call now to learn more.